Fees
Fee management that survives an audit and a Monday morning.
Preschool fee management software has one job that matters more than the rest: at the end of a term, the money you think came in and the money the books say came in should be the same number. Most schools get there eventually, with a register, a cash box, a bank statement and an afternoon nobody enjoys.
Kibiscope's Fees module issues GST-ready invoices with gap-free legal numbering, keeps books in whole paise, records what you have collected in cash, cheque or bank transfer, and sends dues reminders on Monday mornings. It is in every plan like everything else — there is no billing tier.
Invoices that a Chartered Accountant will accept
An invoice series with a gap in it is the first thing a GST audit asks about, and it is very easy to create one by hand — a cancelled receipt, a spoiled book, a duplicate number written after a busy admissions week. Numbering here is issued by the system and gap-free by construction.
Books are kept in whole paise rather than rounded rupees. That sounds pedantic until a term's worth of rounding drifts your collection total away from your bank statement by a few hundred rupees and nobody can say where it went.
Preschool tuition is itself exempt from GST, which surprises schools that assume otherwise — but not everything a preschool charges for is. Our guide on GST on preschool fees sets out where the line falls.
Part payments, because that is how fees actually arrive
Very few Indian preschools collect a term's fees in one clean transfer. A parent pays half now and half after a salary date; another pays the tuition but not the transport; a third pays in cash at the gate and wants a receipt on the spot.
A fee record holds however many payments it took, each with its date and method, against the invoice it settles. What the front desk sees is the outstanding balance, not a puzzle.
Dues, without the awkward conversation
Reminders go out on Monday mornings, so chasing is a scheduled thing rather than a decision somebody has to make about a specific family on a specific day. Parents see what is outstanding in the parent app, alongside their child's attendance, which removes most of the reason to ask a teacher at the gate.
If you run several branches, collections roll up per branch as well as across the network, so a branch that is quietly slipping shows up as a number rather than a feeling.
One honest limit: we record payments, we do not collect them
There is no payment gateway in Kibiscope and no online fee collection. Money reaches you the way it already does — UPI, bank transfer, cheque, cash — and the school records it against the invoice.
That is a deliberate choice rather than a missing feature. Handling money would put a payment surface, its compliance burden and its failure modes between a preschool and its fees, for a problem most schools have already solved with a bank account and a UPI handle. If we build it we will say so here.
The practical consequence for you: reconciliation is a person comparing a collection view to a bank statement, and it is much faster than a register, but it is not automatic.
Questions schools ask
- Can parents pay fees through the app?
- No. Kibiscope shows a parent what is outstanding but does not take the payment. There is no payment gateway and we would rather say that plainly than let you find out in month two. Parents pay you the way they do now; your office records it against the invoice and the parent's balance updates.
- Are the invoices GST-compliant?
- They carry gap-free legal numbering and are built for Indian GST invoicing, and books are kept in whole paise. What we will not do is tell you your GST position is correct — that is between you and your CA. Note that preschool tuition is itself exempt while some other charges are not.
- Does it handle part payments and multiple fee heads?
- Yes. A fee record holds as many payments as it takes, each with its date and method, and fee heads are set up for your school during onboarding so a transport charge and a tuition charge are separate lines rather than one lump.
- How are we billed for the software itself?
- From ₹9,000 a year for up to 50 students, exclusive of 18% GST, paid yearly with every module included — or monthly at a tenth of the yearly price, invoiced after each month ends. Leave a yearly plan early and we refund the months you have not started, after charging the months used at the monthly price.
- What if the plan on our invoice looks wrong?
- Ask and we will show you the active-student figures it was worked out from. If you were put on a bigger plan than your register needed, that is a billing mistake and we put it right whenever it comes to light — as we do a duplicate charge. Anything else on an invoice can be queried for 30 days from the invoice date.
- Can we get our fee records out if we leave?
- Yes, in a machine-readable format, at no charge, at any time while you are subscribed and for 90 days after. An operator produces it by hand, so allow seven working days. There is no self-service export button today.
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See it on your own register
From ₹9,000 a year for up to 50 students, plus GST, every module included. We set your first branch up with you and the first month is free while we do. Our first 10 schools pay 25% less, for as long as they stay subscribed.