Recording a payment

Recording a payment does not create a fee

This is the thing to get straight first. Record Payment always attaches money to an invoice that already exists. It never raises a new one.

New fees come from admission, from Renew, or from the nightly automation. If there is no invoice to pay against, renew the membership instead.

There are two places to record a payment, and they do the same job:

Where	When
Student profile — Record Payment on the fee card	You are already looking at the student
Fees page — the payment button on the invoice row	You are working through a list of people who owe money

---

From the student's profile

Open the student, find the fee, tap Record Payment. The modal opens with Total Due and the current Balance across the top.

• Amount — what you are taking now
• Mode — Cash, UPI, Card, Bank Transfer or Other
• Discount — optional, counts towards clearing the balance
• Date received — defaults to today
• Rest expected by — appears only when the payment leaves a balance, and it is required. The day the student promised to clear the rest
• Note — optional, internal only. Never shown to the parent

Tap Save Payment. The status updates itself to Partial or Paid.

---

From the Fees page

Same job, one difference worth knowing: the payment modes on this screen are Cash, UPI, Online Transfer and Bank Transfer. The Amount field is pre-filled with the full outstanding balance, so taking a full payment is one tap.

Discount, date, note and the required commit date all work exactly as above.

---

When someone pays more than they owe

Type an amount above the balance and StudioPartner stops and asks what to do with the extra. It will not guess.

• Keep it in the wallet — the surplus sits as credit against that student and comes off their next fee automatically
• Record the balance only — resets the field to the exact amount owed

A mistyped amount is caught by the same check, which is why it is a question rather than a silent save.

---

If the same payment looks like a duplicate

Record something that closely matches a payment already on the fee and StudioPartner holds the modal open and shows you the existing entry. Confirm if it is genuinely a second payment; back out if you double-tapped.

---

Fixing a payment afterwards

Expand a fee to see its Payment history. Each entry has a Remove button that reverses that one payment and nothing else — the invoice stays live and the student's status is untouched.

Do not reach for Cancel membership to undo one payment. That reverses everything on the fee. See Fixing payment mistakes for the full picture on voids, refunds and waivers.

---

Sending a receipt

Every invoice row has a WhatsApp button, and it picks the right message on its own:

• Balance still owing — a payment reminder with the amount due
• Fully paid, membership ending or ended — a renewal reminder
• Fully paid, nothing due — a payment receipt

So the same button says the right thing whether you are chasing money or thanking someone for it.

---

Referral rewards

If the student was referred by someone, their first payment triggers a one-time prompt asking how much reward to give the referrer. The reward lands in the referrer's wallet and comes off their next fee.

---

Need help?

Email support@studiopartner.app