Loading…
Loading…
Fee records on paper and in department spreadsheets, for more than 3,000 students. Acube built the college one system for its fees and accounts.
Free, no-obligation consult — just a real person.
Client
A college's fee office carries a lot. Each course and semester has its own fee structure, every payment needs a receipt, and at any moment someone will ask who still owes what. When those records live in paper registers and in separate spreadsheets kept by each department, the answers take days to compile — and mistakes in who has paid are easy to make and hard to find.
That was the situation at Sree Chitra Thirunal College of Engineering (SCTCE) in Thiruvananthapuram. Records were kept in paper registers and files and in spreadsheets per department, reports for management were slow, and there were fee tracking errors.
Acube built SCTCE custom web software for fees and accounts: fee structures per course and semester, collection and receipts, dues and defaulter lists, and accounts and ledger reports, used by faculty and the administration office to handle the fees of more than 3,000 students. The college's fee records are now in one system. Acube supported it for a period after launch; the project was delivered before 2019.
In business since
Clients served
ERP projects
Work by referral
| Client | Sree Chitra Thirunal College of Engineering (SCTCE) |
| Location | Thiruvananthapuram, Kerala, India |
| Industry | Higher education — engineering college |
| Engagement | Custom web software for fees and accounts; supported for a period after launch |
| Scale | Fees for more than 3,000 students |
| When | Before 2019 |
The college's fee records were spread across paper and departments, which made them slow to use and easy to get wrong.
Fee records were kept by hand.
Each department kept its own sheets, with no single source.
Figures had to be compiled manually.
It was hard to be sure who had paid and who owed.
The cost of staying as-is: in a fee office, an error in who has paid is an awkward conversation with a student who already did — or money the college never collects.
A fees and accounts system built around how an engineering college charges and collects fees.
| Capability | What it gives you |
|---|---|
| Fee structure per course / semester | Fees defined by course, year and semester, so each student is charged the right amount. |
| Collection & receipts | Every payment recorded, with a receipt. |
| Dues & defaulter lists | Who owes what, available on demand. |
| Accounts & ledger reports | Income and ledger reports for the accounts office and management. |
| Used by faculty and administration | Staff across the college work from the same records. |
| Custom-built | Software built by Acube around SCTCE's fee rules. |
SCTCE didn't give us a measured figure, so we are not quoting one. The change it named:
The system starts with the fee structure. Once each course and semester's fees are defined in the software, every charge, payment and receipt is recorded against them. That is what makes dues and defaulter lists possible: the system knows what each student should pay and what they have paid.
Because faculty and administration work in one system, there is no longer a separate spreadsheet in each department to reconcile, and ledger reports come from the same records as the receipts. Building it as custom software meant it follows SCTCE's own fee rules rather than forcing them into a generic template. Acube supported the system for a period after launch. We have built software for other Kerala colleges too — see Cochin Technical College — and 70% of our work comes by referral.
A fees and accounts system like SCTCE's is worth considering when:
Fee records are kept on paper or in departmental spreadsheets.
and are hard to apply consistently.
You can't produce a dues list quickly.
Management reports are compiled by hand.
cause problems with students.
If that sounds like your college, start with your fee structure: the courses, the semesters and the categories. Everything else is recorded against it.
See what it would cost — Answer a few plain questions about how you work, and see a real figure.
Fees and accounts: fee structures per course and semester, collection and receipts, dues and defaulter lists, and accounts and ledger reports.
The fees of more than 3,000 students.
Faculty and the administration office.
Custom web software built by Acube.
Yes. Dues and defaulter lists are part of the system.
Yes, for a period after launch.
Get a clear plan, an honest timeline, and a fixed scope. Talk to a real expert today — whether or not you work with us.
or write to info@acube.co
Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011