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Tuition payments

Track tuition in Kelasi: set monthly or one-off course fees, see who has paid, record payments, send manual or automatic reminders and share receipts.

ForAdminStaff 3 min read
On this page
  1. 1. Set course fees
  2. A different amount for one student
  3. 2. See who has paid
  4. 3. Record a payment
  5. 4. Remind people who haven’t paid
  6. Automatic reminders
  7. 5. Share a receipt
  8. Payment proofs from paid class links
  9. For students

The Payments page shows who has paid and who still owes, month by month and course by course. It replaces the notebook and the WhatsApp chase. Kelasi records payments; the money itself goes straight from parents to you.

Payments is for admins and staff. Students see their own bills under Payments once one of their courses has a fee.

1. Set course fees

Choose Course fees, then Set fee on a course:

  • Fee in rupiah.
  • Billed: Every month (due on a day of the month from 1 to 28) or Once (due a number of days after the student joins, from 0 to 90).

Students in the course are billed from the month you set the fee. Remove fee stops new bills.

A different amount for one student

For a discount or a sibling rate, open the student’s row menu and choose Set this student’s amount. Use the course fee puts it back.

2. See who has paid

Pick a month with the arrows. At the top:

  • Collected, out of the amount expected,
  • Still owed, with how many bills are unpaid,
  • Overdue, past the due date.

Filter by All, Unpaid or Paid, by course, or search for a student. Each row shows the fee, and whether it’s Paid, Due on a date or Overdue since a date.

3. Record a payment

When money arrives, choose Mark paid on the row:

  • Amount (filled in for you),
  • Paid on date,
  • Paid by: cash, bank transfer or other,
  • an optional note such as the transfer reference.

Choose Record payment. Made a mistake? Undo payment from the row menu.

4. Remind people who haven’t paid

By hand, from a student’s row:

  • Send reminder: a notification in the app, plus an email unless they turned emails off.
  • Message on WhatsApp: opens WhatsApp with a ready-made message.
  • Copy reminder message: to paste anywhere.

Remind all unpaid sends a reminder to every unpaid student shown. Anyone reminded in the last hour is skipped.

Automatic reminders

Choose Auto reminders and turn on Send reminders automatically. Pick when:

  • Before the due date: on the due date, or a number of days before,
  • If still unpaid after: a number of days late, or don’t send.
  1. 3 days beforeFirst reminderIn the app and by email
  2. The 10thDue dateAfter this day the bill shows as Overdue
  3. 3 days lateStill unpaidA second reminder goes out
  4. When it arrivesMark paidAmount, date, method
  5. AfterReceiptPrint, PDF or send on WhatsApp
An example monthly fee due on the 10th, with automatic reminders 3 days before and 3 days after. Reminders go out at 08:00 WIB and stop once the bill is paid.

Reminders go out at 08:00 WIB. Paid bills are skipped, and a bill you already reminded by hand that day isn’t reminded again.

5. Share a receipt

Every recorded payment has a receipt: number, amount, who paid, what for, date, method and who recorded it. Open it from Paid, view receipt and choose Print or save PDF, Send on WhatsApp or Copy link. Students can open their own receipts too.

Proofs from paid class links are checked on this page too, under Payment proofs.

For students

Students see To pay (what’s due) and their Payment history with receipts. When everything is paid, they see You’re all paid up.

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