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School Fees and Finance Setup

Configure school billing details, bank accounts, tuition fee structures, and billing cycles. Agiled provides a structured school fee ledger designed for ordinary school statements and receipts in Thailand (THB).

Disponible maintenant. Dernière révision: 26 October 2026.

Billing Identity and Bank Account

Before issuing bills to families, configure the school's financial identity and destination bank account.

Configure billing identity

  1. Navigate to System Settings (/admin/settings) and click School fees setup (/admin/finance-setup), or open /admin/finance-setup directly.
  2. Enter the School billing name and Billing address as they should appear on official statements and receipts.
  3. Provide the school's designated bank account details: Bank name, Account name, and Account number. Parents use these exact details when transferring fee payments via their banking app.
  4. Set the Document prefix (default is FEE). All generated bill and receipt numbers will incorporate this prefix (e.g., FEE-2026-0001).
  5. Check Enable finance for this Thai school.
  6. Click Save billing details.

Fee Definitions and Versioning

Fee definitions establish what families are billed, when payments are due, and which students are eligible.

Create or update a fee definition

  1. Fee name: Under Create a fee on /admin/finance-setup, enter a clear title (e.g., Term 1 Kindergarten Tuition, Monthly Meal Plan, or New Student Registration).
  2. Amount (THB): Enter the amount in standard decimal format (e.g., 15000.00). Amounts are calculated and stored internally to exact satang precision.
  3. Schedule: Choose OneTime (charged once upon enrollment), Monthly (recurring calendar months), or Term (per academic term).
  4. Student eligibility: Assign to All grades (school-wide), an Eligible grade (e.g., Kindergarten 1), or a Specific student (customized tuition or scholarship).
  5. Due date offset: Set the number of days after period start when payment is due (e.g., 7 or 14 days).
  6. Validity window: Specify the Effective from date, and optionally an Effective until date.
  7. Future billing: Check Active for future billing, then click Create fee.

Administration and Financial Governance

While operational staff issue batches and record incoming slips on /staff/finance, administrators maintain critical oversight and approval authority:

Closed Period Billing Safeguards

If an academic year or term is marked as Closed or Archived, staff cannot issue bills normally. An administrator must review the exceptional circumstance and provide an explicit Reason for late issue before any retroactive bill can be issued.

Financial Adjustments & Approvals

Staff may request financial corrections from the daily ledger. Administrators review and approve these adjustments under the Adjustments queue on /staff/finance:

  • Waivers: Reduces a student's bill balance due to financial aid, sibling discount, or hardship.
  • Voids: Cancels an erroneously issued bill that has zero payments applied.
  • Reversals: Reverses an incorrectly recorded payment receipt.
  • Refunds: Authorizes repayment of unapplied credit or overpayment back to the parent. Once approved by an admin, staff records the bank transfer confirmation number to complete the refund.

Daily Reconciliation Review

Staff record end-of-day reconciliation summaries comparing recorded cash against physical cash counted, and verified bank transfers against bank statement deposits. Administrators review these discrepancies and evidence references to maintain audit compliance.

← School Admin Overview