Case Study: How APC School Automated Fee Collection & Reconciled ₹8 Lakh Outstanding

APC School struggled to manage complex fee structures and installments for its student body. Manual billing ledger postings led to human errors, delayed reports, and an accumulation of outstanding fees.

By automating fee collection and ledger postings using e-Saraswati's Fee Management module, APC School reconciled ₹8 Lakh in pending fees within a single academic term.

The Challenge

• **Complex Installments:** Managing custom payment installments and brother/sister concessions manually in registers caused billing errors.
• **Outstanding Accumulation:** Due to lack of automated alerts, unpaid dues grew over time, reaching an outstanding balance of ₹8 Lakh.
• **Manual Reconciliation:** The accountant spent hours verifying cash receipts and bank statements against physical registers.

The Fee Automation Solution

e-Saraswati implemented automated fee management: 1. Configurable Dues Generator: Dues are generated automatically according to pre-defined installments and concessions. 2. Automated Ledger Postings: Online and offline collections post instantly to the student's ledger. 3. Live Defaulter Reports: Accountants and administrators access real-time defaulter lists grouped by class, route, and overdue days.

The Impact

• **Reconciled ₹8 Lakh:** Recovered outstanding fees through automatic payment links and alerts.
• **Zero Ledger Discrepancies:** Eliminated duplicate billing entries and concession posting mistakes.
• **Daily Reconciliations:** Replaced hours of manual accounting with a 10-minute automated report check.