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Learn how to implement a complete school fee collection system using Yabetoo. This guide covers tuition payments, installment plans, multiple fee types, and parent notifications.

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Overview

Educational institutions need payment solutions to handle:
  • Tuition fee collection
  • Registration and enrollment fees
  • Exam and certification fees
  • Installment payment plans
  • Multiple students per family
  • Payment receipts and reporting

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Architecture

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Implementation

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1. Define Fee Structure

Set up your school’s fee categories: 
// fee-structure.ts
export interface FeeType {
  id: string;
  name: string;
  amount: number;
  category: 'tuition' | 'registration' | 'exam' | 'materials' | 'other';
  mandatory: boolean;
  academicYear: string;
}

export const FEE_STRUCTURE: Record<string, FeeType[]> = {
  'primary': [
    { id: 'tuition-primary', name: 'Tuition Fee', amount: 150000, category: 'tuition', mandatory: true, academicYear: '2024-2025' },
    { id: 'registration', name: 'Registration Fee', amount: 25000, category: 'registration', mandatory: true, academicYear: '2024-2025' },
    { id: 'exam-fee', name: 'Exam Fee', amount: 15000, category: 'exam', mandatory: true, academicYear: '2024-2025' },
    { id: 'materials', name: 'School Materials', amount: 35000, category: 'materials', mandatory: false, academicYear: '2024-2025' }
  ],
  'secondary': [
    { id: 'tuition-secondary', name: 'Tuition Fee', amount: 250000, category: 'tuition', mandatory: true, academicYear: '2024-2025' },
    { id: 'registration', name: 'Registration Fee', amount: 35000, category: 'registration', mandatory: true, academicYear: '2024-2025' },
    { id: 'exam-fee', name: 'Exam Fee', amount: 25000, category: 'exam', mandatory: true, academicYear: '2024-2025' },
    { id: 'lab-fee', name: 'Laboratory Fee', amount: 20000, category: 'materials', mandatory: true, academicYear: '2024-2025' }
  ]
};

​
2. Student Fee Management

Create a system to track student fees: 
// student-fees.ts
import Yabetoo from '@yabetoo/sdk-js';

const yabetoo = new Yabetoo(process.env.YABETOO_SECRET_KEY!);

interface StudentFeeAccount {
  studentId: string;
  studentName: string;
  class: string;
  level: 'primary' | 'secondary';
  academicYear: string;
  totalDue: number;
  totalPaid: number;
  balance: number;
  payments: Payment[];
}

async function getStudentFeeAccount(studentId: string): Promise<StudentFeeAccount> {
  const student = await db.students.findById(studentId);
  const fees = FEE_STRUCTURE[student.level];
  const payments = await db.payments.findByStudent(studentId);

  const totalDue = fees
    .filter(f => f.mandatory)
    .reduce((sum, fee) => sum + fee.amount, 0);

  const totalPaid = payments
    .filter(p => p.status === 'succeeded')
    .reduce((sum, p) => sum + p.amount, 0);

  return {
    studentId: student.id,
    studentName: `${student.firstName} ${student.lastName}`,
    class: student.class,
    level: student.level,
    academicYear: student.academicYear,
    totalDue,
    totalPaid,
    balance: totalDue - totalPaid,
    payments
  };
}

​
3. Create Fee Payment

Allow parents to pay fees: 
async function createFeePayment(
  studentId: string,
  feeIds: string[],
  parentInfo: { firstName: string; lastName: string; phone: string; email?: string }
) {
  const student = await db.students.findById(studentId);
  const fees = FEE_STRUCTURE[student.level].filter(f => feeIds.includes(f.id));

  const totalAmount = fees.reduce((sum, fee) => sum + fee.amount, 0);

  const intent = await yabetoo.payments.create({
    amount: totalAmount,
    currency: 'XAF',
    description: `School fees for ${student.firstName} ${student.lastName}`,
    metadata: {
      studentId,
      studentName: `${student.firstName} ${student.lastName}`,
      class: student.class,
      academicYear: student.academicYear,
      feeIds: feeIds.join(','),
      feeDetails: JSON.stringify(fees.map(f => ({ id: f.id, name: f.name, amount: f.amount }))),
      parentPhone: parentInfo.phone,
      parentEmail: parentInfo.email,
      type: 'school_fee'
    }
  });

  // Store pending payment
  await db.pendingPayments.create({
    paymentIntentId: intent.id,
    studentId,
    feeIds,
    amount: totalAmount,
    parentInfo
  });

  return intent;
}

​
4. Installment Payment Plans

Support payment in installments: 
interface InstallmentPlan {
  id: string;
  name: string;
  installments: number;
  schedule: { dueDate: Date; percentage: number }[];
}

const INSTALLMENT_PLANS: InstallmentPlan[] = [
  {
    id: 'full',
    name: 'Full Payment',
    installments: 1,
    schedule: [{ dueDate: new Date('2024-09-01'), percentage: 100 }]
  },
  {
    id: 'trimester',
    name: 'Trimester Plan (3 payments)',
    installments: 3,
    schedule: [
      { dueDate: new Date('2024-09-01'), percentage: 40 },
      { dueDate: new Date('2024-12-01'), percentage: 30 },
      { dueDate: new Date('2025-03-01'), percentage: 30 }
    ]
  },
  {
    id: 'monthly',
    name: 'Monthly Plan (10 payments)',
    installments: 10,
    schedule: Array.from({ length: 10 }, (_, i) => ({
      dueDate: new Date(2024, 8 + i, 1), // September to June
      percentage: 10
    }))
  }
];

async function createInstallmentPlan(
  studentId: string,
  planId: string,
  totalAmount: number
) {
  const plan = INSTALLMENT_PLANS.find(p => p.id === planId);
  if (!plan) throw new Error('Invalid installment plan');

  const installments = plan.schedule.map((schedule, index) => ({
    studentId,
    installmentNumber: index + 1,
    totalInstallments: plan.installments,
    amount: Math.round(totalAmount * (schedule.percentage / 100)),
    dueDate: schedule.dueDate,
    status: 'pending'
  }));

  // Save installment plan to database
  const savedPlan = await db.installmentPlans.create({
    studentId,
    planId,
    totalAmount,
    installments
  });

  return savedPlan;
}

async function payInstallment(installmentId: string, parentInfo: any) {
  const installment = await db.installments.findById(installmentId);
  const student = await db.students.findById(installment.studentId);

  const intent = await yabetoo.payments.create({
    amount: installment.amount,
    currency: 'XAF',
    description: `Installment ${installment.installmentNumber}/${installment.totalInstallments} - ${student.firstName} ${student.lastName}`,
    metadata: {
      studentId: installment.studentId,
      installmentId,
      installmentNumber: installment.installmentNumber,
      type: 'installment'
    }
  });

  return intent;
}

​
5. Webhook Handler

Process payment confirmations: 
app.post('/webhooks/yabetoo', async (req, res) => {
  const event = req.body;

  if (event.type === 'payment_intent.succeeded') {
    const { metadata, amount } = event.data;

    if (metadata.type === 'school_fee') {
      // Record payment
      await db.payments.create({
        studentId: metadata.studentId,
        amount,
        paymentIntentId: event.data.id,
        feeIds: metadata.feeIds.split(','),
        status: 'succeeded',
        paidAt: new Date()
      });

      // Update student account
      await updateStudentBalance(metadata.studentId);

      // Generate and send receipt
      const receipt = await generateReceipt(event.data);
      await sendReceiptByEmail(metadata.parentEmail, receipt);
      await sendReceiptBySMS(metadata.parentPhone, receipt.summary);

      // Notify school administration
      await notifyAdministration(metadata.studentId, amount);
    }

    if (metadata.type === 'installment') {
      await db.installments.update(metadata.installmentId, {
        status: 'paid',
        paidAt: new Date(),
        paymentIntentId: event.data.id
      });

      // Check if all installments are paid
      await checkInstallmentPlanCompletion(metadata.studentId);
    }
  }

  res.json({ received: true });
});

​
6. Receipt Generation

Generate official payment receipts: 
interface PaymentReceipt {
  receiptNumber: string;
  date: Date;
  studentName: string;
  studentId: string;
  class: string;
  academicYear: string;
  fees: { name: string; amount: number }[];
  totalAmount: number;
  paymentMethod: string;
  transactionId: string;
}

async function generateReceipt(paymentData: any): Promise<PaymentReceipt> {
  const receiptNumber = `REC-${Date.now()}-${Math.random().toString(36).substr(2, 9).toUpperCase()}`;

  const receipt: PaymentReceipt = {
    receiptNumber,
    date: new Date(),
    studentName: paymentData.metadata.studentName,
    studentId: paymentData.metadata.studentId,
    class: paymentData.metadata.class,
    academicYear: paymentData.metadata.academicYear,
    fees: JSON.parse(paymentData.metadata.feeDetails),
    totalAmount: paymentData.amount,
    paymentMethod: 'Mobile Money',
    transactionId: paymentData.id
  };

  // Save receipt to database
  await db.receipts.create(receipt);

  return receipt;
}

​
7. Reporting Dashboard

Track fee collection progress: 
async function getFeeCollectionReport(academicYear: string) {
  const students = await db.students.findByAcademicYear(academicYear);

  const report = {
    academicYear,
    totalStudents: students.length,
    totalExpected: 0,
    totalCollected: 0,
    collectionRate: 0,
    byClass: {} as Record<string, { expected: number; collected: number; students: number }>,
    overdueAccounts: [] as any[]
  };

  for (const student of students) {
    const account = await getStudentFeeAccount(student.id);

    report.totalExpected += account.totalDue;
    report.totalCollected += account.totalPaid;

    // Group by class
    if (!report.byClass[student.class]) {
      report.byClass[student.class] = { expected: 0, collected: 0, students: 0 };
    }
    report.byClass[student.class].expected += account.totalDue;
    report.byClass[student.class].collected += account.totalPaid;
    report.byClass[student.class].students += 1;

    // Track overdue accounts
    if (account.balance > 0) {
      report.overdueAccounts.push({
        studentId: student.id,
        studentName: account.studentName,
        class: student.class,
        balance: account.balance
      });
    }
  }

  report.collectionRate = (report.totalCollected / report.totalExpected) * 100;

  return report;
}

​
Payment Flow

1

Parent Accesses Portal

Parent logs into the school portal and views their child’s fee account.
2

Select Fees to Pay

Parent selects which fees to pay (full amount or specific items).
3

Choose Payment Plan

Parent selects full payment or installment plan if available.
4

Enter Payment Details

Parent enters their mobile money number (MTN or Airtel).
5

Confirm Payment

Parent confirms the payment on their mobile phone.
6

Receive Receipt

Parent receives an official receipt via email and SMS.
7

Account Updated

Student’s fee account is updated automatically.

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Best Practices

Send automated reminders before installment due dates (7 days, 3 days, 1 day before).
Implement sibling discounts for families with multiple children enrolled.
Consider grace periods before applying late payment penalties.
Support scholarship and financial aid deductions from total fees.

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SMS Notification Templates

const SMS_TEMPLATES = {
  paymentReceived: (data: any) =>
    `School Fee Payment Received. Amount: ${data.amount} XAF for ${data.studentName}. Receipt: ${data.receiptNumber}. Balance: ${data.balance} XAF.`,

  installmentReminder: (data: any) =>
    `Reminder: Installment ${data.number} of ${data.total} (${data.amount} XAF) for ${data.studentName} is due on ${data.dueDate}. Pay via school portal.`,

  overdueNotice: (data: any) =>
    `Notice: Outstanding balance of ${data.balance} XAF for ${data.studentName}. Please settle to avoid service interruption.`
};

Hosted Checkout

Use hosted checkout for simpler integration

Webhooks

Set up payment notifications