How to Set Up a School Fee Structure by Term, Class and Category
By PayDesk · Updated
How should I set up a school fee structure for each term?
Define fees once per academic term, per class, broken into categories such as tuition, transport and activities. Generate every student's invoice from that structure instead of typing amounts, so two students in the same class always get the same charges unless you deliberately change one.
The three dimensions of a fee structure
- Term: the academic period the charges apply to.
- Class: Grade 4 does not pay what Form 2 pays, so fees attach to a class.
- Category: tuition, transport, lunch, activities and so on, kept separate so statements are readable and you can report per category.
Why not one lump sum per student
A single "fees" figure hides what the parent is paying for. Categories let you waive or adjust one charge (for example transport for a child who walks) without touching the rest, and they make term-end reports meaningful.
Changing a fee mid-term
Fee changes should be deliberate and traceable. PayDesk records fee structure changes in the audit log, so you can answer "who changed this figure, and when" if a parent or board member asks.
Deactivating a fee structure is a bigger step, so it needs the principal's approval, and the person who requested it cannot approve it. Once approved, PayDesk removes that fee's line items from the invoices that used it and recalculates each affected balance.
Term-opening checklist
- Confirm approved fees per class with the board before generating invoices.
- Check optional categories (transport, lunch) are applied only to students who use them.
- Generate invoices, then spot-check one student per class against the structure.
- Send statements with the Paybill number and account reference.
Frequently asked questions
- Can different classes have different fees?
- Yes. Fee structures in PayDesk belong to an academic period and can be tied to a specific class or apply to all classes, and each has a category.
- Is a fee structure change recorded?
- Yes. Creating and changing fee structures is written to the audit log, and deactivating one also needs the principal's approval.
See it work with your own Paybill
PayDesk matches M-Pesa payments to invoices automatically. Book a short demo and we will show it on a sample school.