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Madrasa fees and invoices

What you need

Time: 90 minutes for the first setup, then a few minutes a month

  • OpenMasjidOS installed, and you are signed in.
  • Your Stripe account added in Settings, if parents will pay by card.
  • Your student list, ideally as a spreadsheet.
  • What you charge, and how often.

Install it from the App Store and click Open.

Step 1 — Settings first

Open Settings and fill these in before you add anybody.

Field What to put in it
School name The madrasa's name, shown on statements.
School logo Your logo.
Currency The currency you charge in.
Stripe account for tuition Choose the account fees should reach.
Parents can sign themselves up Let parents create their own portal account.
Result:

The Payments section reports that card payments are ready.

Step 2 — Add your students

You can type them in, or bring a spreadsheet with Import CSV.

  1. Open Students.
  2. Use Import CSV and download the template it offers.
  3. Put your list into that template.
  4. Upload it, and read the preview before you confirm.
Result:

The list fills with your students, each with a Student ID the app generates.

Families form by linking siblings

There is no screen where you create a family. You link a sibling instead.

When you add a child, the app asks Sibling already enrolled? If the answer is yes, pick the brother or sister. If not, choose — no, first child in the family —.

Step 3 — Set what you charge

Open the fees area and create a fee for each thing you charge for.

Field What it does
Label What parents see, such as Tuition — Jul 2026.
Amount What it costs.
Period key Which month or term it belongs to.

Then use Assign a fee… to put it on a student, and Add another fee… where a child pays more than one.

Step 4 — Generate invoices

  1. Open Invoices.
  2. Click Generate.
  3. Check what it produced before you tell parents.
Result:

One invoice per child per period. Each shows Due, Total, Paid and Status. The household sees one combined balance.

Step 5 — Record money that did not come by card

Cash, a bank transfer and a cheque all belong in the same ledger as card payments. Otherwise your balances are wrong.

  1. Click Record a payment.
  2. Choose the child under Which child….
  3. Enter the Amount and the Method.
Result:

The balance drops. The household's total updates.

Step 6 — Give parents the portal

The Parent Portal shows a parent their children, their balance and their payment history, and lets them pay.

A parent signs up with their Child's Student ID and Your email, or asks for a setup link by email.

Result:

A parent signs in and sees My family, with Open invoices and Payment history. When nothing is owed it says All settled — thank you.

Checkpoint

One family with two children shows a single combined balance. One invoice is generated, and one parent can sign in to the portal and see it.

If something goes wrong

What you seeWhyWhat to do
Two siblings have separate balances.They were added without being linked.Edit one child and link them to the other as a sibling. The balances then combine.
Card payments are not ready.No Stripe account is chosen for tuition.Open Settings and choose one under Stripe account for tuition.
The CSV import brought in the wrong columns.The spreadsheet did not match the template.Start from the downloaded template, and read the preview before confirming.
A parent cannot sign up.Wrong Student ID, or self-sign-up is turned off.Check Parents can sign themselves up in Settings, and read them the Student ID from their child’s record.
Balances look wrong at the end of term.Cash payments were not recorded.Use Record a payment for every cash and bank payment, on the day it arrives.
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