Overview
Open Accounts in the sidebar, under Business. Individual tutors and institutions both have it. There are two tabs:
- Profit and loss: the month's statement, a six-month trend, what is still owed to you, and a split by branch if you run more than one.
- Expenses: the money you spent that month, which you log as you spend it.
The header shows the month's income, costs and profit (or loss) at a glance. The arrows beside the month move backwards through the last three years. You can't open a month that hasn't started.
Reading the statement
The statement has two halves and a result.
| Line | What it is |
|---|---|
| Fees received | Every fee payment recorded against your fee plans that month, in cash, UPI, bank transfer, cheque or paid online, with how many payments that was. |
| Fees refunded | Any part of those payments later refunded. Only shown when there is one. |
| Online course sales | Students who bought a course or batch through tuition.in checkout that month. |
| Course sales refunded | Checkouts you refunded that month. Only shown when there is one. |
| Total income | The lines above, refunds subtracted. |
| Staff salaries | Institutions only. The net pay recorded on payroll for that month, and for how many people. |
| Rent, Printing, … | Your expenses for the month, one line per category, largest first. |
| Total costs | Salaries plus expenses. |
| Profit / Loss | Total income minus total costs, with the profit as a percentage of income. When there was no income, no percentage is shown rather than a meaningless one. |
Lines that come from another page have an open link beside them, so you can check any figure against the records behind it.
Where income comes from
Fees received counts a payment when it is real money:
- an offline payment you recorded with Record payment on Fees & Dues (a receipt was issued at that moment);
- an online fee payment a student or parent completed. An online payment that was started and abandoned, or that failed, is never counted.
Online course sales counts what students paid at checkout for your courses, after any coupon. Free enrolments and checkouts still pending are not counted. This is the same money your Earnings page lists.
Where costs come from
Staff salaries are the net amounts recorded on the Payroll tab of Staff: what each person actually received after deductions. Individual tutors have no roster, so this line doesn't appear for them.
Expenses are whatever you log on the Expenses tab. Salaries are deliberately not an expense category, so a salary can never be counted twice.
Which month money lands in
- Fees count on the day they were received, in Indian time. A fee paid at 11:50pm on 30 September is September's; one paid ten minutes after midnight is October's.
- Course sales count on the day the student enrolled.
- Course refunds count in the month the refund was approved, and in full: a refunded checkout records its whole amount as refunded.
- Salaries count in the month they are for, whenever they were paid. August's salary paid on 3 September is an August cost.
- Expenses count on the date you give them.
That means the statement is a cash view: it shows money that actually moved. A fee that fell due but wasn't paid is not income yet. It shows under Still to collect instead.
Logging expenses
- Open the Expenses tab and move to the right month.
- Press Add expense.
- Fill in the date (today by default; for a past month, its last day), category, amount in whole rupees, and what it was for or who was paid, at least one of the two.
- Optionally: how it was paid (cash, UPI, bank transfer, cheque or card), a bill or cheque number, and, if you have branches, which branch it belongs to.
- Press Add expense. It appears in the list and on the statement straight away.
The list is grouped by day, newest first, with the category totals above it and the month's total at the bottom. Use the pencil to edit an expense and the bin to delete it; delete asks you to confirm.
An expense can't be dated in the future, or more than three years back. A single expense can be up to ₹1 crore; anything larger is almost always a typing slip.
Expense categories
| Category | Typically |
|---|---|
| Rent | Premises, hall hire for a test day. |
| Electricity, water and internet | Utility bills, broadband, mobile data for the office. |
| Printing and study material | Test papers, notes, books bought for students. |
| Marketing and ads | Pamphlets, hoardings, online ads, seminars. |
| Furniture and equipment | Benches, projectors, whiteboards, computers. |
| Software and subscriptions | Apps, tools, paid plans. |
| Repairs and housekeeping | Cleaning, security, repairs, AC servicing. |
| Travel and conveyance | Local travel, fuel, taxis for faculty. |
| Vehicle fuel and upkeep | Fuel, servicing and repairs for school buses and vans. Logged from Transport in one step. |
| Events and prizes | Result celebrations, scholarship tests, prizes. |
| Taxes, licences and professional fees | Trade licence, CA fees, legal fees. |
| Other | Anything else. |
The six-month trend
Beside the statement, a chart shows the six months up to the one you are viewing: a green bar for income and a red bar for costs, with the profit or loss for each month underneath. The current month is drawn darker. Hover over a month for the exact figures. Under the chart the figures are shortened: ₹48.3k is ₹48,300, and ₹1.25L is ₹1,25,000.
Still to collect
Fees owed to you as of today, across all your fee plans, with how much of that is already overdue. It is context, not part of the month: it doesn't change when you move between months. The open link takes you to Fees & Dues, where overdue students are listed first.
Branches
If you have set up branches on Operations, two things appear:
- A By branch table under the statement: income and expenses for each branch that month, plus a row for anything not assigned to a branch. Income follows the batch it came from, so place each batch at its branch on Operations. Expenses follow the branch you picked when logging them.
- A branch picker beside the month. Choosing a branch narrows the whole page, including the Expenses tab and the export, to that branch.
With branches set up, Accounts also gets a Branches tab that puts every branch side by side for the month: students (and how many are new), seats filled across its batches, income and income per student, expenses, the figure before salaries, and fees still owed with how much is overdue. Under the table, a small chart per branch shows its income over the last 3, 6 or 12 months on the same scale, so the branches can be compared at a glance.
The figures come from the same records and month rules as the statement, so a branch's income on the Branches tab is its income on its own statement. Salaries aren't tied to a branch, so they appear once, on their own line, and only the All branches total takes them off. Export CSV gives the whole comparison, month by month.
Export for your accountant
Export CSV exports whichever tab you are on:
- On Profit and loss: the statement as rows of section, line and amount, ending in the profit or loss, followed by fees broken down by payment method. Refunds are negative numbers.
- On Expenses: one row per expense with date, category, description, who was paid, amount, method, bill number and branch.
Both respect the month and the branch you have selected. The files open directly in Excel or Google Sheets, and the rupee symbol displays correctly.
If your accountant works in Tally, the Tally tab gives them the ledgers and vouchers as files TallyPrime imports; see Books and Tally.
What this is not
The statement is a working view of your own records for running the centre. The double-entry books behind it (day book, ledgers, trial balance) are on the Books tab, kept from the same records; see Books and Tally. Neither is a set of accounts prepared for tax: there is no depreciation, GST input credit, accruals or advance fees spread across a course, and nothing is filed. Your accountant still does that.
Who can see it
The account that owns it, your tutor account or your institution account, and members you give the Accounts part of the dashboard (see Team access). Teachers you have put on batches can mark attendance and post notices for those batches, but without that part they can't open Accounts and never see your income or expenses. Students and parents never see any of it.
Questions
My profit looks too low for this month.
Check three things: that every fee collected in cash was recorded on Fees & Dues, that salaries recorded under this month are really this month's, and that no large expense was dated in the wrong month. Each line's open link takes you to its source.
Why doesn't my Earnings page match?
Earnings lists online course sales only. The Accounts statement adds the fees you record offline, refunds, salaries and expenses.
Can I record income that isn't a fee?
Not on the statement: its income comes only from fees and course sales, so every rupee traces back to a student. In the books, record it as a voucher on the Books tab.
A student paid an advance for the whole year in April.
It counts in April, when the money arrived. This is a cash view; it doesn't spread fees over the months they cover.