This is the playbook that turns a fee mess into a cash-flow you can read — instalment plans per batch, dues aged current / 30 / 60 / 90, the oldest chased first — and it does it without ever locking a student out of class over money.
For the accounts head · cut defaults · receivable aging · consent-based reminders · funds settle to your own account, not ours.
Coaching fee & finance management is how an institute structures fee plans, tracks who owes what, recovers overdue dues, and protects its cash-flow across a session. This page is the buyer-outcome playbook for the accounts head — instalment plans per batch, ageing dues current / 30 / 60 / 90 days (the RBI receivable-aging convention) to chase the oldest first, and consent-based DLT reminders that nudge rather than harass. On the money itself: payments run through an integrated RBI-authorised aggregator (PA-O), funds settle to your institute's own bank account, and TutorDesk records and reconciles but never holds or settles your money. The underlying payment rail — UPI/card acceptance, receipts, the gateway — is the Payments feature. School fees are a separate SchoolDeck solution; society finance is a separate EstateDeck solution.
Mrs Verma's institute had ₹6.4 lakh "pending" on the dashboard — a number that told her nothing. Aged into buckets, the same figure becomes a plan: most of it is current and will clear on schedule; the real risk is a small, old tail that needs a personal call today.
| Age bucket | Outstanding | What it means | Action |
|---|---|---|---|
| Current (not yet due) | ₹3,80,000 | Instalments due next cycle · on schedule | ✓ Let reminders run |
| 1–30 days overdue | ₹1,42,000 | Recently slipped · usually clears with a nudge | ✓ DLT due-date nudge |
| 31–60 days overdue | ₹68,000 | Needs attention before it hardens | ⚠ Personal follow-up |
| 61–90 days overdue | ₹34,000 | At real risk of becoming a write-off | ▲ Call this week |
| 90+ days overdue | ₹16,000 | Oldest tail · highest write-off risk | ▲ Chase first, in person |
| Total outstanding | ₹6,40,000 | Same number — now with a priority order | → Work bottom-up |
The dashboard says ₹6 lakh pending. Is that mostly next week's instalments, or year-old write-offs? Without aging, you can't tell — so you either panic or ignore it, and both are wrong.
Demanding the full year's fee up front feels safer. In practice it pushes a family that could have paid monthly into avoidance — and a silent parent pays nothing at all.
A daily auto-message to every defaulter feels like action. It isn't DLT-compliant, it annoys the parents who'd have paid anyway, and it makes the institute look desperate.
Locking a student out of class or a test over an unpaid instalment punishes the child for an adult's cash-flow — and it's the fastest way to lose the family entirely.
Set a fee plan per batch — full payment, two or three instalments, or monthly — with clear due dates. A realistic plan that matches a family's cash-flow collects more than a rigid lump-sum demand. The rail that actually accepts the payment is the Payments feature; this playbook is how you use it.
Group outstanding fees by age — current, 30, 60, and 90+ days — using the RBI receivable-aging convention. This one view tells the accounts head where the real risk sits, instead of one undifferentiated "pending" pile.
Work the 90-day bucket before the 30-day one. The oldest dues are the most likely to become write-offs, so they get a personal follow-up, not just an automated nudge.
Routine reminders go out on consent-based, DLT-registered templates under TRAI TCCCPR 2018 — a due-date nudge and a measured overdue note, delivered over the Secure Chat channel, never a daily barrage.
At month-end, reconcile what came in against what was due, by batch. An unpaid instalment never locks a student out of class, materials, or a test — the fee schedule and the student's learning stay two separate conversations.
The parent pays online through an integrated RBI-authorised payment aggregator (under the RBI PA-O framework), or in cash/cheque recorded at the desk.
For online payments, the licensed aggregator processes the transaction and settles the funds into your institute's own bank account on its settlement cycle.
TutorDesk records the payment against the fee due, updates the aging view, and reports on it — but does not hold, route, or settle your money.
TutorDesk keeps the finance outcome and its underlying payment rail as separate pages on purpose — and keeps coaching cash-flow distinct from the school and society finance pages that share the slug.
The method holds; the size of the receivable and the depth of the reconciliation scale with the institute.
A handful of batches, fees mostly monthly. A light version — set instalments, let due-date reminders run, glance at the 60+ bucket once a month — keeps cash-flow steady without a finance team.
High-ticket annual fees split across the session. Receivable aging is the core tool here — a few large dues sliding into the 90-day bucket is exactly the risk that aging surfaces before it becomes a write-off.
Several branches, hundreds of students, a real receivables book. The full playbook with per-branch aging and monthly reconciliation lets the accounts head see which branch is leaking cash — feeding the multi-branch oversight view.
"I'm the accounts head, and for years 'pending fees' was a single number I was scared to look at. It was always large and I could never tell whether it was about to clear or already lost. The first time I saw our dues aged into buckets, the fear went away — most of it was current, and the part that actually mattered was a small tail of old dues I could fit on one screen. I started calling those families personally and letting the system send the gentle reminders to everyone else. The other thing I want to say, because a salesman once pitched me the opposite: we never stop a child from sitting a test because a parent is late on a payment. This platform doesn't push you to. The dues are tracked, the oldest get a real conversation, and the money lands in our own bank account — TutorDesk never touches it. Two sessions in, my write-offs are down and, honestly, so is my blood pressure."
What every accounts head and centre director asks before they change how fees are run.
We'll walk you through instalment plans, the receivable-aging view, the consent-based reminder cadence, and exactly how the money settles to your account — in a 20-minute demo built for your institute's fee structure.
Book the Fee & Finance Demo →