School Fee Invoicing & Class Roster Guide (EduTrack)

Goal: Understand how School Bursars and Administrators manage student fee invoicing by grade and class, tailor student-specific term items using the preparation drawer, and issue batch fee invoices across entire classes.

EduTrack provides an intuitive fee invoicing hub tailored for educational institutions. Standard grade tuition is automated, while elective add-ons like boarding, transport routes, meals, and science practicals can be customized per student.

1. Navigating the Bursar Invoicing Hub

To access fee invoicing, navigate to Invoices & Billing in the Bursar portal sidebar (or click Issue Invoices on the Bursar Command Center):

• 1
  Select Academic Term: Confirm the active academic term (e.g. Term 1, 2026).
• 2
  Filter by Grade or Class: Use the class dropdown to select a specific class (e.g. Grade 7 Blue, Form 2 West) or view All Students.
• 3
  Review the Class Roster:
• Pending Invoice (Cyan Badge): Students whose term fee invoice has not yet been generated.
• Invoiced (Slate Badge): Students with an active invoice for the current term.
• Financial Summary: Shows standard tuition, outstanding arrears from previous terms, and any parent advance credit balances.

2. Preparing an Individual Student Fee Invoice (Slide-Over Drawer)

When a student has specific elective add-ons or special fee adjustments, use the interactive preparation drawer:

• 1
  Click Prepare Invoice next to the student's name in the roster table. The student invoicing drawer slides in from the right.
• 2
  Review Base Tuition: The standard term tuition configured for the student's grade level is pre-filled automatically.
• 3
  Toggle Elective Services & Add-Ons:
• Boarding & Accommodation: Toggle on for boarding students.
• School Transport: Select the student's transport route (e.g. Route 4 - Westlands). The fee is calculated automatically.
• School Lunch Program: Add meal plan subscriptions for day students.
• Science & Computer Lab Levies: Enable practical lab fees for applicable grades.
• 4
  Apply Concessions or Custom Levies:
• If the student has an approved staff discount, scholarship, or specific extracurricular fee, click Add Custom Line Item.
• Enter the description and amount.
• 5
  Inspect the Financial Waterfall:
• The drawer displays the total gross fees for the term.
• Parent Advance Credit Auto-Deduction: If the parent previously overpaid, the credit is automatically applied to reduce the invoice total.
• Past Term Arrears: Any unpaid balance from prior terms is added to the Net Fee Due.
• 6
  Click Issue & Notify Parent:
• The invoice is locked and published.
• The parent receives an immediate in-app notification and push alert on their parent mobile portal.
• The student's status updates to Invoiced.

3. Bulk Class Invoicing (Batch Generation)

When initializing a new academic term for an entire class:

• 1
  Select the desired class from the roster filter.
• 2
  Click Bulk Issue Class Invoices in the top-right header.
• 3
  The Bulk Invoicing Modal displays:
• Total uninvoiced students in the class.
• Standard grade fee items applied to each student.
• Parent advance credits automatically netted.
• 4
  Click Confirm & Issue Invoices:
• Invoices are generated simultaneously for all pending students in the class.
• Parents are notified immediately across the mobile app and web portal.

4. Multi-Tenant School Protection

EduTrack ensures institutional privacy:

• All fee structures, student records, and invoicing actions are strictly isolated to your registered school.
• Staff members can only view and manage records within their authorized institution.