A dojo charges ₹2,500 a month and ₹800 when a student grades. A dance academy charges batch fees and costume money before the annual day. A cricket academy collects kit + tour cash on a different date from the season fee.

If you dump all of that into one “fee” column, two things break: the monthly overdue list starts lying, and parents argue “maine costume de diya, monthly kyun pending?”

This guide is for Indian coaching centres and skill academies (yoga, dance, music, martial arts, art, sports) that collect extra money on top of a recurring fee — without buying a school ERP.

What counts as a one-time fee?

Anything that is not the monthly / package cycle:

Academy	Typical extra charge	When it is due
Martial arts / karate	Belt grading, uniform / gi	Exam week — not the 1st of the month
Dance	Costume, annual day, registration	Before the show, not with batch fee
Sports / cricket	Kit, jersey, tournament / tour	Before selection or travel
Art / craft	Material kit, workshop	First class or workshop weekend
Music	Exam / grade fee, instrument rent	Board or Trinity date
Coaching / tuition	Admission, test series	Join date or exam window

Rule: if mixing it with monthly due would make “overdue” wrong, it is a one-time fee.

Why Excel fails here

One cell cannot hold “monthly pending ₹2,500 + costume ₹1,200 paid half.”
WhatsApp reminders then sound like you are chasing the wrong amount.
PDF proof is missing — parents screenshot UPI and you still fight in April.

How TutorPe tracks extra charges (without breaking monthly fees)

On any student you can add a one-time fee — grading, costume, kit, material, exam, admission. Labels follow your academy type (dojo sees grading; dance sees costume).

Collect fully or in parts, cash or UPI, on its own date
Monthly due date, overdue list, and WhatsApp fee reminders stay as they were
Each collection gets its own PDF receipt with your logo

Coaching centres that never add extra charges see no change to mark-paid or overdue. This is optional.

Vertical pages: martial arts, dance, sports, art, music.

FAQ

Will a costume payment clear the monthly overdue?

No. One-time fees are tracked separately. That is the point — so “paid costume” cannot hide an unpaid month.

Can parents pay extra charges in two UPI parts?

Yes. Part payments work the same way as monthly fees, with a receipt for each collection.

Is this free?

Yes. Sign up at tutorpe.in/register — no credit card. Related: pause & membership expiry and sibling fees on one parent phone.

One-Time Fees vs Monthly Fees: Grading, Costume, Kit & Admission (India 2026)