Create fee categories
Start in School Fees > Categories. A category gives each charge a clear purpose, such as tuition, examination, transport or another charge used by the school.
Set up the fee once, bill the right students and keep every collection tied to its obligation.
TouteGestion School Fees is the operational record for student fee obligations, discounts, payments, refunds and receipts. It is designed so a school can move from its approved fee structure to a student's bill, payment and receipt without rebuilding the same information in separate spreadsheets.
What is a fee structure?
The fee structure tells TouteGestion what the school intends to charge and where that charge applies.
A fee structure is more than a price list. In TouteGestion it sits inside the school's academic context and determines the charges that should become student obligations for the applicable scope. That is why the school should configure its academic year, terms, grade levels and classes before mass billing.
- Fee category — what the charge is for
- Structure — amount, currency and applicable academic/class scope
- Invoice — the resulting obligation for a student
- Payment — money recorded against the appropriate obligation
- Receipt — evidence produced from the payment record
How it works in TouteGestion
From school setup to a reconciled collection.
The safest setup is deliberately staged. TouteGestion's own operating guidance recommends checking a small sample before generating bills for the whole school.
Build the fee structure
Create the fee structure for the correct academic and class scope. Confirm the amount, currency and who the structure applies to before generating bills.
Generate a sample invoice
Use the invoice-generation workflow for a small controlled sample first. Open the resulting bill and verify the student, academic period, line items, total, previous balance and due date.
Generate the required bills
After the sample is correct, generate the wider set of student invoices. The bill becomes the student's School Fees obligation rather than an amount maintained separately in a spreadsheet.
Collect and allocate payment
Record or verify the payment through the supported payment workflow. The payment is tied to the relevant fee records so the school can distinguish billed, paid and outstanding amounts.
Issue the receipt and reconcile
Issue the School Fees receipt from the payment record. Electronic collections are checked against the canonical payment-gateway event, while settlement and audit views support investigation when something does not match.
Worked example
A term fee for a Basic 6 class.
Example configuration
A school creates a Tuition fee category, then creates a term fee structure for the relevant Basic 6 class. Before billing every student, Finance generates one sample invoice and checks the student's identity, term, fee lines, previous balance, total and due date.
Once verified, the school generates the broader batch. When a parent pays, the payment is recorded against the supported fee workflow and the resulting receipt comes from that payment record. The student's outstanding position can therefore be understood from the obligation and its collections instead of from a manually edited balance.
Corrections without losing history
Discounts and refunds are workflows, not manual balance edits.
Use Discounts for controlled reductions and Refunds for authorized repayment against the original payment/reference trail. TouteGestion preserves economic history rather than encouraging staff to reduce an invoice manually to imitate a refund. Versioned discount changes can recalculate current/open affected bills without silently rewriting settled historical invoices.
- Verify fee scope before changing a discount
- Trace a refund back to the original payment
- Check gateway and settlement state before collecting twice
- Use invoice, payment and receipt references when investigating discrepancies
- Keep finance actions attributable through the audit trail
School Fees vs Accounting
The products have different responsibilities.
School Fees owns the student obligation
Student fee structures, bills, collections, discounts, refunds and School Fees receipts remain School workflows. Store orders and Store debt also remain separate from School Fees debt.
Accounting owns the general ledger
When the organisation subscribes to Accounting and the integration applies, School sends the appropriate financial events to Accounting. Staff should not recreate the School Fees screens inside the ledger or manually re-enter events that the integration has already produced.
Explore TouteGestion Accounting →Before going live
Test one student before billing hundreds.
Verify the fee category and structure, generate a controlled invoice, complete a test payment-to-receipt path, preview the receipt PDF and confirm that only authorized finance users can perform discounts and refunds. This catches structural errors before they become hundreds of incorrect student obligations.