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Fees & payments

Fee follow-up that runs on schedule, not on memory

Generate instalment plans in seconds, let students pay online, and let Academywise send every reminder, overdue notice and notice of intention to cancel at the right time, exactly once.

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Illustration of the Academywise interface with sample data.

The problem

Chasing fees is slow, awkward and inconsistent

  • Instalment plans are built in spreadsheets and re-typed into invoices.
  • Reminders go out when someone remembers, so some students get three and others none.
  • Card payments arrive without a reliable link to the student record.

With Academywise

Schedule, remind, collect, receipt

A fee schedule generator splits course fees into instalments and adds enrolment, material and resource fees to the first. Notices follow a fixed ladder, and online payments are confirmed by Stripe before they reach the ledger.

Capabilities

What fees & payments includes

Items labelled Needs your account or In development are explained on the feature status page.

  • Instalment generator

    Split course fees into weekly, monthly or three-monthly instalments using 17 standard fee categories or your own.

  • Payments & receipts

    Record itemised and partial payments with sequential receipt numbers and emailed PDF receipts, showing who recorded each payment.

  • Credit notes

    Raise credit notes for credit transfer and RPL units with dynamic allocation.

  • Needs your account

    Online payments with Stripe

    Students pay in full, the next instalment or any amount from $10, from the portal or a public payment page verified by student ID and date of birth.

  • Reminder, overdue & NOIC ladder

    Reminders 14, 7 and 1 day before due; overdue notices 1, 7 and 14 days after; a notice of intention to cancel at 21 days. Each notice is recorded before sending, so none is sent twice.

  • Appeals & extensions

    Students request an appeal or extension from the portal, up to three per enrolment. Approving an extension moves the due date and restarts the ladder.

Workflow

How it works in practice

  1. 01

    Generate

    Build the instalment plan when the student becomes current.

  2. 02

    Remind

    Notices go out automatically before and after each due date.

  3. 03

    Collect

    Students pay online, or staff record payments and receipts.

  4. 04

    Resolve

    Appeals and extensions are decided on the student's Finance tab.

Benefits

Why it matters

  • 01

    No duplicate notices

    Each notice is unique per instalment, stage and due date.

  • 02

    A trustworthy ledger

    Online payment records are written only after Stripe confirms the payment.

  • 03

    Fair and consistent

    Every student gets the same notices on the same timeline, and overdue notices pause while an appeal is pending.

Want to see fees & payments with your own scenarios?

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FAQ

Fees & payments: common questions

Still have a question? Ask us directly.

Are online payments applied to instalments automatically?

Online payments are recorded in the ledger as soon as Stripe confirms them. Allocating them against specific instalments is currently done by staff. Automatic allocation is on the roadmap.

Can we change the notice wording?

The standard wording is a starting point to review with your compliance team before go-live. International students may need a longer response period under the National Code.

Can agents see their students' fees?

Agents can see their students' fee schedules and payments as read-only.

Guides

Read more

Related

Works hand in hand with

Student portal

Students see their course, timetable, results and fees, pay online, update their details and complete surveys.

Explore student portal

International students

Passport, visa and OSHC tracking, a PRISMS 14-day variation register, ESOS attendance warnings and GS-gated CoEs.

Explore international students

Admissions & enrolment

A guided online application, document requests, assessments and e-signed offers: one pipeline from applicant to current student.

Explore admissions & enrolment

See Academywise with your own workflows in mind

Book a guided demo. Tell us how you run admissions, delivery and compliance today, and we'll show you the parts of Academywise that matter to you.

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  • Walkthrough tailored to your modules
  • Discuss migration from your current system
  • Clear status on every feature