Generating & Customizing Fee Receipts and Invoices
Learn how to generate, customize, and distribute fee receipts and invoices for every payment.
Generating & Customizing Fee Receipts and Invoices
TL;DR: EduSuite OS auto-generates receipts for every payment. You can customize the template with your school logo, add GST details, and let parents download receipts from their portal.
Auto-Generated Receipts
Every fee payment — whether online, cash, cheque, or bank transfer — automatically generates a receipt. No manual work needed.
What's Included
- Receipt number (auto-incremented)
- Student name, class, admission number
- Fee heads and amounts paid
- Payment method and date
- School name, logo, and address
- Balance due (if any)
- GST/tax details (if configured)
Customizing the Receipt Template
- Go to Settings → Templates → Fee Receipt.
- Edit the template using the visual editor:
Customization Options
| Element | Options |
|---|---|
| School Logo | Auto-pulled from branding settings |
| Header Text | School name, tagline, address |
| Footer Text | Terms & conditions, bank details |
| Font | Choose from available fonts |
| Colors | Match your school branding |
| Fields | Add/remove fields (parent name, phone, etc.) |
| GST Info | Add GSTIN, HSN code, tax breakup |
| Signature | Add authorized signatory name |
- Click Preview to see a sample receipt.
- Click Save to apply changes.
Downloading & Printing Receipts
For Office Staff
- Go to Finance → Transactions.
- Find the transaction.
- Click 📥 Download PDF or 🖨️ Print.
Bulk Print
- Go to Finance → Transactions.
- Filter by date range and class.
- Click Print All to generate a batch PDF.
For Parents
Parents can download receipts from their portal:
- Log in → Fees → Payment History.
- Click the receipt icon next to any payment.
- Download as PDF.
Invoice Generation
Invoices are generated before payment (showing what's due):
- Go to Finance → Generate Invoices.
- Select class(es) and billing period.
- Click Generate.
- Invoices are created for all students with pending fees.
- Distribute via email, SMS link, or parent portal.
Invoice vs. Receipt
| Invoice | Receipt | |
|---|---|---|
| When | Before payment | After payment |
| Purpose | Shows amount due | Confirms payment received |
| Status | Outstanding | Paid |
| Auto-generated | Per billing cycle | Per transaction |
Receipt Numbering
Configure receipt number format:
-
Go to Settings → Templates → Receipt → Numbering.
-
Choose format:
- Sequential:
REC-001, REC-002, REC-003 - Year-prefixed:
2026-001, 2026-002 - Custom:
DPS/FEE/2026/001
- Sequential:
-
Set the starting number for each academic year.
Email Receipts
Auto-email receipts to parents after payment:
- Go to Settings → Finance → Notifications.
- Enable "Email receipt after payment".
- The receipt PDF is attached to the email automatically.
Troubleshooting
Q: Receipt logo is blurry. A: Upload a higher resolution logo (at least 400×400px) in Settings → Branding. SVG format works best.
Q: Receipt doesn't show GST details. A: Enable GST in Settings → Finance → Tax Configuration and enter your GSTIN and tax rates.
Q: Can parents get a consolidated annual receipt? A: Yes. Go to Finance → Reports → Annual Fee Summary and generate student-wise annual receipts for income tax purposes.
Need custom receipt designs? Contact our team for bespoke template creation.