How does the Acavya fee counter work?
The fee counter lets a clerk search a student, collect cash, cheque or UPI, print a numbered receipt and send it on WhatsApp, even when the internet is down, with a design target of about 20 seconds.
Last reviewed:
What can the counter collect and print?
- Cash, cheque or demand draft, static UPI with UTR, card POS, bank transfer and bank challan slips imported back.
- Receipts on thermal, A5 and A4 printers, and on pre-printed dot-matrix stationery, sent by WhatsApp, an SMS link or email.
- Partial payments with an allocation order you choose (oldest due first, fines last) and credit balances for advances.
- Fee heads marked taxable or exempt with SAC or HSN codes. School education fees and coaching fees are treated differently for GST; the rule is configurable and you should confirm it with your chartered accountant.
Does the counter work without internet or power?
Yes for cash and cheque. Each counter device gets a pre-allocated block of receipt numbers and signs a QR on every provisional receipt, so two counters can never issue the same number. UPI payments taken offline are recorded as unverified until they are matched. Day-close is blocked while any device has unsynced receipts, unless the owner approves an audited override.
How are mistakes and fraud controlled?
- A receipt can be cancelled and reissued only with an approval, and the full history is kept. Receipt numbers are never reused.
- A cheque that bounces reverses the receipt, adds the bounce charge and notifies the parent.
- Cash of Rs 2 lakh or more is blocked per payer per day, per transaction and per event, using a configurable rule.
- Daily cash closing with a denomination count, variance and sign-off by the accountant and the owner.
How are online payments and bank statements matched?
Online collection uses partner payment gateways, and money settles directly into the institute bank account; Acavya does not hold fees and takes no commission on them. A payment link or dynamic UPI QR can be created per invoice. Bank-statement CSVs and gateway settlements are matched by UTR, with unmatched payments flagged for review.
Can my accountant get the books out?
Every payment, refund, concession and expense creates balanced ledger entries. You can export vouchers and ledgers as Tally XML, and a CSV for Zoho Books. This supports your accountant; it is not a replacement for the books your chartered accountant keeps.
How does one collection work, step by step?
Collect a fee at the Acavya counter
Search
Find the student by name, admission number, phone or QR.
Collect
Choose cash, cheque or UPI and allocate the amount in your order.
Print
Print a numbered receipt on your own printer.
Send and close
Send it on WhatsApp, then count the cash and close the day.
Can I use my existing receipt printer?
Yes. Thermal, A5, A4 and dot-matrix on pre-printed stationery are supported.
Do you charge a commission on fees?
No. Fees settle directly to your bank account. Payment gateways charge their own fees, which are disclosed.
What happens to a receipt I cancel?
It needs an approval, stays in the audit history and the number is never reused.
Fees are only one module: every module is included in one flat price.
30-day free trial for up to 30 students, no card needed. You set up your own institute, with an optional sample setup to explore. The Free plan is for tutors.