How St. Xavier's College Achieved 95% Fee Collection
St. Xavier's College, Mumbai, one of India's premier educational institutions, faced a significant challenge: only 65% of fees were being collected on time, with ₹50 lakhs in outstanding dues. Here's how they transformed their fee collection process and achieved a remarkable 95% collection rate.
The Challenge
With over 5,000 students across multiple programs, St. Xavier's College was struggling with:
- Manual cash collection leading to long queues and student frustration
- Lack of real-time visibility into payment status
- Time-consuming reconciliation process taking 3-4 days
- Difficulty tracking and following up on outstanding dues
- No automated reminder system for parents
- High administrative workload for the accounts team
"The Challenge"
"We were spending 60% of our administrative time just managing fee collection. The manual process was not only inefficient but also created a poor experience for parents and students." - Dr. Rajesh Kumar, Principal
The Solution: OnCampusERP
In January 2024, St. Xavier's College implemented OnCampusERP's comprehensive fee management system. The implementation included:
1. Digital Payment Gateway Integration
Multiple payment options were enabled including credit/debit cards, net banking, UPI, and digital wallets. Parents could now pay fees from anywhere, anytime.
2. Automated Reminder System
Smart reminders were configured to send notifications via SMS, email, and mobile app:
- 7 days before due date: Friendly reminder
- On due date: Payment due notification
- 3 days after due date: First overdue alert
- 7 days after due date: Final notice with late fee information
3. Real-Time Dashboard
The management team gained access to a comprehensive dashboard showing:
- Real-time collection rates by class, program, and semester
- Outstanding dues with student-wise breakdown
- Payment trends and forecasting
- Automated reconciliation reports
4. Mobile App for Parents
A dedicated mobile app allowed parents to view fee structure, make payments, download receipts, and track payment history—all from their smartphones.
The Results
Within just 6 months of implementation, St. Xavier's College saw dramatic improvements:
Fee collection rate (up from 65%)
Outstanding dues recovered
Reduction in admin time
Parent satisfaction rate
Key Success Factors
- Change Management: Comprehensive training for staff and orientation for parents
- Multiple Payment Options: Catering to different parent preferences
- Proactive Communication: Automated reminders reduced forgetfulness
- Transparency: Real-time visibility built trust with parents
- Ease of Use: Simple, intuitive interface encouraged adoption
"The Impact"
"OnCampusERP has transformed our fee collection process completely. We now have full visibility, parents are happier, and our team can focus on more strategic initiatives rather than chasing payments." - Mrs. Priya Sharma, Finance Head
Lessons Learned
St. Xavier's College's success demonstrates that digital transformation in fee collection is not just about technology—it's about improving the entire experience for students, parents, and staff.
The key takeaway: Start with a clear goal, choose the right technology partner, invest in training, and communicate transparently with all stakeholders.