EDUBase can notify parents by SMS, WhatsApp or Parents App notification when fee challans are issued, using the school's own message template. When a fee is paid, the challan is marked paid and parents can see their child's fee status in the Parents App.
What do parents receive when a fee challan is issued?
Fee challans are one of the messages EDUBase can send to parents as an SMS, a WhatsApp message or a Parents App notification. The wording comes from your own SMS templates, which support placeholders so each family sees its own details.
If you use Fee Automation, scheduled challan generation can optionally send the school's own SMS template and a Parents App notification at the moment the month's challans are created. The office does not need to remember to send anything on generation day.
- Scheduled challan generation creates challans on a fixed date for the campus and class scope you set.
- Parent alerts on generation are optional and can be switched on per school.
- SMS templates let you write your own challan message wording.
- The Parents App receives push notifications for challans alongside notices, messages, PTMs and attendance.
Which channels can the school use to send fee messages?
Schools choose how messages leave EDUBase. Many use more than one channel so that families without the app still get an SMS or WhatsApp message.
- Free SMS Sending App: an Android app, downloaded from the portal, that sends the portal's SMS queue from the school's own SIM, campus by campus.
- Branded SMS gateway: a masking/branded SMS provider connected through SMS Gateway Settings.
- WhatsApp Service: the school's own WhatsApp number linked by scanning a QR code, sent through the hosted service or the desktop sender on a school PC.
- Parents App notifications: push notifications to the EDUBase Parents App on Android.
What happens on the parent's side when a fee is paid?
Parents follow their child's fees in the Parents App, so a paid challan is visible to the family there rather than relying only on a paper slip. At the counter, every receipt is printable, siblings can be paid together with one family receipt, and several months paid at once can be printed as one consolidated receipt.
When a parent pays through a partner bank or payment aggregator using the consumer number on the voucher, the bank calls EDUBase, the challan is marked paid and the payment appears in Paid Challans and Payment History immediately. A challan already paid answers as paid to any later inquiry, so a family cannot be charged twice. If your finance team wants a separate payment confirmation message to families, discuss the set-up with the EDUBase team during onboarding.
How are families who have not paid reminded?
Automatic fee defaulter reminders go out monthly on the day and hour you pick, through the channels you select: SMS, WhatsApp, branded SMS or the app. You can chase everyone with a balance, or ignore families who have paid something this month.
Fee defaulter reports, by total amount, by family or by month, also carry print and SMS/WhatsApp actions, and reminder letters can be printed for families who prefer paper. Through Parent App Privileges the school can warn or block app features for families by months overdue, while fee details and contact us are never blocked.
How can the finance office check what was sent?
Every message leaves a trail, which matters when a parent says they never received a challan or reminder.
- SMS Report and Family SMS Report show which SMS messages went to whom.
- App Notification Report shows what was pushed to the Parents App.
- WhatsApp balance, sending statistics and message history are on one screen.
- Each Fee Automation run is logged in its run history, so a missed or double month can be traced.
Ways EDUBase can send fee messages to parents
| Channel | How it is sent | Best suited to | Where the office checks it |
|---|---|---|---|
| SMS from the school's SIM | Free SMS Sending App on an Android phone sends the portal's SMS queue | Reaching every family, including those without the app | SMS Report and Family SMS Report |
| Branded SMS | Masking/branded provider set in SMS Gateway Settings | Messages that show the school's name as sender | SMS Report and Family SMS Report |
| School's own number linked by QR, via hosted service or desktop sender | Families who read WhatsApp more than SMS | WhatsApp message history and sending statistics | |
| Parents App notification | Push notification to the EDUBase Parents App | Families already using the app to follow fees | App Notification Report |
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.
- SMS, WhatsApp & Notifications — Reach parents by SMS, WhatsApp, branded SMS or app notification, from every screen that matters.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.