What does a coaching centre need from an ERP?
A coaching centre needs batch-wise fees with instalments and rule-based refunds, a test engine with ranks, faculty payouts and counsellor tools, and Acavya covers those, with test series included, at one flat price with no commission on fees.
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What does a day look like before and after Acavya?
Take a 300-student centre with two branches teaching Foundation, Boards, JEE, NEET and CUET. These are the moments that cost the director time, from our review of each role.
| Moment | Before (typical today) | With Acavya |
|---|---|---|
| Lead follow-up | Leads sit in a notebook and WhatsApp chats, and the same number is entered twice. | Leads from every source are de-duplicated by phone, assigned round-robin and followed up with reminders. |
| Scholarship test to offer | A test is marked by hand, then the counsellor works out the slab on paper. | The scholarship test turns into a slab, an offer and a payment link. |
| Fee collection | Cash, UPI and EMI collections are reconciled by a clerk, and discounts are agreed on the phone. | Discounts above a limit need the owner approval, UPI is matched to bank statements and receipts go on WhatsApp. |
| A refund request | A dispute over how many days were used, with a legal deadline in the background. | The refund calculator follows your state rule pack with a 10-day timer and GST credit notes. |
| Test day | OMR sheets go to a scanner, ranks are built in Excel and re-done after a bonus question. | Phone-scanned OMR or CBT that resumes after a power cut, with automatic re-ranking and a parent report on WhatsApp. |
| Month end, faculty | Faculty dispute lecture counts and revenue share is worked out in a spreadsheet. | Lecture logs become a monthly statement the faculty acknowledges, with TDS and clawback on refunds. |
Which Acavya modules matter most here?
Lead to admission
Capture enquiries from every source, follow up, schedule a scholarship test and move to an offer and payment link.
Batch fees and refunds
Instalment plans, a mid-course fee lock and a pro-rata refund calculator with a 10-day timer, following your state rule pack.
Test series
Online tests that resume after a disconnect, OMR from a phone camera, ranks, percentiles and topic-wise analysis.
Faculty payouts
Lecture logs become payout statements, for salaried, per-lecture or revenue-share faculty.
Parent and student updates
Attendance, test results and dues on WhatsApp in Hindi or English; adult students control what parents see.
Live classes
Use your own Zoom or Meet free, or the built-in classroom with low-data mode.
What would it cost?
A 300-student centre is on the Growth plan and pays ₹9,999 a year before GST, or ₹11,798.82 with GST, whether its online batches use its own Zoom or Meet (free and unlimited) or the built-in classroom, which includes 150 student-hours a month.
See the example bills and try the calculator for your own numbers. There is no commission on coaching fees.
What is the compliance angle?
- The Ministry of Education 2024 guidelines and state coaching laws drive an age gate (age 16 or secondary exam passed), a daily hours cap for a batch, a weekly off, a registration number on receipts, a refund rule and a grievance register. Acavya ships these as versioned rule packs. See what the Rajasthan Act asks of a centre, or check coaching laws by state.
- Coaching fees carry GST while school education is exempt, and the fee rule is configurable. See the GST guide.
- Topper advertising needs written consent after the result; Acavya records it before a name or photo is used.
- A coaching centre may not count as an educational institution under the DPDP exemption, so Acavya defaults to consent for anything beyond core education and safety.
Do you take a commission on coaching fees?
No. Fees settle straight to your bank account and we charge only your plan’s flat price.
Can I use Zoom or Google Meet for online batches?
Yes, free and unlimited, with attendance import. The built-in classroom is optional and every paid plan includes a monthly pool of student-hours.
Will Acavya use my student list to sell its own classes?
No. This is covered by our No-Poach and Data Ownership Pledge, which we also put in the data processing agreement.
Are rank lists public?
No. Results are private by default, and batch formation is not merit-based.
Is there a free plan?
The Free plan covers up to 30 students in one branch, which suits an individual tutor. A centre of this size gets a 30-day free trial and then one flat yearly price that covers every feature.
Can a coaching centre outside India use Acavya?
Yes. A centre abroad can use Acavya in English today, with fees in Indian rupees and times in Indian Standard Time.
Start a 30-day free trial, or see a 10-minute demo built around a coaching batch.
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.