This resource outlines what the primary payer role is and how it helps ensure you always get paid.
What is the primary payer role?
In brightwheel, there are two payer types: primary and other. Each student can only have one primary payer listed and as many additional payers as needed.
By default, all invoices are automatically assigned to the primary payer unless charges are manually split or specifically assigned to another payer.
All payers can see and pay a child’s invoices directly, but any unpaid balances become the primary payer’s responsibility. As a result, the primary payer’s account will show all posted invoices—even those assigned to others—in their current balance.
If the primary payer has autopay enabled, they are automatically charged their balance on the next due date (excluding invoices assigned to others). They can also manually pay invoices not assigned to them.
Who can be the primary payer?
All student contacts including Parent, Family and Approved Pickup are able to be added as the primary payer, with the exception of Emergency Contacts.
How do I assign the primary payer?
By default, the first Parent contact added will be listed as the primary payer on a student's billing account. Family and Approved Pickup contacts will need to be added manually.
If you don't manually assigned a primary payer, the role is automatically given to a payer who meets one of these additional criteria:
Current auto-payer
Only payer with a payment method on file
First parent to sign up
Who can add & remove primary payers?
Only a program Administrator or staff with the Billing Only permissions can change the primary payer on a student’s billing account.
Parents and Payers cannot update the primary payer on a student's billing account. Payers need to contact their program administrator for assistance with changing the primary payer.
If you assign a new primary payer, all past invoices will be assigned to the new primary payer. You can take steps to Change the Primary Payer as needed.
Is a primary payer required?
Yes, we've designed brightwheel to always require a primary payer. This plays a crucial role in avoiding confusion and ensuring you always get paid.
Can I add multiple primary payers?
At this time, only one contact can be listed as the primary payer to make it clear who is ultimately responsible for unpaid bills. However, you can assign multiple payers to split bills, so each payer is assigned their specific portion!