Fees & Payments

The Fees configuration lets you define the fee items used in your admissions process -- registration fees, tuition deposits, application fees, and more. Fees can be included in contract templates and are used for payment processing.

Accessing Fee Configuration

1. Navigate to Configuration in the sidebar.
2. Select the Fees tab.

Managing Fee Items

Adding a Fee

1. Click Add Fee in the section header.
2. Fill in the fee details in the modal:
   • Name (required) -- A descriptive name (e.g., "Application Fee", "Tuition Deposit", "Registration Fee").
   • Amount (required) -- The fee amount (e.g., 500.00).
   • Currency (required) -- The currency code (e.g., EUR, USD, GBP, RON).
   • Description -- Optional details about the fee.
3. Click Save.

Editing a Fee

1. Click the edit action on the fee row.
2. Modify the desired fields in the modal.
3. Click Save.

Activating / Deactivating Fees

Each fee has an active/inactive toggle:

• Active fees appear in contract template fee item selectors and payment options.
• Inactive fees are hidden from selectors but existing references remain intact.
• Inactive fees appear dimmed in the configuration list.

Reordering Fees

When no search filter is active:

1. Use the drag handle (horizontal lines icon) on the left side of each fee row.
2. Drag to the desired position.
3. The new order is saved automatically.
4. This order is reflected in fee selection dropdowns throughout the system.

Deleting a Fee

1. Click the delete action on the fee row.
2. Confirm the deletion.

WARNING

Deleting a fee that is referenced by contract templates or existing contracts may cause display issues. Prefer deactivating fees instead of deleting them.

Fee Table in Contracts

Fees are primarily used in the contract generation process:

1. When configuring a contract template, you select which fee items to include.
2. When a contract is generated, the selected fees are inserted as a formatted fee table in the document.
3. The {{fee_table}} variable in the DOCX template is replaced with the actual fee data.

Searching Fees

Use the search box above the fee list to filter fees by name. This is helpful when you have many fee items configured.

How Fees Are Used

Feature	Usage
Contract Templates	Select fees to include in the {{fee_table}} variable
Contract Documents	Rendered fee tables in generated PDFs
Payment Processing	Fee amounts used for payment calculations
Reporting	Revenue tracking by fee type

Best Practices

1. Use clear, descriptive names -- "Year 1 Tuition Deposit (EUR)" is better than "Deposit 1".
2. Include the period in the name -- If fees change annually, include the year (e.g., "Registration Fee 2025/2026").
3. Deactivate old fees -- When fee amounts change, deactivate the old fee and create a new one rather than editing. This preserves historical accuracy for existing contracts.
4. Set up all fees before creating contract templates -- Fee items must exist before they can be assigned to templates.

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