How billing works
Student billing in Edurie follows a consistent flow that connects enrollment events to financial records. Understanding this flow helps you know where to act at each stage.Configure fee structures
Define the fees that apply to each program or enrollment type — including tuition, lab fees, and any other charges. Attach a payment plan template if students pay in installments.
Student enrollment triggers invoicing
When an admission application is converted to an active student record, Edurie automatically generates a draft invoice based on the matched fee structure. No manual invoice creation is needed.
Finance team finalizes invoices
Your finance staff reviews each draft invoice, makes any adjustments, and finalizes it. Finalizing assigns a document number and makes the invoice visible and payable by the student.
Record payments
As students make payments, finance staff record them in Edurie and allocate each payment against the relevant invoice line items.
Key concepts
Before diving into each area, familiarise yourself with the four core objects that drive billing in Edurie.Fee Structures
A fee structure is a named configuration of charges for a specific enrollment type or academic period — for example, “Tuition AY 2025-2026.” It contains individual fee components, optional tax rates, discounts, and a payment plan template.
Invoices
An invoice is automatically created when a student is enrolled. It lists all charges drawn from the matched fee structure. Finance staff finalize draft invoices to make them open and payable.
Payments
Payments are recorded manually by finance staff and allocated against specific invoice line items. Payments can be cancelled, and refunds can be requested and processed through a structured approval flow.
Credit Notes
A credit note is a formal reduction applied to a student’s balance — for example, when a fee is waived or an overcharge is corrected. Credit notes move through a draft → submitted → approved → issued lifecycle before they affect the ledger.
The ledger
Every financial action — invoice finalization, payment recording, credit note processing — generates a corresponding ledger entry. The ledger is a read-only, append-only audit trail that your finance team can use for reconciliation. Open Billing → Ledger to access entries.The ledger cannot be edited directly. All adjustments must go through the appropriate billing object — a revised invoice, a credit note, or a payment cancellation — so that the audit trail remains complete.
Billing module pages
Fee Structures
Create and manage fee configurations, components, payment plans, discounts, and tax rates.
Invoices
Review auto-generated invoices, finalize them individually or in bulk, and manage voids and revisions.
Payments
Record payments, allocate them to invoice items, cancel payments, and manage refunds.
Credit Notes
Create and approve credit notes that offset a student’s balance against an existing invoice.