Say goodbye to bank runs! U.S. providers can now deposit checks through brightwheel.
This feature is perfect for those times families hand you a physical check instead of paying directly through brightwheel.
What types of checks can be deposited? Checks from all U.S. banks can be deposited through this feature. Checks from private payers (such as Parents or Family members) can be deposited. Agency checks cannot be deposited at this time. Please visit Log subsidy payments to learn how to log an agency payment in brightwheel.
Deposit a check
Before depositing a check, be sure to sign the back and write âFor mobile deposit only.â The maximum amount you can deposit this way is $20,000. To begin, you will start the process on the web, then you will be guided to your mobile device to take photos.
Log in on the web
Go to Billing > Select an action > Deposit a check
Enter the check amount and date, then select the payer and student(s)
Scan the QR code with your mobile device camera to take photos of the check, then return to your desktop to hit Complete deposit
When depositing a check, you can apply the payment in several ways:
Split the payment among multiple students.
Apply it to the payer's oldest or newest invoices.
Don't apply it to any invoices. This will create an overpayment on the account to be used later.
Note: Only Administrators can deposit checks. At this time, staff with the Billing Only role will not have this capability.
What to expect after depositing a check
After submitting a check, the payment typically posts to your linked deposit account after 1-2 business days. In some cases, it may take longer depending on your bank's processing times.
If a check bounces (e.g., due to insufficient funds), you'll be notified and the check's status will change to "Failed."
Most checks submit successfully, but if you get an error message (e.g., "blurry image") rescan the QR code and take a new photo to fix the described issue.
Important: We recommend retaining the physical check for at least 14 days and do not deposit it at any other bank to prevent deposit issues.
View deposited checks
To view check payments deposited in brightwheel for a student, simply locate any transactions labeled with the Payment type of Payment: Check.
To view check images after depositing, we recommend reaching out to your bank directly. Most major banks will show check images.
To find check payments that were logged manually and not deposited digitally, filter for transactions labeled Offline payment: Check.
FAQs
Why did my check deposit fail?
Why did my check deposit fail?
Here are some common reasons why a check deposit might fail:
Check already deposited: The check may have already been deposited at another bank
Program is outside of the United States: Check deposits are only available for programs in the U.S.
Poor image quality: The images of the check are blurry, folded, or unreadable.
Information mismatch: The amount or date you manually entered doesn't match the check images. In this case, please contact the brightwheel Support Team to resolve this issue.
Incorrect deposit account: Your linked deposit account may not be correctly connected
How do I document check payments already deposited at my bank?
How do I document check payments already deposited at my bank?
There are two ways to document check payments from families in brightwheel:
You can take a photo of it to directly deposit it in brightwheel, or
If youâve already deposited the check physically at your bank and do not have photos, you can manually log it as payment to document it on the studentâs billing profile.
Digitally snapping a photo of the check and depositing it directly in brightwheel is quickest.
Are there service fees for depositing a check?
Are there service fees for depositing a check?
When depositing a check, service fees will apply. You will incur a service fee for the check deposited and this will be the exact same as your current ACH fee, which for the majority of programs is 0.6%, with a minimum of 25¢ and maximum of $2. At this time, it is not possible to pass the check fee onto a payer.
When will the check payment appear in my bank account?
When will the check payment appear in my bank account?
After 1-2 business days. In some cases, it may take longer depending on your bank's processing time.
Can I reverse a check deposit?
Can I reverse a check deposit?
You can return the money to the payer outside of brightwheel and then mark the payment as refunded on the studentâs billing profile in brightwheel for your records. Voiding checks deposited in brightwheel is not possible at this time.
If the deposited check was allocated to the wrong student profile(s), you can take steps to transfer the payment to another student profile without needing to cancel the check.