Part 3: Payment & Attendance Tracking - Master Core Operations

Master payment collection, automated reminders, attendance tracking, and verification processes for efficient business operations.

By PaySensei Team Last updated: Jun 28, 2025

Part 3 of 4

Payment & Attendance Tracking
Core Operations

~8 min read

💰 Master Payment & Attendance Operations

The heart of your business automation. Learn to track payments efficiently, set up automated reminders, manage attendance, and handle verification processes.

By the end of this section, you'll have a fully automated payment collection system and comprehensive attendance tracking in place.

What You’ll Master in Part 3

Core Operations Mastery

Track and verify student payments efficiently

Handle offline payments and manual entries

Payment Tracking & Collection System

Monitor all student payments from your centralized dashboard with real-time updates and comprehensive tracking:

View and manage all payments across your batches

💳 How Payment Collection Works

PaySensei offers two payment collection methods based on your account setup:

🏦 Online Payments (Bank Account Linked)

Automatic Reminder
System sends WhatsApp reminder on due date

Direct Payment
Student clicks link and pays via Razorpay gateway

Automatic Confirmation
Payment routes to your bank account instantly

Records Updated
System automatically updates and stops reminders

📱 Offline Payments (No Bank Account)

Automatic Reminder
System sends WhatsApp reminder on due date

Manual Payment
Student pays via UPI and submits payment proof

Manual Verification
You review and approve payment proof

Confirmation
System updates records and stops reminders

Payment Dashboard Features

🔍

Advanced Filtering

Filter by batch, student, or date range
Search specific payment amounts
Sort by payment status
Export filtered results

🔔

Smart Notifications

Instant payment confirmations
Overdue payment alerts
Daily summary reports
Custom notification settings

Automated Payment Reminder System

⏰ Smart Reminder Schedule

PaySensei's intelligent reminder system starts on the due date and continues every 5 days until payment is received:

First Reminder
Due date reminder sent

Follow-up
First overdue reminder

+10

Continued
Second overdue reminder

+15

Ongoing
Continues every 5 days

WhatsApp Integration Features

📱

Professional Reminders

Students receive well-formatted payment reminders via WhatsApp with all necessary details.

Batch name and fee amount
Payment due date
Your UPI ID for payments
Instructions for payment proof

🔄

Automatic Follow-ups

System continues sending reminders every 5 days until payment is received and verified.

Escalating reminder intensity
Customizable message templates
Automatic stop on payment
Grace period management

Automatic payment reminders sent to members

💡 Reminder Optimization: The 5-day advance notice gives students time to arrange payments, while regular follow-ups maintain gentle pressure without being intrusive.

Payment Verification System

✅ Streamlined Verification Process

Efficiently review and approve student payment submissions:

📸 Payment Proof Submission
Students submit screenshots of completed UPI transactions, bank transfers, or other payment methods.

🔍 Quick Review
Review payment proofs from your dashboard with all transaction details clearly visible.

✅ One-Click Approval
Approve valid payments instantly with a single click, automatically updating all records.

❌ Rejection Management
Reject incorrect payments with automatic notifications and continued reminder scheduling.

Verification Best Practices

🔍

What to Verify

Payment amount matches fee
Transaction date is recent
Your UPI ID is the recipient
Transaction status shows "Success"

❌

Common Rejection Reasons

Incorrect payment amount
Blurry or incomplete screenshots
Wrong recipient details
Failed or pending transactions

Offline Payment Management

Record and verify offline payments from members

Reports and Analytics

📊 Data-Driven Decisions: Use PaySensei's comprehensive reporting to understand payment patterns, identify at-risk students, and optimize your business operations.

Available Reports

�

Payment Reports

Monthly revenue summaries
Outstanding payment lists
Collection rate analysis
Payment method breakdown

�

Student Reports

Individual payment history
Attendance records
Student performance metrics
Parent communication logs

Congratulations! You’re Ready for Part 4

🎉 Core Operations Mastery Complete!

You've mastered the essential payment and attendance tracking features. You can now:

✅ Automate payment collection with smart reminders
✅ Efficiently verify and track all payments
✅ Handle offline payments and manual entries
✅ Generate insightful reports and analytics

Next: Master communication features and advanced PaySensei capabilities!

Quick Reference

Payment Collection Flows:

🏦 Online Payments (Bank Account Linked):

📱 Automatic WhatsApp reminder on due date
💳 Student clicks link and pays via Razorpay gateway
✅ Payment routes to your bank account instantly
🔄 System automatically updates and stops reminders

📱 Offline Payments (No Bank Account):

📱 Automatic WhatsApp reminder on due date
💰 Student pays via UPI and submits payment proof
✅ You review and approve payment proof
🔄 System updates records and stops reminders

Reminder Schedule:

Day 0: First reminder (due date)
Day +5: Follow-up (first overdue reminder)
Day +10: Continued (second overdue reminder)
Day +15: Ongoing (continues every 5 days until paid)

Payment Types:

💳 Online UPI payments | 💵 Cash payments | 🏦 Bank transfers | 🧾 Digital receipts

Part 3 of 4 - PaySensei User Guide | View All Parts

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