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- Vehicle Registration (RTO)
- Features
- Fee Receipts
Fee Receipts
Record fees received against each case, confirm them when they clear and record approved refunds.
OverviewPending Fee Receipts×
Vehicle Registration (RTO) · Fee Receipts
New
Pending Fee Receipts
Confirmed waits for the fees officer
| Case | Reference | Amount | Received at | |
|---|---|---|---|---|
| CSS-48784 | RFR-316 | 470 | 05 Oct | |
| CSS-35222 | RFR-956 | 30 | 06 Oct | |
| CSS-33285 | RFR-511 | 790 | 10 Oct | |
| CSS-79313 | RFR-468 | 920 | 10 Oct | |
| CSS-92918 | RFR-845 | 930 | 01 Oct |
6 of 6 records
RFR-316Fee receipts · FR-43276
CaseCSS-48784
Amount470
Received at05 Oct
What you can do
Tie every fee to its case
Registration, transfer, permit and inspection fees are recorded against the case they pay for. Each receipt records the amount, the payment reference, the date received and a status of Pending, Confirmed or Refunded. A receipt is Pending when taken at the counter or reported by the payment gateway, and Confirmed when the money has cleared.
Keeping fees on the case lets the reviewer see that the fee is settled before deciding, and lets the office answer an applicant’s question about a payment from the case itself.
How the work is organized
- Pending until cleared. Card, transfer and gateway payments stay Pending until the Fees Officer confirms them.
- Reference on every receipt. The bank or gateway reference is kept, so a payment can be traced.
- Refunds approved by the supervisor. The Registry Supervisor approves a refund before the Fees Officer marks the receipt Refunded.
What to agree during setup
List the fees for each case type. Agree how gateway payments are matched to cases and who confirms them. Set the refund policy, such as refunds for withdrawn applications or duplicate payments, and who approves them. Agree how daily receipts are reconciled with the bank.
Check the handoff on an actual case
An applicant pays the transfer fee online. The gateway reports the payment, and a Pending receipt is recorded against the case with the gateway reference. The next morning the Fees Officer matches it to the bank statement and confirms it.
The same applicant pays twice by mistake. The second receipt is Pending with a different reference. The Fees Officer confirms it, the Registry Supervisor approves the refund, and the Fees Officer marks the second receipt Refunded once the money is returned. Both receipts and the refund stay on the case.
What your team sees
- Pending Fee Receipts — Receipts waiting to be confirmed, with case, reference and amount.
- Fee Receipt Ledger — Every receipt with amount, reference, date and status.
Follow the work through
- Application to decision: See where the fee is collected.
- Appeal and fresh review: Handle refunds when an outcome changes.
Plan the payment gateway connection before taking online payments.
What it keeps track of
Data model- Fee receipts
- Fee receipts captured against a case with confirmation status.
- Cases
- Registration, permit and enforcement cases with lifecycle status and assigned officer.
- Parties
- Applicants, owners and registered entities that submit registration cases.
Who uses it
Permissions- Fees Officer
- , Registry Supervisor, Case Officer.
- The Fees Officer records and confirms receipts.
- The Registry Supervisor approves refunds.
- Case Officer
- S check fees before a case goes to review.
Set up Vehicle Registration (RTO) your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.