Managing school fees can be a complex task, but with ERP•AI, you can create a customized school fee management software solution in just a few steps—without any coding!

Here’s how I built a School Fees Collection & Tracking Software using ERP•AI.

Step 1: Getting Started

Sign In & Describe Your Needs

• Sign in – Enter your email and verify your account.
• Describe Your Needs – Simply type what your software should do in natural language.
• Submit & Let AI Work – Hit 'Enter,' and ERP•AI gets to work.

Prompt Used:

Create a School Fees Collection & Tracking Software for small schools that can easily manage fee payments, track outstanding balances, and generate simple reports. It should be intuitive and user-friendly, with access for administrators, finance staff, and parents/students.

Key Features:

User Roles Admin: Set up school details and fee structure, and view reports. Parents/Students: View outstanding fees, make payments, and see payment history.

Student & Fee Management Add student profiles (Name, Grade, Contact Info). Assign fee structure to each student (e.g., regular fee, scholarship). Generate invoices automatically based on the fee structure.

Payment Processing Allow parents to pay fees online (simple payment options like PayPal, or bank transfer). Track payments and mark fees as paid. Generate receipts for payments.

Step 2: Build Your App in a Few Clicks with ERP•AI

• Review and confirm the AI’s analysis of your requirements.
• Expand to see the AI's breakdown of your prompt.
• Review, finalize edits (if any), and confirm to generate the app.

ERP•AI instantly generates your app with the specified features—just like in the demo!

Key Modules of the App

• Masters: Stores core data like students, fee types, and transactions, ensuring consistency.

• Roles & Permissions: Defines user roles (e.g., Cashier, Parent) and controls access to prevent unauthorized actions.

• Tables & Views: Structures data storage and provides user-specific views (e.g., "My Payment History" for Parents).

• Synthetic Records: Generates sample data for testing workflows before live deployment.

• Dashboard Widgets: Displays real-time metrics like transactions, revenue, and unpaid fees for quick insights.

• Report Templates: Automates financial reports (e.g., ‘Monthly Revenue breakdown’) for tracking and compliance.

Step 3: Refining the Software with ERP•AI’s Agents

Step 3.1: Modifying the App Structure (Edit App Agent)

To enhance the app, I added a discount column for scholarships:

• Open the Edit Agent.

• Modify the data structure with the following prompt: Add a column for ‘Discount’ in the Fee Structure Table.
• Confirm changes.

ERP.AI successfully implements the modification.

Step 3.2: Defining & Updating User Roles (Roles Agent)

I refined access permissions using the Roles Agent:

• Open the Roles Agent.

• Modify access levels with instructions like:Limit the Cashier’s permissions to only view, create and update records.
• Review and confirm changes.

ERP.AI enforces the updated permissions accordingly.

Step 3.3: Onboard Members with the Invite Agent

With roles set up, I invited a parent using the Invite Agent:

• Open the Invite Agent.

• Enter email ID and assign role.Invite john.doe@mail.com as a Parent with access to view only his child’s fees and payment history.
• Send invitation.
• The parent receives an email invitation instantly.

Step 3.4: Customize Insights with the Dashboard Agent

To enhance data visualization, I used the Dashboard Agent:

• Access the Dashboard Agent.

• Modify KPIs by prompting:Create a widget to display the number of students with unpaid fees.
• Save changes—the dashboard updates automatically.

Step 3.5: Input Real-Time Data with the Record Agent

Using the Record Agent, I entered student data in real time:

• Open the Record Agent and select the relevant table.

• Add a new student record:Add a new student record for Alex Green, Grade 5, with contact info.
• Confirm and save.

The data is instantly updated in the system.

Step 4: Testing your App

After creating the application, test and refine it to match your business needs. This step ensures filters, roles, and automation work correctly before deployment.

Enhancing Fee Structure Visibility

During testing, I noticed there was no way to track active vs. inactive fee structures. To address this:

• Added a "Status" column (Active/Inactive) in Fee Structure Masters

• Integrated this Status filter into Active Fee Assignments under Views, ensuring only active structures are displayed.

Why this matters?

When a student enrolls or disenrolls from a course, their fee structure updates dynamically. For instance, a part-time undergraduate student won’t have sports fees included in their structure if it doesn’t apply to them.

This keeps fee management accurate and hassle-free.

Refining Roles & Permissions

To enhance security and efficiency, I adjusted role-based access:

Accountant – View-only access to tables, but can view, create, and update in Active Fee Assignments & My Payment History.

Front Office Staff – Removed table access; granted View-only for Active Fee Assignments, My Payment History, and My Student Fees.

Fee Coordinator – Can create and update columns in tables and has view, create, and update access in Views.

Step 5: Implementing Automations (Automation Workflows)

To streamline operations, I set up Automation Workflows in ERP•AI:

When a Transaction is created, its status automatically updates to "Pending" until processed.

This iterative approach ensures a seamless, role-based, and automated fee management system for better accuracy and control.

Conclusion

With ERP•AI, creating a fully functional School Fees Collection & Tracking Software is effortless. Using simple AI-powered tools, I built and customized an app with automated workflows, role-based access, real-time data entry, and intuitive dashboards—no coding required!

Ready to streamline school fee management? Get started with ERP•AI today!