Student Payments

This is where you keep track of tuition, month by month. Who has paid, who hasn't, and how much is still owed. You can also print a receipt (a "reçu") for any student who has paid.

▶Collecting student feesSample video

Placeholder. Set your monthly fee, record a payment, and download a receipt for the student.

Setting the monthly fee for your center

Every student owes the same monthly fee unless you say otherwise.

1. In the left sidebar, click My Center.
2. Open the Finance tab.
3. Under Student Monthly Fee, type the amount in Default Amount.
4. Set your Currency at the top if you haven't already.
5. Click Save Finance Settings.

Field	What to enter
Default Amount	What a student pays each month. Leave at 0 if you don't charge a fixed fee.
Currency	Your currency (MAD, EUR, USD, GBP, DZD, TND, EGP, SAR, AED, QAR). Used for student fees and staff salaries — there's only one currency per center.

tip

There's a small gear icon in the top-right of the Student Payments page that jumps straight to this screen.

Charging one student a different amount

Some students get a discount, a sibling rate, or pay more for extra hours. Set their fee on their own profile.

1. Go to Students and open the student.
2. Click Edit.
3. Find Monthly Payment Fee and fill in Custom fee.
4. Click Save.

Leave Custom fee empty to go back to the center default. There's no way to change several students at once — each custom fee is set on that student's own form.

Changing a fee doesn't rewrite the past

If you raise the default fee in March, the months you already recorded keep the amounts they had. Only new months use the new fee.

The monthly overview

Go to Students → Student Payments.

You'll see one row for every active student, for one month at a time. Use the month picker and the arrows in the top-right to move between months.

Five cards at the top summarise the month:

• Total Students — how many active students you have.
• Paid — how many have paid in full, and what percentage that is.
• Partial — paid something, but not everything.
• Unpaid — nothing recorded yet.
• Collected — how much money actually came in, out of the total owed.

Below that you can search by name, email or phone, and filter by Status and by Class.

Each row shows the student, their class, their Monthly Fee, a Paid / Due bar, the Status, and the date of their last payment.

Status	What it means	What you do
Unpaid	Nothing recorded for this month.	Record the payment when they pay.
Partial	They've paid some of it.	Record the rest when it arrives.
Paid	Fully paid.	Nothing. Print their receipt if they want one.

Screenshot neededpayments-monthly-overview.png

What to capture: The Student Payments page for one month, with the five summary cards across the top and a table underneath showing several students in different states — at least one Paid, one Partial and one Unpaid — so all three status chips are visible. Use demo student names.

Add an arrow/highlight on: A box around the month picker in the top-right.

Save as static/img/docs/payments-monthly-overview.png

The status is worked out for you from the amounts. You never set it by hand.

Recording a payment

1. On the row for that student, click the row (or the + icon under Actions).
2. The Record Payment window shows their Monthly Fee, Already Paid, and Remaining.
3. Type the amount you just received in Amount Paid.
4. Set the Payment Date (today is filled in for you) and the Payment Method.
5. Add Notes if you want.
6. Click Record Payment.

Field	What to enter	Required?
Amount Paid	The money you're taking in right now.	Yes
Amount Due	Leave empty to use the student's normal fee.	No
Payment Date	When you received it. Defaults to today.	No
Payment Method	Cash, Bank Transfer, Check, Mobile Money, or Other.	No
Notes	Anything worth remembering. Up to 1000 characters.	No

If the student already has a payment for that month, the window says Update Payment and the field is called Amount Paid Today. Whatever you type gets added to what they've already paid, and the window shows you the New total as you type.

You can only add, not subtract

The update window always adds on top of what's already recorded. If you type too much by mistake, you can't lower it from here — delete the record and start it again.

When a student's month becomes fully paid, they get a notification saying their payment was received. You can turn that off in Notification Settings.

Printing or downloading a receipt

This is the reçu or facture you hand to a parent. It's a PDF you can print or save.

1. Find the row for the student and the month.
2. Click the Receipt icon under Actions.
3. A Generate receipt window opens so you can check the details first — the student's name and photo, class, phone or email, the month, payment date, method, notes, and the amount.
4. Click Generate PDF.
5. The file downloads immediately. Open it and print it, or send it to the parent.

Screenshot neededpayments-receipt-dialog.png

What to capture: The Generate receipt confirmation window, showing the student's name and photo, class, contact details, the month, payment date, method and amount, with the Generate PDF button at the bottom. Use demo data.

Add an arrow/highlight on: An arrow pointing at the Generate PDF button.

Save as static/img/docs/payments-receipt-dialog.png

The PDF contains:

• Your center's logo, name, address, phone, email, and tax ID (ICE) at the top.
• A receipt title and a receipt number.
• A Billed to block with the student's name, class, and contact details.
• A line showing what the payment was for, which month, and the amount.
• The payment method and any notes.
• Empty signature and stamp boxes at the bottom.

Screenshot neededpayments-receipt-pdf.png

What to capture: The generated receipt PDF opened, showing the whole page: center logo and details at the top, the Billed to block, the payment line with the amount, and the signature and stamp boxes at the bottom. Use demo data and a demo logo.

Save as static/img/docs/payments-receipt-pdf.png

Fill in your center details first

Everything in that header comes from My Center → General. If your logo, address or ICE number is missing there, it will be missing on every receipt you print. Fill it in once and you're done.

The receipt is written in whatever language the admin panel is set to — English, French, or Arabic. You can generate the same receipt as many times as you like.

No Receipt icon on a row?

The icon only appears once some money has actually been recorded. A row that's still Unpaid has nothing to put on a receipt.

One student's payment history

To see every month you've ever recorded for one student:

1. Go to Students and open the student.
2. Open the Payments tab.

You'll see how many months are recorded, how many are paid, partial and unpaid, the Total Paid, and the Total Remaining. Below that is one row per month.

From here you can:

• Click Record This Month if the current month hasn't been recorded yet.
• Click any month's row to record or top up that month's payment.
• Click the Receipt icon on a row to print that month's receipt.

Automatic payment reminders

QraOnline can message students about fees on its own. There are two separate reminders, and each has its own on/off switch:

Reminder	When it sends
Remind before the payment is due	A set number of days before the due date.
Remind when a payment is late	A set number of days after the due date.

The due date for a month is always the last day of that month. Only students who still owe something get chased — anyone fully paid is skipped. Each reminder goes out once, on its day, not every day.

Changing or turning off the reminders

1. Go to My Center → Finance and scroll down to Payment reminders.
2. Switch each reminder on or off.
3. When it's on, pick how many days before or after the due date it should send — 1, 2, 3, 5, 7, 14, or 30 days.
4. Choose which channels it can use: web, email, or WhatsApp.

You can do the same thing from My Center → Notifications, under the Payments section. See Notification Settings for more.

"Never set up" is not the same as "off"

If you've never touched these switches, the reminders still send using a built-in default timing. To stop them, you have to switch them off.

Sending one reminder by hand

Each row on the monthly overview has a WhatsApp icon. Click it to send that one student a reminder right now, without waiting for the automatic one. The message is filled in for you — the amount owed, the month, and how many days. The icon is greyed out for students who have already paid, and the student needs a phone number saved on their profile.

See Sending WhatsApp Messages for how this works.

Common questions

A student isn't in the list. Only active students appear here. If you've archived or deactivated them, they drop off the monthly overview — but their old payment history is still on their profile's Payments tab.

I changed the default fee and last month didn't update. That's on purpose. Past months keep the amount they were recorded with. Open the individual month and correct it if you need to.

The reminder didn't go out. Check three things: the reminder is switched on, at least one channel is turned on for it, and — for the manual WhatsApp button — the student has a phone number saved.

Can my sub-admins do this? Only if you've given them permission to view and manage student payments. Admins without it won't even see the menu item. See Roles & Permissions.

Is this the same as paying for QraOnline? No. Your center's own subscription is completely separate — see Paying for Your Subscription.