Billing Accountability & Fixed Pricing

How to configure fixed fee structures to prevent staff manipulation.

Overview

Cloud Sentrics enforces billing accountability by allowing administrators to set fixed prices for all student items. Once configured, staff members cannot modify prices during registration — they can only select which items apply to each student.

This prevents revenue loss from dishonest practices where staff might undercharge students and pocket the difference.

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Setting Up Fixed Prices

Step 1: Configure Fee Structure

Go to Dashboard → Academic Settings → Fee Structure (Fixed Prices)

Set prices for:

• Registration Fee — one-time enrollment fee
• Tuition Fee — per-term academic fee
• Examination Fee — per-term exam fee
• Uniform Price — per unit
• Cardigan Price — per unit
• Notebook Price — per unit

Click Save All Settings.

Step 2: How It Works During Registration

When staff opens the Register Student form:

1. Fee fields (Registration, Tuition, Exam) are automatically filled with the configured prices
2. Fields appear greyed out and read-only — staff cannot type different amounts
3. Staff can only select which items apply (uniform size, notebook quantity, etc.)
4. Selected items are billed at the fixed price — no exceptions

Admin Override

Administrators retain full control:

• Admin can edit fee fields during registration if needed
• Admin can adjust billing records after registration
• Admin can change the fee structure at any time in Academic Settings

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Security Enforcement

Frontend Protection

• Fee fields are readOnly for non-admin users
• Fields have grey background indicating they cannot be edited
• Prices auto-populate from settings on page load

Backend Protection

• Even if someone bypasses the frontend (API manipulation), the backend overrides submitted prices with the configured values for non-admin users
• Only admin-level users can submit custom prices
• All registration actions are logged with the registering user's identity

Audit Trail

• Every student registration is logged with who registered them
• Fee structure changes are logged with admin name and timestamp
• Payment records track who recorded each payment

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Best Practices

1. Set prices before onboarding staff — configure the fee structure first
2. Review billing reports regularly — use Payment Analytics to spot anomalies
3. Limit admin access — only school owners/principals should have admin role
4. Use fee reminders — automated reminders ensure parents are aware of balances

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Permissions

Action	Admin	Staff
Configure fee structure	✓	✗
Edit prices during registration	✓	✗
Select items during registration	✓	✓
Adjust billing after registration	✓	✗
View payment records	✓	✓
Record payments	✓	✓