Reconcile every student fee payment, faster.

Fee reconciliation is the process of matching every student fee payment with the corresponding fee demand, invoice, transaction record, settlement, and bank credit.

It confirms that the amount charged, the amount paid, the amount processed by the payment partner, and the amount settled into the institution’s bank account are consistent.

Accurate fee reconciliation helps schools, colleges, universities, coaching institutions, and other educational organisations identify mismatches, prevent revenue leakage, maintain correct student ledgers, and produce reliable financial reports.

Collexo automates fee reconciliation by connecting student fee records with payment transactions, gateway responses, settlements, refunds, reversals, and bank-level collection data.

Every payment is matched against the relevant student, invoice, fee head, instalment, academic session, campus, payment method, transaction reference, and settlement record.

Collexo classifies transactions by status, identifies unmatched or incomplete records, and presents exceptions to finance teams for resolution. This replaces manual matching across payment gateway dashboards, bank statements, ERP exports, and spreadsheets.

Collexo matches the complete set of records involved in an institutional fee transaction.

These include:

• Student and payer records
• Fee structures and fee demands
• Invoices and instalments
• Online and offline payment records
• Payment gateway transaction responses
• Bank and settlement references
• Gateway charges and applicable deductions
• Refunds and transaction reversals
• Duplicate or excess payments
• Outstanding student balances

This creates a traceable connection between what the institution billed, what the payer paid, what the payment partner processed, and what the institution ultimately received.

Yes. Collexo reconciles fee payments collected through multiple digital and offline payment methods.

These include UPI, credit cards, debit cards, net banking, dynamic QR codes, bank transfers, EMI, payment links, recurring payment mandates, cash, cheque, demand draft, NEFT, RTGS, and other institution-configured modes.

Collexo brings these payment records into one reconciliation workflow and connects each transaction with the correct student, invoice, fee head, and settlement record.

Collexo tracks each transaction from payment initiation through processing, settlement, and final reconciliation.

Finance teams view the transaction amount, payment method, payment partner, transaction date, settlement date, settlement reference, applicable deductions, net settled amount, and bank account receiving the funds.

Collexo also identifies transactions that remain unsettled, settle partially, settle late, or differ from the expected amount, giving finance teams clear visibility into settlement status and exceptions.

Collexo compares fee records, transaction responses, settlement files, refunds, reversals, and bank-related data to identify reconciliation discrepancies.

It flags exceptions such as:

• Successful payments without matching fee records
• Fee records without corresponding payments
• Failed or pending transactions
• Unsettled or partially settled transactions
• Settlement amount mismatches
• Duplicate payments
• Unidentified bank transfers
• Refunds not reflected in the student ledger
• Reversals or chargebacks requiring action
• Incorrect student or invoice mapping

Each exception remains visible until it is investigated and resolved, creating an auditable reconciliation process.

Collexo tracks failed, pending, reversed, refunded, and disputed transactions as distinct payment states.

A failed or pending payment does not incorrectly close the student’s invoice or outstanding balance. A reversal or refund is linked back to the original transaction, invoice, fee head, and student ledger.

This ensures that the student’s financial record reflects the actual outcome of the transaction rather than the initial payment attempt.

Yes. Collexo reconciles offline fee payments alongside online transactions.

Offline modes include cash, cheque, demand draft, NEFT, RTGS, bank transfer, direct bank deposit, and point-of-sale collections.

Authorised users record the payment against the relevant student, invoice, fee head, academic period, and payment reference. The transaction then moves through the institution’s configured verification, approval, and reconciliation workflow.

Collexo provides finance and reconciliation reports across the complete fee collection lifecycle.

These include:

• Collection reports
• Transaction-level reconciliation reports
• Settlement reports
• Payment method reports
• Gateway-wise collection reports
• Bank account-wise settlement reports
• Failed and pending transaction reports
• Unmatched transaction reports
• Refund and reversal reports
• Outstanding dues reports
• Student ledger reports
• Campus, programme, and entity-level reports

Reports remain connected to the underlying student, invoice, transaction, settlement, and payment status rather than existing as isolated transaction summaries.

Yes. Collexo provides continuously updated visibility into fee collections, transaction status, settlements, outstanding dues, refunds, reversals, and reconciliation exceptions.

Finance teams view collections by campus, programme, fee head, payment method, payment partner, bank account, academic session, and date range.

This reduces dependency on manually consolidated reports and gives institutional teams a current view of fee operations and financial exceptions.

Yes. Finance teams export transaction, collection, settlement, exception, refund, reversal, outstanding dues, and student ledger reports from Collexo.

These exports support internal reviews, audit preparation, accounting workflows, compliance reporting, management reporting, and further financial analysis.

Filters allow teams to generate reports by date, campus, legal entity, programme, fee head, payment method, gateway, settlement status, and transaction status.

Yes. Collexo reconciles fee collections across multiple campuses, branches, schools, colleges, departments, and legal entities.

Each campus or entity operates with its own fee structures, invoices, payment journeys, bank accounts, settlement rules, user permissions, and reports.

Central finance teams receive consolidated visibility across the group while retaining campus-wise, entity-wise, bank-wise, and transaction-level detail.

Yes. Collexo integrates reconciliation data with ERP platforms, Student Information Systems, CRM platforms, admission systems, finance applications, and accounting software.

Integrations exchange fee demands, invoices, payment status, receipts, settlements, refunds, reversals, student balances, and accounting entries through APIs, webhooks, secure file exchange, scheduled synchronisation, and other supported methods.

This keeps institutional systems aligned while Collexo operates as the financial system of record for fee collections and payments.

Automated fee reconciliation removes repetitive transaction matching and gives finance teams a structured exception-led workflow.

It reduces manual errors, accelerates settlement verification, improves student ledger accuracy, shortens month-end closure, strengthens audit readiness, and makes discrepancies easier to identify and resolve.

Instead of spending time consolidating gateway reports, bank statements, and institutional records, finance teams work from one reconciled source of financial truth.

A payment gateway reconciliation dashboard primarily shows transactions and settlements processed through that gateway. Collexo reconciles the complete institutional financial workflow around those transactions.

Collexo connects each payment with the student, invoice, fee head, instalment, academic session, campus, settlement, refund, reversal, and outstanding balance.

It also consolidates payments across multiple gateways, payment methods, offline channels, bank accounts, campuses, and institutional systems. This makes Collexo the financial system of record for fee collections rather than another isolated payment dashboard.

Educational institutions use Collexo because it connects fee management, collections, settlements, reconciliation, student ledgers, and financial reporting through one unified system.

Collexo gives finance teams transaction-level traceability, automated matching, settlement visibility, exception management, multi-campus reporting, and integration with institutional systems.

As the Operating System for Fee Collections and Payments, Collexo creates a reliable financial system of record for the complete institutional fee lifecycle.