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How to create a payment

Learn how to create and send a payment in less than 3 minutes.

Intended for
Everyone
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All plans
Reading time
2 minutes
Last updated
31st May 2025

How to Create a One-Time Payment in Qualy

Managing student payments doesn’t have to be a juggling act. Whether you’re handling tuition, insurance, visa fees—or all three—Qualy gives you the tools to manage it in just a few clicks.

This guide walks you through how to create a single payment in Qualy (not an installment plan—that’s covered in another article).


Step 1 – Click “Create New Payment”

  • From your Qualy dashboard, hit “Create New Payment.”

  • You’ll be prompted to choose a student.

    • If the student is already in your contact list, just select them.
    • If not, click “Create New Contact” to add them on the spot.

👉 Tip : You can also search by name, email, or student ID to speed things up.


Step 2 – Add Payment Items and Amounts

Now you’re inside the payment editor. This is where you add each fee or item that makes up the total amount.

  1. Click “Add Item” .
  2. Enter the name (e.g., “Enrollment Fee,” “OSHC,” “Material Fee”).
  3. Add the amount for each item.
  4. Repeat for each fee you want to include.

📝 Note : If your account has default fees saved, some of these fields might already be filled in. You can update your default payment templates later in your settings.


Step 3 – (Optional) Set a Due Date

If you want the payment to be due in the future:

  1. Find the “Due Date” field.
  2. Click and choose the date from the calendar.

Pro tip : If the payment is due immediately, you can leave this blank.


Step 4 – (Optional) Apply Taxes

If your region or school requires tax to be added:

  1. Scroll to the “Tax” toggle.
  2. Turn it on and enter the tax amount or percentage.

⚠️ If you’re unsure about local tax rules, check with your finance team before enabling this.


Step 5 – Choose Where the Money Goes (Pay a Supplier)

This part is crucial for agents handling tuition on behalf of schools.

  1. Scroll down to “Pay a Supplier.”
  2. Select the school or institution that should receive the bulk of the payment.
  3. Add your commission amount under “Commission” .

Qualy will automatically calculate:

  • How much goes to the school.
  • How much you keep as your commission.

📌 Important : You can select which items go to the supplier and which ones don’t. For example, maybe OSHC is handled by another provider—you can untick it.


Step 6 – Review the Breakdown

Before saving:

  • Double-check the Total Amount Sent to Partner (the school).
  • Confirm your Commission is correct.
  • Review all itemized charges.

🎯 This review step helps prevent errors—especially when multiple people are involved in the billing chain.


Step 7 – Attach Any Documents (Optional)

If you have supporting documents like:

  • Offer Letters
  • Invoices
  • ID Scans

…you can attach them here.

  1. Click “Attach Documents.”
  2. Upload your files from your device.

Step 8 – Save the Payment

Once everything looks good:

  1. Click “Save.”
  2. You’ll see a confirmation message that the payment has been created.

Need to tweak something later?

  • Just find the payment in your dashboard.
  • Click “Edit Payment” and make your changes.

Recap – What Just Happened?

Here’s what you accomplished:

✔️ Created a one-off payment for a student ✔️ Included all the necessary fees ✔️ Directed part of the payment to a supplier (like a school) ✔️ Kept your commission, without extra math ✔️ Attached documents for transparency ✔️ Saved the whole thing with just a few clicks


Bonus: Why This Matters

Look, the back-and-forth of managing student payments manually? It gets old fast. You’ve got better things to do—like supporting students or building relationships with schools.

Qualy helps you:

  • Avoid payment confusion
  • Track commissions clearly
  • Send money where it’s supposed to go (automatically)

Less admin, fewer mistakes, and no more copy-pasting amounts into spreadsheets.


What’s Next?

Want to set up a recurring or installment-based payment instead? 👉 Check out our Installment Plan Guide here

Or, if you’re curious about setting default fees to save even more time? 👉 Here’s how to do that

Frequently asked questions.

  • You can create both! This guide focuses on creating a single payment, but if you're looking to set up installments, Qualy supports that too—check out the Installment Plan guide for the full breakdown.

  • No worries—you can create a new contact during the payment process. Just click “Create New Contact” when prompted, fill in the student’s details, and continue as usual.

  • Nope. Due dates are completely optional. If the payment is expected immediately, you can leave the field blank. But if you want to give the student a few days, feel free to set one.

  • This is especially useful for agents. If you're collecting a payment from a student but need to forward most of it to a school or university—minus your commission—this feature handles that for you.

  • You just input your commission, and Qualy will automatically subtract it from the amount sent to the school or supplier. You can even see a full breakdown of what’s being kept and what’s being forwarded.

  • Absolutely. Just untick the items—like OSHC or material fees—that you don't want Qualy to send to the supplier. You’re in full control of what goes where.

  • You can attach offer letters, invoices, IDs, or any supporting documents. This helps keep everything organized and transparent between you, the student, and the institution.

  • Yes, you can. Just click “Edit Payment” from your dashboard, make the necessary changes, and save again. No need to start from scratch.

Prefer doing this via the Qualy API?

Head over to our developer docs for everything you need—endpoints, examples, and simple how-tos.

View API Docs