What a school pays for
- Subscription, per month per school (site), with a cap on staff logins. Teachers entering marks need logins too, so ask how that is licensed.
- Payment gateway fees on online fee payments.
- Setup: classes and sections, student records, fee structures and concessions, and opening fee balances.
- Training for the office, the accounts team and teachers, ideally before a new session starts.
WebSoftOS plans are ₹999, ₹1,999 and ₹2,500 per site per month excluding GST (2, 5 or 10 logins). For a school of 800 students on the ₹1,999 plan, that is about ₹2.5 per student per month. Schools typically go live in 1–3 weeks. See the pricing.
Fee-only app or full school ERP?
| Option | Fits when | Breaks when |
|---|---|---|
| Counter receipt book + Excel | Small school, one counter | Defaulter lists are manual, concessions are applied inconsistently, receipts cannot be re-issued |
| Fee-only app | You only need fee receipts and reminders | Admissions, report cards, transport, payroll and the school’s accounts are somewhere else |
| Full school ERP | Fees, admissions, exams, transport, payroll and accounts should share one student and one ledger | You only collect fees and never need the rest |
See the Fedena comparison for how a school ERP is usually evaluated.
Running UPI and online fee collection properly
- Define fee structures per class, with concessions and sibling discounts defined once so they apply consistently. Work out a student’s net fee and instalments with the school fee calculator.
- Send the parent a payment link or accept payment at the gateway, and generate the receipt the moment payment succeeds.
- Let the gateway confirmation, not a manual entry, update the student’s fee ledger.
- Reconcile the gateway settlement to your bank account every day, so a payment that did not reach the ledger is found early.
- Run a defaulter report on demand, by class, and send reminders from it.
- Keep cash and cheque receipts in the same ledger, so the total is one number.
Signs it is time to switch
- Fee receipts are written in counter registers.
- Defaulter lists are prepared by hand each month.
- Concessions and sibling discounts are applied differently by different clerks.
- Exam marks are compiled in Excel by each class teacher before report cards are printed.
- Bus routes are not linked to the student or the fee.
- Staff salaries and school accounts live in a different system from student fees.
- Student records need cleaning before board paperwork. See the APAAR and student-records checklist.
Questions for any school vendor
- Show a fee structure with a concession applied and a receipt generated.
- Show an online payment updating the ledger by itself, and the reconciliation report.
- Show a report card generated from entered marks.
- How are teachers licensed for marks entry?
- Can I export all student and fee data if I leave?
Frequently asked questions
How much does school ERP software cost in India?
It depends on the number of students, users and modules. WebSoftOS school ERP runs on plans of ₹999, ₹1,999 and ₹2,500 per school per month excluding GST. For 800 students on the ₹1,999 plan, that is about ₹2.5 per student per month.
Does online fee payment update the books automatically?
It should. In WebSoftOS, the payment gateway confirmation updates the student’s fee ledger, and fees flow into the school’s accounts, so receipts and books do not need to be matched by hand.
When should a school change its software?
Ideally before a new session starts, so fee structures and student records load cleanly. Typical go-live is 1–3 weeks.
Practical, India-specific guides from the team behind WebSoftOS cloud ERP, by Ridhi Technologies, Zirakpur, Punjab.