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Manage issued credits

[For Admins + Billing Only Role] Learn how to adjust a credit amount, remove it from an invoice and void it.

Audrey avatar
Written by Audrey
Updated today

With brightwheel, managing student billing credits is simple.

If a payer overpays, you can leave the credit to apply to the next invoice or issue a refund. If you created a credit by mistake, you can void it. Credits can be voided if you issued them and they haven’t been applied to an invoice.


Adjust a credit amount

If you manually issued a credit, you can increase or decrease the total amount. The credit amount cannot be edited if the credit was added because a payer made a one-time payment online, or because you deposited a check through brightwheel.

  1. Log in on the web

  2. Click Billing from the sidebar > Students tab > Click a student's name

  3. Jump to the Available credits & payments tab

  4. Next to the credit, click Actions > View/Edit

  5. Once you change the amount, select Save & apply


Remove credits from invoices

If you no longer want a credit applied to a invoice or need it applied elsewhere, you can unapply it. Unapplied credits will appear under the student's Available Credits & Payments tab, ready to be applied to another invoice or automatically applied to the next one for the primary payer.

Note: Unapplying a credit is not the same as a refund, and it won’t return funds to the payer's original payment method.

  1. Log in on the web

  2. Select Billing from the sidebar > Students tab > Click the student's name

  3. Jump to the All transactions tab

  4. Next to the credit, select Actions > View/Edit

  5. Locate the credit in the invoice, then click Actions > Unapply


Remove credits you manually issued

If you manually issued a credit and it hasn’t been applied to an invoice, you will only be able to void the credit to remove it. Voiding the credit removes it from the billing profile without refunding it to the payer’s account.

Note: If the credit was added because a payer made a one-time payment online or you deposited a check through brightwheel, the credit cannot be voided and must be refunded, applied to an open invoice, or unapplied if it should no longer apply to an invoice.

  1. Log in on the web

  2. Select Billing from the sidebar > Students tab > Click the student's name

  3. Jump to the Available credits & payments tab

  4. Next to the credit, click Actions > Void


Refund credits

If you don't believe the payer should have paid the extra amount that resulted in the credit, you can issue or record a refund. Visit Refund a payment for steps.

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