A fee ledger and admissions platform for coaching institutes where payment discrepancies cannot slip through

Coaching institutes in India run on fragmented paper registers, disparate spreadsheets, and chaotic WhatsApp groups.

Managing fees across hundreds of students enrolled in multiple batches — each with different fee structures, discount concessions, and installment schedules — is a recipe for silent financial leakage. Parents pay through an unpredictable combination of cash at the front desk, UPI transfers directly to the owner's phone, and post-dated cheques.

When front desk staff resign or an accountant makes an unlogged edit in an Excel spreadsheet, historical payment trails disappear. Reconciling fee collections against bank accounts takes days of manual audit work every month. Unpaid balances go unnoticed until the end of the academic year, when it is too late to recover overdue fees.

Generic school ERPs do not fit: they are bloated with hostel and cafeteria modules that coaching centers never touch, yet lack what institutes actually need: fast split-installment tracking, automated WhatsApp payment links, and an enquiry-to-admission pipeline.

A purpose-built operational platform designed specifically around the daily realities of Indian tuition centers, test-prep academies, and coaching institutes.

At the foundation is an append-only, double-entry financial ledger in PostgreSQL. Fee structures, discount waivers, and payments are stored as immutable balance adjustments. An accountant cannot quietly alter a past receipt without leaving an auditable journal entry. Cash, bank transfer, and Razorpay UPI payments reconcile automatically into an institute-wide daily cashbook.

Key architectural highlights include:

• Automated WhatsApp & SMS Collections: Integrated messaging dispatches branded payment receipts and polite upcoming installment reminders to parents with direct payment links, cutting manual collection follow-ups by over 70%.
• Role-Scoped Multi-Institute Tenancy: Clean separation of privileges across Owner (with TOTP 2FA), Admin, Accountant, Front Desk, Teacher, and Admissions Counsellor. Staff teaching across two different branches switch between them in one tap without credential overlap.
• Complete Admissions Add-on: Captures inbound enquiries from Meta ads, Google forms, and walk-ins. Weighted round-robin rules distribute leads to counsellors with first-response SLA escalation. Demo classes link directly to the attendance register, and converting a prospective student to an enrolled admission happens in a single transaction.
• Hardened Reliability: Built on Fastify and Next.js with automated off-site backups, restore drills, and sub-50ms query latency under a 5,000-student load test.

FeeDesk is live, actively operated, and currently powering coaching institute workflows.

The system is deployed on an automated CI/CD pipeline with encrypted off-site backups and comprehensive operator runbooks. Coaching institute owners can explore full product capabilities, screenshots, and security documentation at feedesk.codeworth.codes.

Available for Your Institute: FeeDesk is available for coaching institutes and academies across India. Rather than commissioning a costly custom development project or struggling with generic software, institutes can onboard onto FeeDesk in 48 hours.

Codeworth handles your complete data migration: we take your existing student spreadsheets and fee structures, import them into the ledger, and train your staff.

To explore the platform or request a free 30-day trial for your institute, visit feedesk.codeworth.codes or WhatsApp Keshav directly.