How to track 'Pending Fees' by batch or course in real-time.

Know exactly who owes what, which batch has the highest outstanding, and take action before dues become bad debts—all with real-time visibility.

Cash flow is the lifeblood of any coaching institute. Salaries, rent, infrastructure—all depend on timely fee collection. Yet, most institutes operate with a dangerous blind spot: they don't know their real-time pending fees position.

At month-end, someone compiles Excel sheets from different batches, spends days reconciling, and finally produces a report—already 2-3 weeks old. By then, some parents have forgotten, some have moved, and some dues have become impossible to recover. CodePex Campus changes this with real-time pending fee tracking by batch and course. Here's how to get complete visibility and take control of your receivables.

⏱️ The Cost of Not Knowing

₹4.2L

Average monthly outstanding

For a 500-student institute

45 days

Average collection delay

From due date to payment

18%

Become bad debts

If not followed up within 60 days

📊 Real-Time Pending Fees Dashboard

In CodePex Campus, the Accounts Dashboard shows you exactly where your money is—updated every time a payment is made or a fee becomes due.

Batch-wise Pending Snapshot

Batch	Total Students	Total Fees Due (Month)	Collected	Pending	Collection %
JEE 2026 - A	48	₹9,60,000	₹8,42,000	₹1,18,000	87.7%
JEE 2026 - B	52	₹10,40,000	₹9,88,000	₹52,000	95.0%
NEET 2025 - A	36	₹7,20,000	₹5,94,000	₹1,26,000	82.5%
Foundation 11th	64	₹8,00,000	₹7,52,000	₹48,000	94.0%
TOTAL	200	₹35,20,000	₹31,76,000	₹3,44,000	90.2%

📌 Red-highlighted batches need immediate attention. NEET 2025-A has highest pending—schedule follow-up today.

🔍 Course-wise Pending Analysis

See pending fees aggregated by course to understand which programs have collection challenges:

Course	Enrolled Students	Total Receivables	Pending Amount	Collection %
JEE (All Batches)	184	₹36,80,000	₹2,94,400	92%
NEET (All Batches)	142	₹28,40,000	₹4,26,000	85%
Foundation	210	₹26,25,000	₹1,83,750	93%

Insight: NEET batches have lower collection rates—investigate if fee structure or communication needs adjustment.

👤 Student-Level Pending Details

Click any batch to see individual student pending amounts—with complete payment history and contact details for immediate follow-up.

Student Name	Parent Mobile	Total Fee	Paid	Pending	Due Date	Days Overdue
Rahul Sharma	9876543210	₹85,000	₹60,000	₹25,000	15 Feb 2025	21 days
Priya Patel	9988776655	₹85,000	₹85,000	₹0	-	Cleared
Amit Kumar	9876543212	₹85,000	₹40,000	₹45,000	1 Feb 2025	35 days

📞 Click the phone number to directly call or send a WhatsApp message from within CodePex.

⏳ Pending Fees Aging Report

Not all pending fees are equal. CodePex shows you how old each outstanding is—so you can prioritize follow-up.

0-30 days

₹2,10,000

58% of pending

31-60 days

₹94,000

26% of pending

61-90 days

₹32,000

9% of pending

90+ days

₹24,000

7% of pending

⚠️ 90+ days pending requires immediate intervention—consider calling parents or sending a formal notice.

🔔 Automated Pending Fee Alerts

CodePex can automatically notify you (and even parents) when fees cross certain thresholds:

Daily Summary

Email to director every morning: Total pending, top 5 defaulters, batches with lowest collection

Threshold Alerts

Notify when a batch's pending exceeds 20% of total fees due

Parent Reminders

Auto-SMS/WhatsApp to parents when fees are 7, 3, and 0 days overdue

📋 Available Pending Fees Reports

✓ Batch-wise Pending Summary
✓ Course-wise Outstanding
✓ Student-wise Dues (Detailed)
✓ Aging Analysis (30-60-90+ days)
✓ Collection Efficiency by Batch
✓ Defaulters List (with contacts)
✓ Fee Projections (Next 30 days)
✓ Comparison with Previous Months

🏆 Real Results from CodePex Clients

₹5.2L

Recovered in 3 months

Vidya Mandir — After implementing real-time tracking and automated follow-ups

42%

Reduction in overdue

Excel Academy — Within 60 days of using batch-wise pending dashboard

2 days

Month-end closing

Earlier took 2 weeks of manual reconciliation

⚙️ How to Set Up Pending Fees Tracking

Configure fee templates — Set up course fees, EMI options, and due dates for each batch.
Import student fee data — Use bulk import to bring in existing fee balances and payment history.
Set up automated reminders — Configure WhatsApp/SMS sequences for due dates.
Train accounts team — Show them how to access real-time dashboards and generate reports.
Review daily — Make it a habit to check the pending fees dashboard every morning.

✅ Best Practices for Pending Fee Management

Review daily, act immediately — Don't wait for month-end to see pending fees.
Prioritize by aging — Focus on 60+ days overdue first; they're hardest to recover.
Batch-level ownership — Assign each batch to a specific counselor/accounts person for follow-up.
Track reasons — Use notes to record why fees are pending (financial issues, forgot, dispute).
Celebrate improvements — When a batch's collection improves, acknowledge the team.

🇮🇳 India-Specific Insights

Data from 500+ Indian coaching institutes shows:

• Pending fees peak in March (financial year-end) and June (new admissions season)
• WhatsApp reminders have 40% higher payment response than SMS
• Institutes with real-time tracking recover 28% more overdue fees annually

Know your money. Control your cash flow.

With CodePex Campus real-time pending fee tracking, you'll never be surprised by outstanding dues again—just clear visibility and timely action.

Article length: ~1150 words • Complete guide to real-time pending fee tracking by batch and course