Best fee management system: Top picks for 2025

Highlights

• Manual fee collection drains time and focus with overdue calls, errors, and admin chaos.
• Automating fee management helps you focus on your craft while ensuring secure, stress-free financial operations.
• Fee management systems offer automated reminders, digital receipts, real-time tracking, detailed payment reports, and more.

Built your dream institution from scratch? A dance school, music academy, or fitness center—it took years of passion, late-night work, and more. Yes, you did it.

But fee management? That’s the part no one warned you about.

No matter the size of your institution, it’s always a hectic process. Endless calls, overdue reminders, Excel chaos, and payment tracking nightmares—it drains your energy from what matters most: your craft.

Why let the admin mess steal your focus?

That's why you should find a good fee management system. If a software can manage everything from reminders to receipts, why should you do it all alone manually? 

Here are the best fee management tools that do just that.

1. CoFee

CoFee, developed by KeyValue Software Systems, is a trending fee management software among leading educational institutions across India. Its unique features and easy-to-use interface help people with zero technical knowledge handle fee management effortlessly. Let’s check why CoFee stands out among other fee-collecting apps.

• Stress-free fee management: CoFee saves your time and productivity by sending automated payment links, reminders, and receipts on time, via WhatsApp or SMS.
• Secure, seamless transactions: Safety is promised through encrypted transactions. UPI, debit or credit cards, CoFee supports it. Your customers can pay from their home, even without downloading the app, through WhatsApp.

• Customized instant payment receipts: Whether it’s an offline or online payment, you can instantly send online payment receipts, tailor-made for your institution and customers. It lets you customize fee structures and payment plans as well. 
• Real-time payment tracking: This automated fee management system lets you track the progress of fee payments from the convenience of your phone. Detailed reports and in-depth insights help you analyze the performance of your institution.

“For us, CoFee has been a true blessing in terms of organizing our day-to-day activities and making our administrative process simple and effortless.” - Betty Philip, the principal of Bambino International Montessori School 

2. CAMPUSCARE

CAMPUSCARE by Entab helps schools seamlessly handle payments online. Integrated with financial accounting, this software, with an errorless database, lets schools track financial transactions. It sends reminders on a regular basis for due or late payments. Let’s dive deep into its features. 

• Online transactions: CAMPUSCARE cares for parents; it lets them make payments without visiting the school. 
• Defaulters are never missed: Using this software, principals or school managers can check for defaulters who haven’t paid their fees. 
• No more late fee: Regular notifications avoid any chance of penalties due to late or missed payments. 
• Option for reconciliation: This software provides admins with data on fulfilled and pending payments for reconciling revenue received in each academic year. 

3. Feesbuzz

Feesbuzz, an Easebuzz product, is a school fee management software that helps in the easy handling of your school’s financial transactions. Facilitating timely payments and error-free records, it reduces the admin’s work. Let’s see what Feesbuzz has to offer. 

• Supports all payment modes: With this software that supports UPI to wallets, parents can easily make payments at their convenience.
• Paper-free receipts: Feesbuzz sends instant digital receipts after each payment, eliminating paperwork.
• On-track records: By tracking every payment, this fee management system makes audits and reconciliations a breeze.
• Tailored-made for schools: Designed for schools, it can handle different fee structures like transport payments, discounts, and activity charges.

4. SkoolBeep

SkoolBeep helps streamline and automate payment processes, improving your institution’s operational efficiency. This cloud-based fee management system is effective in scheduling fee collection, sending reminders and receipts, and reconciling banks. Let’s check if SkoolBeep has something to impress you.

• Fee collection simplified: This software facilitates online transactions, avoiding the need for staff or any manual work for fee collection. 
• Custom-made fee structures: Whether you are collecting fees for scholarships, tuition, or any extracurricular activities, this school fee management software has room for it. 
• Transaction tracking in real-time: With the help of SkoolBeep, you can avail detailed financial reports anytime for review.
• Receipts are automatic: Once payments are done, this fee management system sends receipts automatically. That says both parents and schools have digital proof.

5. MasterSoft

MasterSoft is a secure platform for seamless online or offline fee transactions and operations. A fee management system that supports institutes of all sizes, it eliminates errors in data entries. Let’s see if MasterSoft has anything peculiar. 

• Easy registration: Institutions can easily register on MasterSoft by entering their email ID and phone number. 
• Errorless fee calculator: MasterSoft does the job of administrators by auto-calculating fees, taking into account various parameters like scholarships, merits, and discounts. 
• Multiple fee payment modes: This software supports net banking, credit cards, and debit cards.
• Timely notifications & e-receipts: This automated fee management system sends fee notifications, reminders, and receipts on time. 

6. PayMyFees

PayMyFees, developed by SevenM, is a cloud-based combo of fee management software and online payment gateway. Aimed at educational institutions, this app helps students or parents to pay fees online using a smartphone. Let’s have a look at its features, custom-made for students.

• Customizable, ready-made student portals: PayMyFees has a portal ready-made for students. It gives you an option to customize the portal to match your brand and integrate it into your institute’s website. 
• Integrated system for student information: On a single software, you can scroll through your students’ documents, personal information, parental details, and more. Data can be imported one-by-one or in bulk, in CSV format. 
• Alerts without fail: This automated fee management system sends SMS/Email notifications right after an online transaction or when someone is late to pay their fee.
• Reports are customized: Detailed reports are just a matter of a few clicks. Be it completed payments, amount received, or pending payments, you get descriptive, graphical reports on it.

Fee Management Systems for 2025 - A Comparison Table

Fee Management System	Key Features	Payment Modes	Free Trial / Demo	Best For
CoFee	Automated reminders via WhatsApp/SMS, custom-branded e-receipts, customizable fee heads, real-time tracking	UPI, credit/debit cards, WhatsApp pay (no app required)	Free trial	Schools, colleges, dance/music/sports academies, coaching centers, hostel facilities
CAMPUSCARE	Automated defaulter tracking, automated reminders, ERP integration	Credit/debit cards, net banking	Demo on request	K-12 schools
Feesbuzz	Scheduled installments, automated reminders, customizable fields, ERP integration	UPI, wallets, cards, net banking, EMI options	Free trial	Educational institutes, schools, coaching centers
SkoolBeep	Auto-calculated fees, scheduled reminders, automatic receipts, real-time reports, custom fee plans	UPI, net banking, education loan options	Free demo on request	K-12 schools
MasterSoft	Auto-calculated custom fee structures, automated fee notifications & e-receipts, MIS fees reports	Debit/credit cards, net banking	Demo on request	Schools, colleges
PayMyFees	Customizable student portal, unlimited fee heads/structures, SMS/email notifications, customized reports	UPI, debit/credit cards, net banking, wallets, EMI options	Free basic plan	Coaching institutes, schools, colleges, universities

It’s high time!

There’s no doubt that a robust fee management app is your rescuer if fee collection is draining your energy. So, it’s high time you save your time, money, and productivity to focus on other things that matter. Choose wisely, or you will never be out of the loop of trouble. CoFee, the fee collection app, is ready for download on Google Play and the App Store.

FAQs

1. Why do I need a fee management system?

Manual fee collection can lead to delays, errors, and endless follow-ups. Fee management systems automate reminders, receipts, and tracking, saving time and effort.

2. What features should I look for in a good fee management software?

It should send reminders and receipts automatically, track payments live, support customisable fee structures, and all payment types. It should be mobile-friendly, secure, and easy to use.

3. Can I use a fee management app even if I’m not tech-savvy?

Yes! Many tools like CoFee are built with simple, intuitive interfaces, perfect for users with little or no technical background.

4. Is it safe to collect payments using these platforms?

Absolutely! Most platforms utilize encrypted payment gateways and adhere to security standards to ensure safe and hassle-free transactions.

5. Can I send reminders and receipts via WhatsApp or SMS?

Yes. Tools, especially CoFee, support communication through WhatsApp or SMS, allowing customers to make payments without downloading the app.

6. What types of institutions are these tools built for?

Tools like CoFee are ideal for schools, colleges, dance or music academies, fitness centers, coaching institutes, and any organization that collects recurring fees.

7. Do these platforms support offline payments?

Yes. Many systems let you track both online and offline payments, and generate receipts accordingly. You can update offline payments manually for a complete financial overview.

8. Can I customize the fee structure for different students?

Yes. Most applications allow you to set up tailored fee plans depending on the course, scholarships, discounts, or payment schedules.

9. What kind of reports can I get from a cloud-based fee management system?

You get detailed reports on completed payments, pending dues, student-wise breakdowns, and yearly revenue summaries, often in downloadable formats.

10. How can I switch to an automated fee management system?

Choose the right platform that fits your needs. Import your existing data (usually via Excel/CSV), and set up fee plans and reminders. Start with a small group to test, then scale gradually. Communicate clearly with parents or students, and use the platform’s support if needed.