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Void payments

[For Admins + Billing Only Role] Learn how to void payments.

Audrey avatar
Written by Audrey
Updated over 2 months ago

Providers can mark a payment as either refunded or voided, depending on the situation. Here’s when to use each option:

  • Refund a payment if you gave the money back to the family.

  • Void a payment if it no longer applies, such as if you recorded it by mistake. This is recommended if you want to keep a record of the payment but no longer want it to apply to the student's balance.


Types of payments that can be voided

You can only void payments that were made and deposited outside of brightwheel, which are sometimes referred to as "offline payments" (e.g., cash payments).

You cannot void the following types of payments:

  • Checks deposited through brightwheel

  • Payments made directly in brightwheel via credit/debit card, FSA or direct bank transfer


Void a payment

If the payment has already been applied to an invoice

  1. Log in on the web

  2. Go to Billing > Students

  3. Click the student’s name

  4. Go to All Transactions > Credits & Payments

  5. Locate the payment, then click Actions > Void

If the payment has not been applied to an invoice

  1. Log in on the web

  2. Go to Billing > Students

  3. Click the student’s name

  4. Go to Current Activity > Available Credits & Payments

  5. Locate the payment, then click Actions > Void

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