Fee structures

A fee structure defines what your school charges students — the fee name, amount, type, and which students it applies to. Fees are the foundation of the billing pipeline: you must create fees before you can run billing batches or generate invoices.

Navigation: Finance → Fee Structures

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What is a fee?

A fee is a single chargeable item. Examples:

• Term Tuition Fee — $600.00 per term, applies to all students
• Registration Fee — $50.00 once-off, applies to new enrolments
• O-Level Exam Fee — $120.00, applies to Form 4 only
• Transport Fee — $80.00 per term, applies to boarding students

Each fee has a type, an amount, a scope (who it applies to), and an approval status.

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Fee page overview

The Fees page shows three tabs:

Tab	Contents
Fee Structures	The list of active and archived fees
Payment Plans	Instalment schedules that spread payments over time
Fee Adjustments	Discounts, surcharges, and late fee rules

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Creating a fee

1. Navigate to Finance → Fee Structures
2. Click + New fee
3. Fill in the form:

Field	Required	Description
Fee name	✓	e.g., "Term Tuition Fee"
Fee code	Optional	Short reference code, e.g., "TUI-T1"
Fee type	✓	Tuition, Registration, Exam, Transport, Activity, Boarding, Other
Amount	✓	e.g., 600.00
Currency	✓	USD or ZWL (defaults to school preference)
Frequency	✓	Per term, Per year, Once-off
Due date	Optional	Specific date payments are due
Late fee	Optional	Flat amount or % added after the due date
Scope	✓	See fee scoping below
Approval required	Optional	Toggle on to require a second approval before the fee is published
Notes	Optional	Internal notes for the finance team

4. Click Save fee

Approval workflow

If Approval required is enabled, the fee will sit in Pending status until an authorised user approves it. Until approved, the fee cannot be used in billing runs.

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Fee scoping

Fee scoping controls which students are billed for a fee.

Scope option	Who gets billed
All students	Every enrolled student in the school
Grade level	All students in one or more grade levels (e.g., Form 1, Form 2)
Stream	Students in a specific stream (e.g., Sciences stream)
Class division	Students in a specific class (e.g., Form 1A)
Student type	Boarding students only, or Day students only
Manual / Ad-hoc	Applied to individual students via fee adjustments

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Payment plans

Payment plans let you offer students the option to pay in instalments rather than a lump sum. A payment plan is linked to one or more fee structures.

Navigation: Finance → Fee Structures → Payment Plans tab

Creating a payment plan

1. Click + New payment plan
2. Enter:
   • Plan name — e.g., "Three-instalment plan"
   • Linked fees — which fees this plan covers
   • Total amount — calculated from linked fees
   • Student types — e.g., all students, or boarding only
   • Installments — add rows for each instalment:
     • Due date
     • Amount or percentage

info

Payment plans do not change the total amount owed — they just define when partial payments are expected. Students on a payment plan will show their next instalment due on their invoice.

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Fee adjustments

Fee adjustments are one-time or recurring modifications applied on top of a base fee for specific students or groups. Use them for:

• Discounts — e.g., sibling discount, scholarship top-up, staff child discount
• Surcharges — e.g., late registration surcharge
• Manual credits — e.g., overpayment credit

Navigation: Finance → Fee Structures → Fee Adjustments tab

Creating a fee adjustment

1. Click + New adjustment
2. Enter:
   • Adjustment name — e.g., "Sibling discount 20%"
   • Adjustment type — Discount, Surcharge, or Credit
   • Value — flat amount or percentage
   • Applies to — specific student(s) or a group
   • Linked fee — which base fee this modifies
   • Effective date range — when the adjustment is active

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Editing a fee

1. Find the fee in the list
2. Click the ⋮ menu on the right → Edit
3. Make your changes
4. Click Save

caution

Editing a fee that has already been used in a billing run will not retroactively change existing invoices. Only new billing runs will use the updated fee amount.

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Archiving a fee

Fees that are no longer used should be archived rather than deleted to preserve billing history.

1. Click ⋮ menu → Archive
2. Confirm the action

Archived fees are hidden from the active list but remain visible when filtering by Archived status.

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Common fee structures for Zimbabwean schools

Fee	Type	Frequency	Typical scope
Term tuition	Tuition	Per term	All students
Registration / enrolment	Registration	Once-off	New students only
O-Level / A-Level exam	Exam	Per year	Form 4 / Form 6
Development levy	Activity	Per year	All students
Transport	Transport	Per term	Boarding or bus students
Boarding / residence	Boarding	Per term	Boarding students
School uniform	Once-off	Once-off	New students
Extra-curricular activities	Activity	Per term	Opted-in students