5 Reasons why CoFee stands out from other ERP systems for school fee management
It’s the end of the month, and the school office is busy handling accounts.
The admin team is drowning in paperwork trying to record payments, and several reminders sent through email have gone unanswered. Meanwhile, parents are calling to confirm fee deadlines, and trying to make last-minute payments, only to find that the systems are either down or too slow.
Many schools and educational institutions in India use ERP systems to manage various administration activities. However, when it comes to fee management, these systems often require parents to log in and navigate through complex payment sections. The details provided on such systems are overwhelming, and parents find it difficult to get what they are looking for.
If you run a school or work on the admin team, you might be wondering how to tackle this issue. Right?
Well, this blog is here to introduce you to the ultimate solution - CoFee.
Automate your
fee collection today.
Top reasons CoFee holds an upper hand over other ERP systems for schools in 2025
What is a school ERP system?
ERP (Enterprise Resource Planning) systems are software platforms used to handle various tasks like admissions, attendance, and fee collection in one place.
Why is CoFee the better choice for school fee management?
ERPs offer a bundle of features like attendance tracking, examination management, library systems, and fee management. But let’s face it - many of these features go unused, making the system unnecessarily complex and hard to navigate.
CoFee, on the other hand, focuses on what matters most: simple fee management and a real-time attendance tracker. CoFee also ensures reminders are sent in a non-intrusive way, keeping communication smooth and professional without creating stress. It’s user-friendly and eliminates the need for parents to install apps or remember passwords.
And there’s more! Let us show you why CoFee is your one-stop solution. Keep reading!
1. Easy, flexible and secure payments
Traditional school management ERP systems often require parents to install apps and navigate through multiple confusing steps to make payments. Moreover, payment security can sometimes be a concern due to outdated encryption protocols.
Here’s how CoFee makes it easy and secure for all:
For parents
No App Installation: Parents can receive and make payments directly through WhatsApp - no extra app to manage.
Secure Transactions: Payment details are fully encrypted, ensuring that all transactions are safe and secure.
For schools
Multi-User Access: CoFee allows different users like admins, and users including teachers to access the system based on their role, ensuring smooth collaboration.
Class and Batch Groups: Admins can create specific groups for different classes or batches, making it easier to manage fees for each group separately.
Get CoFee Now!
Collect—Remind—Track.
Simplify fee collection with a single platform.
2. No unanswered emails, no awkward conversations, but payment reminders via WhatsApp
School ERP systems in India rely heavily on emails or manual calls for fee reminders, leading to ignored messages or uncomfortable conversations with parents. CoFee, as always, takes a different approach by sending payment reminders through WhatsApp and SMS - channels that any layman would check regularly.
Let’s all agree that WhatsApp has been the most engaged platform in recent years. Research on WhatsApp user statistics says that it is the most used messaging app globally, with more than 2 billion active users and India leads the pack with over 596.6 million active monthly users.
It’s pretty much evident from the above statistics that using WhatsApp for fee reminders could benefit your school at large. CoFee uses this advantage of WhatsApp to send reminders along with the payment link. As a result, there would be no unseen emails, the admin staff wouldn’t have to call parents and remind them about the fee, and most important of all - payments on time.
How does CoFee make this happen?
Let’s walk through how CoFee uses WhatsApp to manage fee collection:
1. Setting up groups
The admin sets up different class groups and adds students’ fee structure on a monthly, termly, or annual basis. CoFee also lets schools customize reminders, sending them days or weeks before the due date to ensure parents have enough time to pay.
2. Student onboarding
When a new student joins the school, the admin team inputs the student's details into the relevant class group. Along with essential information, the parent’s WhatsApp number is added to the system. This creates a direct communication channel for fee-related updates.
3. Sending automated WhatsApp reminders
As the due date nears, CoFee automatically sends WhatsApp reminders to parents with fee details, due dates, and a payment link. No calls or emails are needed - just simple, timely, and effective reminders.
3. Multiple payment modes increase convenience
Many ERPs for school management systems offer limited payment options, which may not suit all parents. Also, handling cash payments remains a hectic process for the admin team.
Do you want to know how CoFee solves this problem?
CoFee lets you offer multiple payment options to parents including UPI, wallets, net banking, or even a credit/debit card. It’s that simple with CoFee. For parents who prefer to make offline payments, CoFee lets the admin mark cash payments in the system, ensuring everything stays updated.
With so many options, CoFee ensures that every parent finds a payment method that works for them. No more long queues, unnecessary delays, or complicated processes - just quick, convenient, and stress-free fee payments!
4. Pay fees in three clicks with zero charges on small payments
Traditional ERP systems have complicated payment steps that can annoy parents, especially for small payments, which may include extra fees. Well, CoFee does this in three simple clicks.
Wondering what those three magic clicks would be? Here we go:
Click 1: Tap the payment link in the WhatsApp message.
Click 2: Review payment details
Click 3: Choose your preferred payment method - GPay, credit card, debit card, net banking, or wallet and complete payment.
It’s quick and effortless.
5. Instant invoices on WhatsApp
With other ERP systems, parents usually struggle to download receipts and keep track of previous payments. Sometimes receipts are lost, which makes it further difficult for both parents and the accounts team.
That’s where CoFee makes life easier. Right after making a payment, parents can instantly download their invoices directly from WhatsApp - no digging through emails or searching for paper copies. It's quick, convenient, and yes, eco-friendly too!
And for the admin team? It’s just as effortless. With CoFee, they can easily access and resend any invoice from the app whenever needed, ensuring parents always have their payment records at hand.
No more waiting, no more stress - just easy, instant access to all the payment details!
Automate your
fee collection today.
CoFee vs. Other ERP Systems
| Features | CoFee | Other ERP Systems |
|---|---|---|
| Ease of Use | No app download required; accessible via WhatsApp | Requires parents to install apps/create accounts on the portal |
| Payment Reminders | Automated WhatsApp & SMS reminders for fees | Sent via email, which is often missed |
| Payment Methods | Multiple options: GPay, wallets, net banking, credit/debit cards, and cash | Limited payment modes and often outdated options |
| Invoice Management | Instant invoices via WhatsApp; easily downloadable | Invoices are usually accessible only via portals or email |
| User Roles & Grouping | Role-based access for admins, teachers, and fee managers; creates groups for classes/batches | Limited or rigid role management makes it harder to organize |
| Accessibility & Security | Highly secure transactions; parents can pay directly through links | Requires logins for payments; site traffic can jam the portal |
| Setup & Customization | Easy setup for fee structures, reminders, and schedules | Setup can be time-consuming and less flexible |
Conclusion: Why CoFee is your next smart choice
Managing fees doesn’t have to drain your time and energy. With CoFee, schools can streamline the entire process - from sending reminders to accepting payments and sharing invoices - all in one place.
CoFee isn’t just software; it’s a smarter way to handle fee collection. It saves time, reduces hassle, and keeps everyone - from parents to the school management - on the same page.
So, why wait? Switch to CoFee today and simplify fee management system for your school!
Get CoFee Now!
Collect—Remind—Track.
Simplify fee collection with a single platform.
FAQs
1. Can we set different fees for different students in the same class?
Absolutely! CoFee is designed to cover all possible use cases, including this one. Whether it's for different economic sections or specific needs, the app allows you to assign unique fee structures to individual students within the same class or batch.
2. Can we manage multiple classes or batches with CoFee?
Yes, CoFee makes it easy to manage multiple classes or batches seamlessly. You can assign unique fee structures, schedules, and other details to each class or batch, ensuring efficient and organized administration.
3. Is it possible to track overdue fees for specific students?
Without a doubt, CoFee’s filters help to track overdue fees on a per-student basis. With detailed insights and reminders, you’ll always know which payments are pending and can follow up accordingly.
4. Does CoFee support fee installment options?
Definitely! CoFee supports installment-based payment options, enabling you to create flexible payment plans for students or parents who may need them. This feature ensures ease of access and affordability for all.
