Free Fees Management System With Integrated Payment Gateway

Managing fees is a crucial part of running an educational institution, whether it’s a school, college, tuition center, or coaching business. A dedicated fees management system is essential for streamlining the process of collecting fees, managing student payments, and ensuring that your business runs smoothly. By automating the process, you can focus on delivering high-quality education and growing your online presence without worrying about the complexities of fees collection.

Presence offers a smart, efficient fees management system designed specifically for the education sector, helping institutions sell digital content and run live classes without the hassle of manual fees collection.

Challenges in Collecting Online Fees for Coaching Businesses

Collecting online payments comes with its own set of challenges, particularly for coaching businesses and educational institutions. First, setting up a payment gateway requires time and effort. Business owners need to register and verify their businesses, often going through multiple legal processes. While necessary, this process can be time-consuming and resource-intensive.

Another common issue is the payment gateway charges on each transaction. These charges can cut into your profits, especially when charging fees to students. Additionally, integrating a payment gateway requires an online presence (e.g., a website with legal pages) and technical skills to successfully embed the gateway into your platform.

Fees Management System vs General Payment Gateway

While payment gateways are generalized solutions used across various industries, a fees management system like Presence is designed specifically for educational institutions. Unlike payment gateways, which operate independently of your educational platform, Presence’s fees management system is fully integrated with your organization. It knows your students, courses, sessions, and payments, making the process more streamlined and tailored to your needs.

Presence also allows you to assign roles and permissions, so administrative tasks like fee collection and payment tracking can be managed by dedicated accountants or staff. Moreover, the system is equipped to handle all aspects of educational fees, including admissions, fines, late payments, discounts, and more—features that are absent in traditional payment gateways.

Presence Fees Management System Features and Possibilities

Presence offers a feature-rich fees management system designed to handle all aspects of fees collection, from onboarding to invoicing. Each feature has been meticulously designed to provide flexibility, ease of use, and efficiency for educational institutions. Here’s a deeper dive into its core functionalities:

Free and Easy Onboarding

Presence eliminates the complexities of traditional payment gateways by offering a free and effortless onboarding process. Schools, colleges, tuition centers, and coaching institutions can start collecting fees without the usual legal and regulatory hurdles involved in setting up a payment gateway. Even educators who don’t have a website or technical background can onboard quickly.

This feature opens doors for institutions of all sizes, empowering them to manage payments without needing additional infrastructure or technical expertise. It’s as simple as signing up, adding your institution’s details, and you’re ready to go.

Easy Setup

Setting up fees collection with Presence is user-friendly and hassle-free. You can create a fully functional payment funnel by simply adding your courses and sessions to the system, and set custom pricing for each. No need for coding or complex configuration—Presence guides you through the entire process. Educators can also customize their payment structures based on individual courses or sessions, allowing for greater flexibility in monetization strategies.

The ability to automate the entire setup allows institutions to focus on quality teaching while the system takes care of fees management in the background.

Customizable Payment Pages

Presence offers a custom-built payment page that is more than just a place to pay. The page is dynamic, allowing students to explore multiple sessions or courses and choose payment methods that best suit their needs. This functionality is particularly useful for institutions offering a variety of courses or learning packages.

Furthermore, the system integrates free UPI payment options, making it convenient for students to pay without additional transaction costs. This flexibility in payment methods, combined with an easy-to-navigate interface, creates a seamless experience for students while enhancing conversions for institutions.

Different Fees Modes

The fees management system provides three modes of payment, catering to a wide range of scenarios. Whether you want to offer a course for free, charge a one-time fee, or set up a recurring payment model, Presence has you covered:

1. Free Mode: Ideal for institutions offering free resources or trial sessions. This mode allows students to sign up without paying, fostering engagement and helping educators build rapport with potential long-term students.
2. One-Time Payment: This option is perfect for short-term courses or one-off workshops, where you collect the entire session fee upfront.
3. Recurring Payments: For institutions like schools, tuitions, or coaching centers with ongoing classes, recurring payments offer an automated way to collect fees at regular intervals. This is particularly useful for managing tuition fees, where students pay on a monthly, quarterly, or annual basis. This mode helps maintain steady cash flow and reduces the administrative burden of manual collections.

Subject-Wise Pricing

Presence’s unique subject-wise pricing feature allows institutions to monetize individual subjects within a course. This enables students to enroll in specific subjects they need, making education more affordable and flexible. Instead of forcing students to purchase entire course packages, schools and colleges can offer a modular pricing system.

This feature is particularly useful for elective courses or supplemental tutoring, where students might only need help in one subject. By offering such flexibility, institutions can attract a wider student base and provide a personalized learning experience.

Tax Calculations

For registered educational businesses, Presence simplifies the otherwise complicated task of tax management. With its built-in tax calculation feature, the system automatically applies the necessary tax rates to each transaction, ensuring compliance with government regulations.

Educators don’t have to worry about manually calculating or adjusting taxes for different payment structures—Presence does it all automatically. This feature helps businesses stay organized and compliant while providing accurate tax records for future reference, thus making the accounting process smoother.

Automated Fees Collection Notifications

One of the most challenging aspects of managing fees is ensuring timely payments. Presence addresses this by sending automated fees collection notifications to students, reminding them of upcoming payment deadlines. These notifications are sent via email, SMS, or even app notifications, depending on the user’s preference.

This not only ensures timely payments but also reduces the administrative burden of tracking overdue fees. By automating reminders, Presence helps institutions maintain a healthy cash flow and minimize late payments, thus reducing friction between students and educators.

Automated Invoicing

Presence simplifies the often tedious task of invoicing. Every time a payment is made, the system generates an automated invoice and sends it directly to the student’s email. These invoices are customizable, allowing institutions to brand them with their logo and specific details.

They also serve as an official payment receipt, providing transparency and maintaining a clear financial record. This feature not only saves time but also ensures that students and their families have easy access to their payment histories, improving the overall user experience.

Payment Links

Another standout feature of Presence is the ability to create public payment links. These links can be shared via email, social media, or embedded directly onto a website. Students can click on the link, select the course or session they wish to enroll in, and make a payment—all without needing to log in to any platform. This is particularly useful for institutions running marketing campaigns or offering short-term courses, as it eliminates barriers to payment.

With no technical setup required, these links can also be a useful tool for educators who may not have a dedicated website but still want to collect fees from their students efficiently.

Quick Payouts

One of the biggest advantages of the Presence fees management system is its quick and hassle-free payout process. After entering your bank details and completing a basic KYC (Know Your Customer) process, Presence processes your withdrawal requests within just one business day.

This feature ensures that schools, colleges, coaching centers, and tuition businesses can access their funds promptly without unnecessary delays. By speeding up payouts, Presence helps educational institutions maintain smooth financial operations and reinvest in their growth.

Unlike many payment gateways that can take multiple days to process withdrawals, Presence ensures fast and efficient transfers, allowing you to focus on your core teaching activities.

Custom Fees Refund Policies

With Presence, educational institutions can create customized fees refund policies tailored to their specific needs. Whether you’re running a school, college, or coaching center, you can define refund rules based on the course, session, or reason for refund.

Presence’s fees management system automatically processes these refunds in accordance with your policies, ensuring they are handled accurately and on time. This feature simplifies managing complex refund scenarios, such as partial refunds for specific sessions or prorated refunds for early dropouts. Presence ensures that both the institution and students experience a transparent and hassle-free refund process, enhancing trust and satisfaction.

Conclusion

The Presence fees management system is a game-changer for educational institutions looking to streamline their fees collection and management processes. By integrating education-specific features like subject-wise pricing, automated invoicing, and easy onboarding, Presence removes the headaches traditionally associated with payment gateways.

Whether you’re running a school, college, coaching center, or tuition business, Presence offers a comprehensive and free solution that can grow alongside your educational venture.