Open the fee defaulter reports in Fee Reports, choose the view you need, then send SMS or WhatsApp reminders or print reminder letters. Fee Automation can also send defaulter reminders monthly by itself.
Where do I find families with unpaid fees?
Start in Fee Reports. The defaulter reports list every family or student who still owes money, so you know exactly whom you are chasing before any message goes out.
Fee defaulters are available three ways, and each has print and SMS/WhatsApp actions beside it.
- By total amount: who owes the most, so large balances are chased first.
- By family: one line per family, useful when several siblings share one account.
- By month: which billing months are still unpaid.
- Student Wise Fee Status: how many students in each class have paid this month and how many have not.
How do I send an SMS or WhatsApp reminder from the report?
Open the defaulter view that suits your follow-up, review the list, and use the SMS or WhatsApp action on that report. The wording comes from your own SMS templates, so messages sound like your school.
Delivery depends on how your school sends messages. You can use the free SMS Sending App on an Android phone with the school's own SIM, a branded SMS gateway set up in SMS Gateway Settings, or your school's WhatsApp number linked by QR code.
Afterwards, the SMS Report, Family SMS Report and App Notification Report show what was sent and to whom.
How do I print fee reminder letters?
Use Print fee reminder letters in Fee Reports. It produces reminder slips for families who have not paid, ready to hand out at the office, through class teachers or at a parents' meeting.
Fee Intimation is a related report. It shows what families are being asked to pay this month, before they pay, which helps when you want to remind parents of the amount due in advance.
If you need the figures for a trustee or accountant, every fee report exports to Excel or CSV.
Can reminders go out automatically every month?
Yes. Fee Automation includes automatic fee defaulter reminders. You pick the day, the hour, the channels (SMS, WhatsApp, branded SMS or app) and the recipients, and the reminder goes out monthly by itself.
You also choose who counts as a defaulter. You can chase everyone with a balance, or ignore families who have paid something this month.
Every automation ships switched off, shows a preview of exactly which children would be affected, and keeps a run history. Nothing is sent until you switch it on.
Which method should the finance office use?
Manual reminders suit a targeted follow-up, such as the highest balances or one particular class. Scheduled reminders suit the routine monthly chase, and printed letters suit families who respond better to paper.
Many offices combine them: an automatic monthly reminder for everyone, then a printed letter or a manual message for the families who stay behind.
What should I check before sending?
Reminders are only as accurate as the dues behind them. Check a few points first.
- Payments received at the bank are posted automatically when your school uses bank fee collection, so paid families should not appear as defaulters.
- Use Preview before apply in Fee Automation to see who would be contacted.
- Confirm your SMS template wording and the channel you want to use.
- Review the Parent App Privileges if you also restrict app features for overdue families.
Ways to remind parents about unpaid fees
| Method | Where it is done | What it involves | Best for |
|---|---|---|---|
| Manual SMS or WhatsApp | Fee defaulter reports in Fee Reports | Review the list, then use the SMS/WhatsApp action | Targeted follow-up on selected families |
| Printed reminder letters | Print fee reminder letters in Fee Reports | Print slips for families who have not paid | Hand delivery or parents who prefer paper |
| Fee Intimation | Fee Reports | Shows what families are being asked for this month before they pay | Advance notice of amounts due |
| Automatic defaulter reminders | Fee Automation | Set day, hour, channels and recipients once; sent monthly | Routine monthly chasing without manual work |
Related modules
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- 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.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.