Recording & Tracking Payments

Overview

The Class Fee Ledger is your central screen for managing payments after invoices have been generated. From here you can see every student's balance, record payments, send reminders, download invoices, and reset billing — all in one place.

Opening the Fee Ledger

1. From the sidebar, navigate to Finance → Fee Ledger.
2. Use the two dropdowns in the breadcrumb area to select:
   • Class — the class you want to view
   • Academic Year / Term — the term you want to view (e.g. 2025/2026 | 3rd Term)
3. The ledger loads automatically as soon as both are selected.

Reading the Ledger

At the top of the ledger, three summary cards give you an at-a-glance view of the class's financial position for the selected term:

Below the summary, the ledger table shows one row per student with the following columns:

Filtering the Ledger

Use the filter buttons above the table to narrow the view:

• All — shows every student in the class
• Defaulters — shows students with any outstanding balance (both Unpaid and Partial). The count of defaulters is shown on the button.
• Paid — shows only fully settled students

Recording a Payment

To record a cash or manual payment for a student:

1. Find the student in the ledger table.
2. Click the Record Payment button () in the Actions column.
3. A payment modal will open — enter the amount paid, payment method, and any reference details.
4. Click Submit to save the payment.

The ledger refreshes automatically after a payment is recorded, updating the student's Paid amount, Balance, and Status.

Sending a Payment Reminder

Single Reminder

To send a reminder to one specific student's guardian:

1. Find the student in the ledger table.
2. Click the Send Reminder button () in the Actions column.
3. A notification is sent immediately to the guardian via SMS and/or email.
4. A success message confirms the reminder was sent.

Bulk Reminders

To send reminders to all students with an outstanding balance at once:

1. Click the Defaulters filter button to show only students with a balance.
2. The Send Bulk Reminders button will appear at the top right.
3. Click it — SkoolWisely will queue a reminder for every student currently shown in the filtered view.
4. A success message confirms how many reminders were queued for sending.

Downloading Invoices

Single Invoice PDF

To download an individual student's invoice as a PDF:

1. Find the student in the ledger table.
2. Click the Download PDF button () in the Actions column.
3. The invoice PDF downloads to your device automatically.

Bulk Invoice Download

To download invoices for all students in the class as a single PDF:

1. Click the Download Bulk Invoice button at the top right of the ledger.
2. SkoolWisely compiles all invoices for the selected class and term into one PDF file and downloads it automatically.

Regenerating a Single Student's Invoice

If a student's invoice was generated with incorrect amounts — for example, before a discount was applied or a fee structure was updated — you can regenerate it individually:

1. Find the student in the ledger table.
2. Click the Regenerate Invoice button () in the Actions column.
3. A confirmation prompt appears — click OK to proceed.
4. SkoolWisely deletes the existing invoice and creates a fresh one based on the current fee structure settings.

Resetting & Re-billing the Entire Class

If the fee structure was changed after invoices were generated and you need to update billing for the whole class at once, use the Reset & Re-bill Class button:

1. Click the Reset & Re-bill Class button (red, top right).
2. A confirmation prompt warns you that this will delete all unpaid invoices for the class and recreate them. Read it carefully before confirming.
3. Click OK to proceed.
4. SkoolWisely deletes all invoices with no payments recorded and generates fresh ones based on the latest fee structure. A success message shows how many new invoices were created.