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 the system builds an invoice and rolls it into the weekly report sent to parents along with their child's results. The center collects payment its own way (cash, direct transfer…) and then records it in the system. 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.
Weekly reports and reminder messages sent to parents, with the outstanding balance included.
The cashier records each payment, a digital receipt goes to parents, and the cash ledger is checked 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 via the gear icon on the class page): the Tuition block has a Billing method and 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 Bill 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, Invoices and Cash Ledger, with filters by class, period, and status. Click Generate invoices: choose the period (month), due date, check off the classes to bill (each shows its own billing method and amount), then Generate. The system creates invoices for every active student in those classes; a per-session class is calculated from scheduled or actual attendance.
Each invoice has a status of Unpaid · Partially paid · Paid in full · Waived; the amount, a discount, or a waiver for a special case can all be edited. Export to Excel for reporting; Aging lists outstanding balances by days overdue so you know who to remind first.
Step 3: Remind parents about the balance
Every invoice shows the amount and due date; the weekly report includes a "Remaining balance" line, plus a separate tuition reminder:
- The Send tuition reminder button on the Tuition page sends immediately to everyone with an outstanding balance (at most once a day, so it isn't intrusive).
- 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. Cash, bank transfer, or an online gateway: click Record payment, pick the student, amount, and method. An overpayment is automatically applied to the oldest outstanding invoice first; there's also Refund, Transfer to another student (siblings), and manual Reconciliation.
- A digital receipt emails to the parent the moment a payment is recorded.
- Reconcile. The Cash Ledger logs every receipt, disbursement, and refund; Reconcile ledger checks the balance against invoices and reports "Balanced" or lists the discrepancies to look into.
Weekly reports for parents
Open a class → Results → Weekly Parent Reports → Build weekly reports. Each student gets a report built from that week's data:
- Attendance: sessions attended out of total, with the teacher's per-session notes.
- Academics: tests taken, questions answered, accuracy, compared to last week; strong and needs improvement topics calculated from per-question results in the question bank.
- Weekly and merit points from in-class quick grading.
- Remaining balance when an invoice is still unpaid.
- A note from the teacher (optional), added individually per student.
Click a student to preview and edit, then Save & approve; an approved report won't get overwritten when you rebuild — click Rebuild from data to update it. Approve all works well for a large class. Once sent, parents open the report through their own link, no sign-in needed; the teacher sees a Sent status and which ones failed for lack of an email address. The write-up is built from a template and the data, never from AI, 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, picks the student, 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 ledger. 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 Build weekly reports and the system drafts one for each student from that week's data: attendance, tests taken, accuracy, strong and weak topics, merit points, and remaining balance. You just add a personal note 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.