In EDUBase you generate monthly fee challans in bulk: choose the campus, class or the whole school, set the month, due date and expiry, and create every voucher in one action. Unpaid balances carry forward automatically, school-wide runs are queued in the background, and Fee Automation can repeat the same run on a fixed date each month.
What has to be set up before the first bulk run?
Bulk generation only works cleanly when the fee policy is already defined. The generation screen does not ask what each child owes; it reads the fee plan attached to the student.
Three pieces of setup do most of the work: your fee heads, the fee plans built from them, and the students correctly mapped to a class, section and plan.
- Fee particulars — your own heads such as tuition, transport, exam and admission.
- Fee plans per class or per student, with per-month amounts and repeating months.
- Per-student changes: a concession or a one-off amount recorded against the plan, so it is applied every run without being remembered manually.
- Family grouping, so siblings can be billed and paid for together on one receipt.
- Challan settings: bank account, header and footer notes, vertical or horizontal layout and school branding.
How does the one-go generation actually work?
Open the bulk challan generation screen, pick the scope — one campus, one class, or the whole school — and the month you are billing. Set the due date and the expiry date that will print on the voucher.
Confirm, and the challans are created for every student in scope. A school-wide run is queued in the background rather than holding your browser, and you are notified in-app when it finishes, so the office can carry on with counter work meanwhile.
- Optional prorating for students admitted mid-month.
- First-time payables (admission charges, security) picked up for new admissions.
- Arrears carried forward: unpaid balances roll into the new challan, and a month-wise breakdown of old dues can print on the voucher.
- Installment challans when an annual or admission charge is split across separate vouchers.
- Add amount to generated challans afterwards, for a fine or an extra head on challans that already exist.
Can the monthly run happen by itself?
Fee Automation takes the same routine off the finance officer's diary. You set the generation day, due date, expiry, and the campus and class scope once, and the challans are created on that date every month.
Automations ship switched off and every one has a preview that shows exactly which children would be affected and by how much before anything is charged. Each run is logged, so a missed or double month can be traced in seconds.
- Parent alerts on generation: your own SMS template and a Parents App notification when the scheduled challans are created.
- Late fee automation applying your existing policy on the due date, the day after, or after a grace period.
- Holiday-aware runs: fines never land on a weekly off or a Holiday Calendar date; they move to the next working day.
- Automatic defaulter reminders on a chosen day and hour, by SMS, WhatsApp, branded SMS or app notification.
How do parents receive and pay the challans?
Once generated, vouchers can be printed singly, per family, or compact multi-per-page for classroom distribution. Payment can be taken at the counter, family-wise for all siblings together, or directly without going through the challan list.
If bank collection is activated, each challan prints a bank-ready consumer number. Partner banks and aggregators — HBL, Bank Alfalah, Meezan Bank, PayPro and KuickPay, and through them 1Bill and 1LINK channels — look the voucher up, and when the parent pays, the bank calls EDUBase, the challan is marked paid and the finance ledger is updated with no manual entry at the school. A challan already paid answers as paid to any later inquiry, so a family cannot be charged twice.
- Discounts on a challan can wait for a manager's approval.
- Consolidated receipts when a parent clears several months at once.
- Bank payments appear in Payment History and Day Wise Paid Challans like any other payment.
How do I check the run was correct?
After generation, Fee Intimation shows what families are being asked for this month before anyone pays. After collection starts, the reports answer the day's questions.
The Fee Audit Report keeps historical collection against the class and session at the time of billing, so last year's figures stay intact even after students are promoted.
- Day Wise Paid Challans — the cash-up, by day and by user.
- Detail Fee Report — charges and payments by student, particular and month.
- Student Wise Fee Status — paid versus unpaid counts per class.
- Fee defaulters by total amount, by family or by month, each with print and SMS/WhatsApp actions.
- Every fee report exports to Excel or CSV.
What about the first month after switching systems?
Old dues are the usual reason a first challan looks wrong. During onboarding the EDUBase team loads student data from an Excel template, and the school can also upload fee plans, first-time arrears and past challan payments itself.
Bringing old dues onto the first challan and loading past payments means the opening balances and the payment history are complete from day one, rather than being typed in later.
- Upload Students, Upload Fee Plans, Upload First Time Arrears and Upload Challan Payments from Excel.
- Large files are queued and you are told in-app when they finish.
- Yearly fee increment raises fees across students in one operation when the new session starts.
Ways to produce the month's fee challans
| Approach | How it runs | Suits | Points to watch |
|---|---|---|---|
| Spreadsheet and manual vouchers | Amounts typed per student each month | Very small setups | Arrears and concessions must be tracked by hand; no payment history |
| Class-by-class generation | One class or section at a time in the portal | Schools phasing in a new fee policy | Someone must remember every class each month |
| Whole-school bulk run | One action for the campus or the whole school; queued in the background with an in-app notification | Most schools and multi-campus groups | Fee plans and student mapping must be correct first |
| Scheduled Fee Automation | Challans created on a fixed date each month, with optional parent alerts | Offices wanting the routine off the diary | Ships switched off; use the preview and check run history |
| Bank collection on top | Consumer number on the voucher; bank posts the payment in real time | Schools with high counter queues | Enabled per school and per bank; counter payments continue alongside |
Related modules
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- SMS, WhatsApp & Notifications — Reach parents by SMS, WhatsApp, branded SMS or app notification, from every screen that matters.
- Finance & Accounting — Chart of accounts, journals, ledgers, trial balance, P&L and balance sheet, fed by fees and payroll.