Overview
Everything here keeps a trail. A refund gets its own voucher number, a write-off records who asked and who approved, and every rupee into or out of a wallet is an entry on its statement. Nothing is ever deleted. A mistake is put right by an entry that reverses it, so the history a parent or an auditor asks about is always there.
Refunds
Open the student's fees, find the receipt on the charge and press Refund. Choose how much (up to what's left on that receipt), say why (it's printed on the voucher), and how it goes back:
| How | What happens |
|---|---|
| Cash, UPI, bank transfer, cheque | Done at once, with a refund voucher (RFD/2026-27/00001 and on, its own series). |
| To the wallet | The money goes into the student's school wallet, to spend on the next fee or be paid back later. A fee paid from the wallet can only be refunded this way. |
| Back online | For a fee paid through Razorpay: the money goes back to the card or account it came from, in 5 to 7 working days. It shows as With the bank until Razorpay confirms it. If Razorpay refuses or later fails it, the refund is marked Failed with the bank's reason and everything it changed is put back. |
They no longer owe it is ticked to start with: the refunded amount comes off the charge, as when a child leaves mid-term or a caution deposit is returned. Untick it when the charge should fall due again, as when a payment went against the wrong charge.
A refunded payment can't be undone with Undo any more; it stays on the record. A student with an account, and their linked parents, are told about every refund.
Write-offs
When a fee can't be collected (the family has moved away, a hardship the school accepts), press Write off on the charge, enter the amount (up to what's still owed) and why.
- The owner or an Administrator writes off at once.
- Anyone else with Fees access, like an Accountant, asks: the write-off waits on Refunds & write-offs for the owner or an Administrator to approve or decline, and the owner is told. Until then the charge stays owed. One request per charge can wait at a time.
- A write-off never touches money received; it only stops asking for what's left.
- Reverse a write-off (owner or Administrator) when the family pays after all: the charge is owed again, and both the write-off and its reversal stay on the register.
The Refunds & write-offs tab lists both for any dates (this financial year to start with), with totals and a spreadsheet of each. A school's staff see only their school's.
Student wallets
A wallet is money a family keeps with the school. It is switched on to start with (turn it off on Collection → Wallets, autopay and the gateway, where you also set the smallest and largest top-up).
- Take a top-up at the desk: cash, UPI, bank transfer or cheque, with a wallet receipt (WAL/2026-27/00001 and on).
- From wallet on a charge pays it from the balance, with an ordinary fee receipt.
- Pay back returns money from the wallet, on a refund voucher, as when a child leaves.
- A desk top-up entered by mistake can be Reversed while its money is still in the wallet; the reversal is a new entry, and the top-up stays on the statement marked reversed.
- The wallet can never go below zero, even if two people press at once.
The Wallets tab shows what the school holds for families, this month's top-ups, spending and pay-backs, and every wallet, with children who have left and still have money in amber.
What families do
A student sees their school wallet on the Payments page; a parent sees it under the child's Fees tab. They can:
- Top up online through the school's gateway, and get a wallet receipt.
- Pay from the wallet any fee that's owed.
- Read the wallet's statement: every top-up, fee paid, refund and pay-back with the balance after it.
- Set up, see and cancel autopay, when the school offers it.
If a family pays and closes the window before it finishes, the payment is still recorded when Razorpay confirms it; nobody is charged twice.
Autopay (beta)
With autopay, a parent signs a bank eMandate once and each school fee is taken from their account on its due date. Switch it on at Collection → Autopay. It works once eMandate is switched on for the platform's Razorpay account; until then families don't see the option.
- The parent enters the account holder's name, account number, IFSC, savings or current, how they'll approve it (net banking, debit card or Aadhaar), and the most autopay may take at once. Only the last four digits of the account are kept on tuition.in; the full number goes to Razorpay and the bank.
- They approve it with their bank. Autopay switches on when the bank confirms, and the family and the school are told.
- Each morning, a fee due the next day is announced to the family. On its due date, no sooner than 20 hours after the notice, it is taken, and the receipt is issued when Razorpay confirms the money.
- A fee above the parent's limit is never taken. If the bank refuses a debit, it is retried three days later, at most three tries in all, and the reason is shown.
- The family can cancel any time from their app; the school can cancel it from the student's fees at the family's request. Cancelling stops any debit already announced.
PayU (beta)
A school can take online fees and wallet top-ups through PayU instead of Razorpay: choose PayU under Collection → Online payments go through. It is used once PayU is set up on the platform; until then families pay through Razorpay. The family goes to PayU's page and comes back; a payment counts only when PayU's reply carries the right security hash and PayU confirms the same payment and amount when asked directly. PayU payments are refunded at the desk (cash, UPI, bank or to the wallet); autopay is Razorpay's only.
In the books
If you keep books, these post themselves:
- A refund is a payment voucher of its own: the fee income ledger is debited and cash, the bank or online collections credited (dated when the money went back, so an online refund posts when Razorpay processes it). Failed refunds post nothing.
- Wallet money is held in Student wallets (advance fees) under Current Liabilities: it is the family's until spent. A top-up credits it; paying back debits it; a fee paid from the wallet is a journal out of it into fee income, not cash received twice.
- A write-off posts nothing: the books count money when it moves, and none did.
EMI financing
Paying a year's fees in monthly instalments through a lender (GrayQuest and similar) needs an agreement between the school or tuition.in and that lender, so it isn't something we can switch on from our side. Schools can already split fees into monthly dues in their fee structures, and families can pay those by autopay.
Questions
Why can't I delete a refund or a write-off? Money records are kept for good. Reverse a write-off; a refund that was wrong is put right by recording the money again as a payment.
Who can refund? Anyone with Fees set to Change. Every refund names who made it, on the register and in the activity log.
A child left with money in the wallet. Open their fees and press Pay back; the Wallets tab shows such children in amber.
Can a student's record be deleted once they have a wallet or autopay? No. Mark them as left instead; the record and its money trail stay.