Enrolment and fee reminders for a tuition centre.
How a tuition centre in Sepang stopped chasing fees one parent at a time, and now starts each morning knowing who has paid.
Fees · October
Unpaid14Paid198All212
Nur ImanYear 6 Science · En. BadrulReadRM 2809:12Aiman HakimiForm 3 Maths · Pn. HasmahReadRM 3209:05Harish NairForm 4 Add Maths · Mr NairDeliveredRM 3609:00Isaac RozarioForm 2 Maths, Science · Mrs RozarioReadRM 5009:08Muhammad DanishYear 4 Maths · Pn. HalimahDeliveredRM 2409:00Ivan ChewYear 6 Maths · Mr ChewReadRM 2809:02Amsyar FikriForm 5 Physics · En. FikriReadRM 3609:10Celeste de MelloYear 5 English · Mr de MelloFri 16 OctRM 28012 OctSofia ShahromSPM Chemistry · En. ShahromTue 20 OctRM 36012 OctArjun PillaiForm 3 Science · Mr PillaiSat 17 OctRM 32013 OctNur Iman binti Badrul
- Class
- Year 6 Science · Mon and Wed
- Parent
- En. Badrul
On screen: Fees invoiced, reminded and paid online.A real project. The business isn’t named, and names and figures on the screens are changed.
- Business
- Primary and secondary tuition centre, Sepang
- Team
- About 12 staff: 9 teachers, 2 admin and the owner
- Students
- About 210, from Year 1 to SPM
- Works with
- WhatsApp, Billplz, SQL Account
- First version
- 4–5 weeks
- Project size
- Business system, from RM 15k
How fees worked before.
About 210 students, one spreadsheet, and an admin chasing fees from her own phone.
New students filled in a paper form. Admin typed it into a spreadsheet, and again into the class list.
Every month, admin worked out each family’s fees by hand: different subjects, sibling discounts and new joiners.
Reminders went out one by one from the admin’s own WhatsApp. Chasing parents felt awkward, so it waited.
Four parts, built around the 1st of the month.
Parents kept using WhatsApp. The typing, the sums and the chasing moved into the system.
Every enquiry becomes a student, without retyping.
WhatsApp, website and walk-in enquiries land on one board, and after a trial the student is set up once.
New students
BoardListMaths and English · asks about Saturday
Add Maths and Physics
English · mother prefers weekdays
Form 3 Maths with Pn. Norhayati
Year 6 Science with Ms Chua
SPM Physics with Mr Gomes
Year 5 English · registration RM 50
SPM Physics · parent on WhatsApp
Form 1 English · sister of Nur Iman
Every family’s invoice, worked out and sent on the 1st.
The system knows each class, fee and discount, so every family gets one WhatsApp invoice with a pay link.
October invoices
All families176With a discount31| Family | Students and classes | Discount | Total, RM | Status |
|---|---|---|---|---|
| Badrul | Nur Iman · Year 6 Science | – | 280 | Read |
| Quek | Shi Ying · Form 2 Maths, Science | Two subjects −20 | 500 | Read |
| Kassim | Haikal · Form 3 Maths Alya · Year 4 Maths | Sibling −24 | 536 | Paid 9:31 am |
| Fernandez | Joshua · Year 4 English Leah · Year 2 English | Sibling −22 | 438 | Paid 9:48 am |
| Ramasamy | Arvin · Form 4 Add Maths | – | 360 | Delivered |
| de Mello | Celeste · Year 5 English | – | 280 | Read |
| 170 more families · every amount worked out from the classes each child takes | ||||
Parents pay from the message, in a minute.
Parents pay by online banking or card and get a WhatsApp receipt, and the student is marked as paid.
October fees
Nur Iman · Year 6 Science
Paid through Billplz. Your receipt arrives on WhatsApp, and the centre sees it straight away.
Polite reminders, then a short call list.
Unpaid families get a friendly reminder the day after the due date and another a week later.
Follow-ups · Thu 15 Oct
Replies4No reply yet10“Paid just now through the link, thank you.”
Paid RM 5009:40 am“I’ll pay cash at the counter on Saturday.”
Promised Sat 17 Oct13 Oct“Sorry teacher, will pay on Friday.”
Promised Fri 16 Oct12 Oct“Can I pay on the 20th, after salary?”
Promised 20 Oct12 OctEach part is a feature with its own fixed price, agreed before we start. See how this project was priced or get a fixed quote for yours →
Who touches the fees, and what they see.
Admin runs the month. Parents pay from WhatsApp.
- ZOAdmin · Zainon
Checks new enquiries and the few unpaid fees, instead of typing and chasing all day.
- Teachers
See their class lists, with new students added as soon as they enrol.
- Parents
Get the invoice, the reminders and the receipt on WhatsApp, and pay from their phone.
- DTOwner · Desmond Toh
Sees fees collected, still unpaid and new enrolments every evening.
- No more chasing parents one by one.
- No more matching payment screenshots.
- Everyone knows who has paid, every morning.
Invoices first, then new students.
In two phases, so fees went out from the new system before the enrolment board was added.
Fees out, and paid online
New students, without retyping
Want fees paid on time, without the chasing?
Questions about this system.
What did this project cost?
Business system, from RM 15k. Every feature had a fixed price, agreed before work started, and the first 3 months of hosting and care were included.
Do parents need to download an app?
No. Invoices, reminders and receipts arrive on WhatsApp, and the pay link opens in the phone’s browser.
Can parents still pay by bank transfer or cash?
Yes. Admin marks those as paid in one tap, and the parent still gets a receipt on WhatsApp.
Does it replace our accounting software?
No. Fees and payments go into SQL Account, AutoCount or Xero, so your accountant has everything without retyping.
Another question? Ask on WhatsAppWe reply within one working day.
Tell us how you work today.
We’ll show you what we’d build first and what it costs. Free, no obligation.
- 1
Send us a message
Pick what sounds familiar and a time. We reply within one working day.
- 2
A free 30-minute call
On WhatsApp or Google Meet. We look at how you work today.
- 3
A fixed price for every feature
Your written quote within 3 working days of the call.
Send on WhatsApp Or email sales@belcort.com · We reply within one working day.