How to create a payment

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