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Documentation Index

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Fee management in Elimu Bora is built around two concepts: billables and invoices. A billable is a reusable fee definition — think of it as a template. An invoice is the actual charge raised against a specific student (or staff member) for a given term. You define your fees once as billables, then generate invoices from them whenever needed.

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Billables

A billable captures a fee that your school charges repeatedly — for example, “Term 1 Tuition Fee”, “Lunch Fee”, or “Activity Fee”. Each billable has a name, an amount per curriculum stage, and a Recurring flag. When a billable is marked recurring, it is automatically re-applied to all relevant students at the start of each new term, saving you from recreating the same invoices manually.

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Creating a billable

1

Open the Billables list

In the left navigation, go to Finance → Billables. You will see all existing fee definitions for your school.
2

Click New Billable

Select New Billable in the top-right corner of the page.
3

Fill in the fee details

Enter the fee Name (e.g., “Term 2 Tuition Fee”). Select the Curricula this fee applies to — CBC, 8-4-4, or both. Once you select a curriculum, an amount field appears for each curriculum stage so you can set stage-specific amounts in KES.
4

Set the Recurring flag

Check Recurring if this fee should be re-raised automatically each term. Leave it unchecked for one-off charges.
5

Save the billable

Click Save. The billable is now available to attach to invoices.
Marking a fee as Recurring means you only have to define it once. When a new term opens, the system automatically creates invoices for all applicable students — no manual work required each term.

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Invoices

Once your billables are set up, you generate invoices to charge students for a specific term. An invoice groups one or more billable line items together and tracks how much has been paid and how much remains outstanding.

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Generating an invoice

1

Go to Invoices

Navigate to Finance → Invoices, then click New Invoice.
2

Select the academic year and term

Choose the Academic Year and then the Term this invoice belongs to.
3

Choose the recipient

Under Invoice For, select Student (or Teacher / Staff if applicable). Then search for and select the individual student by name or admission number.
4

Add an optional invoice label

You can add a short label such as “Term 1 2026 Fees” to give the invoice a clear header. This appears on the invoice and receipt sent to the guardian.
5

Set a due date

Choose a Due Date. The system uses this date to mark invoices overdue if payment has not been received by then.
6

Add line items

In the Line Items section, click Add line item and select a billable from the dropdown. The amount auto-fills based on the student’s curriculum stage. Add as many line items as needed.
7

Save the invoice

Click Save. The invoice is created with a status of Pending and the student’s guardian receives an automatic notification by email and in-app.
When you save a new invoice, the guardian linked to that student is notified immediately — both by email and through an in-app notification. You do not need to contact them separately.

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Invoice lifecycle

Every invoice moves through a defined set of statuses as payments come in.
The invoice has been raised and sent to the guardian, but no payment has been recorded against it. This is the starting status for all new invoices.
At least one payment has been recorded, but the full balance has not been settled. The invoice shows the remaining amount due.
The due date has passed and the invoice has not been fully paid. The system checks for overdue invoices daily at 08:00 and sends overdue reminder notifications to the guardian automatically. No manual follow-up is needed.
The system tracks the remaining balance on each invoice automatically. Every time a payment is recorded, the balance is recalculated and the status updated in real time.

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Filtering and reviewing invoices

From Finance → Invoices, you can filter the invoice list by status to get a focused view:
  • Pending — invoices with no payment recorded
  • Partial — invoices with a remaining balance
  • Overdue — invoices past their due date
  • Paid — fully settled invoices
Use these filters during fee collection periods to quickly identify which students still owe fees.