This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Keep the student, the fee, any waiver or scholarship, the invoice, and the payment.
Follow the school’s own fee policy. This guide does not set tuition or admission rules.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Student account | Office | Student, payer, and the term the fee belongs to. |
| Fee | Office | Fee name, amount, and due date. |
| Waiver | Authorized staff | Amount reduced, reason, and who approved it. |
| Receipt | Cashier | Amount received, date, and the fee it pays. |
3. One complete cycle
- Raise one term fee for one student.
- Apply a waiver only with an approval, as its own line.
- Collect a payment for the remaining amount.
- Leave a partial payment open against that fee.
Expected: The balance is fee minus waiver minus payments. A waiver is visible as a reduction, not as cash received.
4. Check before you add tools
A student with a zero balance should show either a full payment, a waiver, or both. Do not clear a balance by deleting the fee.
5. Frequently asked questions
Can a scholarship be recorded as a payment?
No. Record it as a waiver so cash reports stay honest.
What if a family pays two students at once?
Split the receipt across the two fee balances and name both.
Do I delete a fee that was raised in error?
Reverse or cancel it with a reason. Keep the original charge visible.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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