How to create a payment

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.