How to follow up overdue invoices using the Aging Cliff

1. Open the Student Fee dashboard

Open Inkwelly → Student Fee from the left sidebar. The dashboard is the default landing page under OVERVIEW. The hero shows Total Collected, Outstanding, Collection Efficiency and Reconciliation Readiness, and below that sit Money Flow, Today Pulse, Cheque Pipeline, Collector Leaderboard, Aging Cliff, and Defaulters Heatmap. Scroll to the Aging Cliff tile — it sits on the right side of the dashboard with a TrendingDown icon and a View all link.

2. Read the Aging Cliff buckets

The Aging Cliff shows six bars from top to bottom: 0-7d, 8-15d, 16-30d, 31-60d, 60-90d and 90+d. Each bar carries the number of students with at least one outstanding invoice in that bucket and the total outstanding amount in compact rupees (₹4.2L, ₹85k, and so on). The colour shifts from green for 0-7d to red for 60-90d and 90+d so the cliff edge is visible at a glance. The strip at the bottom of the tile shows the school-wide totals — students with outstanding and total outstanding.

3. Click a bucket to open the matching defaulters

Click the 8-15d bar (the firm-reminder bucket most schools work first) or any other bucket the office wants to chase today. Inkwelly opens the Fee Profiles page filtered to outstanding students in that days-past-due band. The Defaulters Heatmap tile to the left of the Aging Cliff serves the same purpose at class level — every cell is a class-and-bucket pair, and the colour intensity shows where the cliff is steepest. Click a hot red cell (for example Class 8A in the 31-60d bucket) to land on the same defaulters list filtered by both class and bucket.

4. Switch to Invoices and pick the Overdue tab

Click Invoices in the left sidebar under COLLECTION. The Invoices page shows four KPI cards — Total Invoices, Pending, Overdue, Paid — and inline status tabs below: All, Pending, Overdue, Partial, Paid. Click Overdue. Inkwelly filters the table to every invoice whose due date has passed and whose balance is still positive. Use the search box to find a specific student or the All Classes filter to narrow by class if you started from a bucket and want only that class.

5. Open an overdue invoice and click Send to Parent

Click the invoice number in the table to open the invoice detail page. The header carries three action buttons on the top right — Collect, Send to Parent, and PDF. Click Send to Parent. Inkwelly opens the Send to Parent dialog with the student photo, the invoice summary (Total, Balance Due) and a channel picker. The same dialog opens from the table row action Send Invoice — both paths lead to the same channel picker. For batches, work the list in pairs of office staff: one walks the Overdue table, the other opens each invoice in a new tab and sends.

6. Pick the channel, customise the note, and click Send

The channel picker shows four tiles — WhatsApp, SMS, Email and App Push. WhatsApp is the highest open-rate channel for Indian parents and uses a TRAI-registered template; SMS is the most reliable fallback when the parent has no smartphone or WhatsApp; Email suits parents who prefer a paper trail; App Push reaches parents who already have the Inkwelly parent app installed. Tick one channel for the gentlest 0-7d reminder, two for a firmer 8-15d nudge, or all four for a 60-90d critical reminder. Optionally edit the message note, then click the big Send CTA at the bottom of the dialog.

7. Track delivery on the invoice activity

After the toast confirms the reminder is queued, scroll down the same invoice detail page to the Communications and Activity sections. The Communications section lists every reminder sent for this invoice with the channel, the recipient, the timestamp and a delivery status pill — Queued, Sent, Delivered, Read or Failed. The Activity section adds the audit-trail entry the office can show during an account review. The school-wide reminder log lives under the Communications module if you need to verify many invoices at once.