Once you've added a subsidy agency's contact information and added them as a payer, you can set up billing plans and charges assigned to that subsidy agency.
This resource outlines how to create invoices for agencies that you can log payments against in the future.
Note: Agencies cannot make payments directly through brightwheel and do not receive text or email notifications when an invoice is posted.
This means providers will need to create invoices via bill plans or one-time charges, then manually log payments made by agencies and apply the payment against these invoices.
Methods for creating invoices for agencies
There are multiple methods for creating invoices and tracking subsidy payments depending on the program's need:
Billing plans | This is helpful if programs are receiving regularly scheduled subsidy payments. A separate bill plan can be created just the agency, or a bill plan that splits charges between families and agencies. |
One time charges | This is a helpful way to create one-off charges for agencies that may not recur on a regular frequency. |
Create a one time charge for agencies
Providers can create one-off agency charges for subsidies that may not recur on a regular frequency.
Log in on the web
Go to Billing > Select an Action > Add a one-time charge
Select a student and the charge(s)
Next to the charge, select Actions > Assign payers
Choose the agency, then click Save > Create Invoice to finish
Create a billing plan for agencies
Once you've added an agency's contact information and added them as a payer on the student(s) billing account - it's time to set up a billing plan. You can set up multiple billing plans for agencies.
Log in on the web
Go to Billing > Subsidies, then select the agency
Click the Students tab on the agency profile
Next to the student, click Create plan
Add charges, select the agency as the payer and any other payers, then click Create plan when done
Note: When creating the billing plan, anything can be selected in the field, When should payers receive invoices? We will not send invoices directly to the agency at this point in time.
💡 Tip: Create bill plan templates for agency charges that do occur regularly for easier and more efficient tracking!