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Aging, arrears & reminders

Knowing who owes what, and for how long, is half of running school finance. EduPrime gives you a 30/60/90-day aging report, staged dunning levels, and automated reminders by email and SMS. This page also covers a fair suspension policy so chasing fees never becomes chasing children out of class without process.

Where to find it — App drawer → Fees & Finance → Dashboard → Outstanding Aging.
Parent reminders and announcements
Automated fee reminders reach parents on the same channel as school announcements.

The 30/60/90 aging report

Open Fees & Finance → Reports → Aging. Every outstanding balance is bucketed by how long it has been due.

BucketMeaningTypical action
CurrentDue this term, not yet overdueGentle reminder
1–30 daysRecently overdueFirst reminder (SMS)
31–60 daysPersistentSecond reminder + call
61–90 daysSerious arrearsFormal letter, meeting
90+ daysAt-risk debtEscalation / payment plan

Filter the report by class, stream or boarder status to see where arrears concentrate, and export it for the board or finance committee.

Dunning levels

Dunning is the staged sequence of reminders that escalate as a balance ages. EduPrime ships sensible defaults you can edit under Configuration → Reminder Levels:

  1. Level 1 – friendly SMS a few days after due date.
  2. Level 2 – firmer email + SMS at 30 days, with the statement attached.
  3. Level 3 – formal letter at 60 days requesting a meeting or plan.
  4. Level 4 – final notice at 90 days; triggers your suspension policy review.
Tip — Tune the wording per level. A warm tone at Level 1 keeps goodwill; reserve formal language for Level 3+. The whole sequence is editable, so adapt it to your community.

Automated email & SMS reminders

Reminders run on a schedule so no family slips through.

  1. Enable Automated reminders under Configuration.
  2. Map each dunning level to a template (email and/or SMS) using merge fields for child name, amount and balance.
  3. Set the run schedule (e.g. every Monday morning).
  4. EduPrime evaluates each family’s aging bucket and sends the matching level – once per cycle, never spamming.
Important — Exclude families on an active payment plan or with an approved bursary from reminders. Chasing a parent who is paying exactly as agreed destroys trust. EduPrime suppresses reminders for accounts in good standing on a plan – confirm that rule is on.

Suspension policy

Suspension – sending a child home over fees – is a last resort and often regulated. EduPrime supports a documented, fair process rather than an automatic cut-off.

  1. A balance reaching 90+ days flags for review, not automatic suspension.
  2. The bursar and head review the case, the dunning history and any hardship.
  3. If suspension proceeds, it is recorded with a reason and date, and the family is notified in writing.
  4. An offer of a payment plan should accompany any suspension notice.
Important — Never let the system auto-suspend on a date alone. Always require human review and always offer a payment plan first – both for fairness and because many education authorities forbid summary exclusion over fees.
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