Tuition fee register format (free Excel + Hindi guide)
Published 2026-10-09
A fee register only has one job: tell you, at a glance, who has paid for which month and what is still owed. Most registers fail at the second half. A tick mark says "paid", but it can't say "paid ₹1,000 of ₹2,000".
Below is a format that handles full payments, part payments and old balances. You can copy it into a notebook, print it, or download it as an Excel or CSV file.
The ten columns
| Column | Why it is there |
|---|---|
| Student name | One row per student per month. |
| Parent phone | The number you send reminders and receipts to. |
| Batch | Class, subject or timing - useful when one parent asks about two children. |
| Month | Write it as 2026-10 so the sheet sorts correctly. |
| Fee due (₹) | What was agreed for that month. |
| Amount received (₹) | What actually came in. Can be less than the fee. |
| Date received | The day you saw the money, not the day the parent said they sent it. |
| Mode | Cash, UPI, bank transfer. |
| Balance (₹) | Fee due minus amount received. This is the column that stops money slipping. |
| Notes | Agreed extensions, part-payment plans, receipt sent. |
An example month
Asha Verma | 98765xxxxx | 10A | 2026-10 | 2000 | 2000 | 2026-10-05 | UPI | 0 | receipt sent Rohan Iyer | 98989xxxxx | 12S | 2026-10 | 3000 | 1000 | 2026-10-08 | Cash | 2000 | rest by 20th (agreed) Kavya Nair | 98111xxxxx | 10A | 2026-10 | 2000 | 0 | | | 2000 | reminded 6 Oct
The Balance column turns three different situations into one number you can act on. Rohan's family is not "paid" - they owe ₹2,000, with an agreed date.
Download the template
Free, no signup: fee register (Excel .xlsx) or fee register (CSV). Delete the example row before you start.
Want it on paper? Open the Excel file, select the columns, and print with "Fit all columns on one page" turned on. Landscape works best for ten columns.
Three rules that keep any register honest
- Write the amount, not a tick. ₹1,000 is information; ✓ is a guess.
- Never overwrite a balance. If a family pays the rest later, add a new line for the new payment. Then you can always see what happened and when.
- Check the register once a month, on a fixed day. The 5th works for many tutors: late enough for most payments, early enough to remind without awkwardness.
हिंदी में: फीस रजिस्टर कैसे बनाएं
हर बच्चे के लिए हर महीने एक लाइन लिखें। कॉलम: बच्चे का नाम, अभिभावक का फ़ोन, बैच, महीना, तय फीस, मिली रकम, तारीख, तरीका (नकद/UPI), बाकी रकम और नोट।
सबसे ज़रूरी कॉलम "बाकी रकम" है। अगर किसी ने ₹2,000 में से ₹1,000 दिए, तो सिर्फ़ ✓ न लगाएं - ₹1,000 बाकी लिखें। बाकी रकम बाद में मिले तो पुरानी लाइन न बदलें, नई लाइन जोड़ें।
ऊपर दिया Excel या CSV टेम्पलेट मुफ़्त है; उसे डाउनलोड करके सीधे इस्तेमाल कर सकते हैं।
When a register stops being enough
A register shows who owes you. It doesn't remind anyone. If you find the register is accurate but the reminders don't happen, that is the gap a fee tracker fills.
FeeSathi imports this same template file (rows for one student are merged, and the Balance column becomes their previous balance), shows who owes first, and prepares a WhatsApp reminder you send yourself. You can download everything back to Excel at any time.
See who owes you, send a polite WhatsApp reminder with your UPI ID, and keep everything in an Excel file you can download. No signup, no app to install.
Create my free tutor page