Tuition and weekly reports: two jobs, one data pipeline
In CLASSQR, tuition and parent reports both draw on teaching data you already have: scheduled sessions, attendance, tests, and graded homework. You set the billing method and amount once per class; each period you create the invoices in one step, and parents with a balance get tuition reminders. The center collects payment its own way (cash, direct transfer…) and then records it in the system. Separately, the weekly report tells parents how the week went. Nothing gets entered twice.
Per course, monthly, or per session; the amount is set once in the class settings.
Generated for the whole class per period, calculated from the schedule or real attendance.
Reminder messages to parents with the outstanding balance.
The cashier records each payment, a receipt number is issued, and the Cash book is reconciled at day’s end.
Step 1: Set the class billing method
Tuition is set up right in the class settings (when creating the class, or later from the class settings): the Tuition block has a Billing method and an Amount. Each class has one billing method, so a short-course prep class and a monthly class can both live in the same center.
| Method | How it's calculated | Good for |
|---|---|---|
| Per course | One flat amount for the whole course | Short prep courses, all-inclusive packages |
| Monthly | A fixed amount every month | Regular classes billed at the start of the month |
| Per session | Unit price × number of sessions in the period; counted from attendance unless Charge for absent sessions is on | Centers billing for actual sessions attended |
| No charge | Free class, trial class | Clubs, supplementary sessions |
Step 2: Generate invoices for the whole class
The left-menu Tuition page is the cashier’s workbench: four figures — Paid · Outstanding · Overdue · Collected today — two tabs, Tuition and Cash book, and filters by class, period and status. Click Create invoices: choose the Period (month) and Due date, tick the classes to bill (each shows its own billing method and amount), then Generate. The system creates invoices for every enrolled student in those classes; a per-session class is calculated from its sessions and attendance.
The list shows one row per student: Opening balance, Charges, Collected, Discount, Waived/written off and Closing balance; the status filter picks Outstanding, Overdue, Prepaid or Fully paid. An invoice’s amount and due date can be edited, or the invoice cancelled, with a reason. Export to Excel for reporting; Debt aging lists outstanding balances by days overdue so you know who to remind first.
Step 3: Remind parents about the balance
Every invoice has an amount and a due date. Parents with a balance get a tuition reminder:
- The Tuition page shows who owes what: filter the status by Outstanding or Overdue, or open Debt aging.
- Standard and Pro plans: a background job runs at 9 AM every day and reminds each outstanding balance once a week, plus an in-app notification for the student.
- Delivery channel: email, configured in Settings → Parent messaging channels.
Step 4: Record payments and reconcile
- Record it when you collect it. Click Record payment on the student’s row, enter the Amount and Method (Cash, Bank transfer, Online gateway). The money is applied to the oldest outstanding invoice first; there is also Refund, Transfer money to another student (siblings), and Auto allocate for money not yet applied.
- A receipt number is issued for every payment recorded.
- Reconcile. The Cash book logs every receipt, disbursement and refund; Reconcile ledger checks the balances against the invoices and reports Ledger balanced, no discrepancies or lists the discrepancies to look into.
Weekly reports for parents
Open a class → Result → Parent report → Generate weekly report. Each student gets a report built from that week’s data:
- Tests: tests taken, questions answered and accuracy for the week.
- Topics: Strengths and Needs improvement, calculated from per-question results in the question bank.
- Class notes: the week’s participation chips and the week score.
- Notes: a short text built from those figures, which you can edit.
- Teacher's message (optional), added individually per student.
Click the edit button on a student’s row to preview and edit, then Save & approve; an approved report won’t be overwritten when you generate again — click Rebuild from data to update it. Approve all works well for a large class; Send approved reports sends them. Parents open the report through their own link, no sign-in needed; the list shows each report’s status. The write-up is built from a template and the data, so it doesn’t use credit.
Parent and student privacy
Parent contact details are only used to send reports, receipts, and tuition reminders for that specific center. On a center's own domain, the privacy policy automatically states that the center controls the data and CLASSQR processes it on the center's behalf. See our Privacy Policy and Terms for Education Centers.
Get started now
Sign in to set up tuition: you'll land straight on the center's Tuition page. Parent messaging channels live under Settings — see Center Solutions.
Frequently asked questions
Does CLASSQR hold onto tuition money?
No. CLASSQR isn't a payment gateway: tuition goes directly from the parent to the center (cash, a direct bank transfer, or however the center arranges it); the system is only used to record it and track balances.
How does a payment get recorded in the system?
The cashier clicks Record payment on the student’s row and enters the amount and method (Cash, Bank transfer, Online gateway). Money is applied to the oldest outstanding invoice first.
Can I collect cash?
Yes. Record the payment with method Cash; the system issues a receipt number and updates the Cash book. At the end of the day, use Reconcile ledger to match cash and transfers against invoices and catch any discrepancy.
Do I have to write the weekly report for every student myself?
No. Click Generate weekly report and the system drafts one for each student from that week’s data: tests taken, accuracy, strong and weak topics, and the week’s participation chips. You just add a personal message if you want, then review and send.
Can the Free plan send weekly reports?
Yes, by app or email. Scheduled automatic tuition reminders are a Standard and Pro feature.