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Administrators are able to issue and manage refunds for parents payments, right from their brightwheel account.

Table of Contents

Online Refunds

Administrators can refund a parent payment that was submitted online through the parent's brightwheel account. Refunding the payment will pull the funds back from the program's deposit account, and deliver them back to the parent's original payment method.

Only online payments that have fully processed can be refunded. Payments that are pending or have failed can't be refunded. The refunded amount will be delivered to the payment method that was originally used to make the payment, and can't be sent to a different card or bank account.

While there are no additional processing fees or charges incurred while refunding a payment, we are not able to refund processing fees.

  1. Login to brightwheel on the web

  2. Open the Billing tab, and select Invoices

  3. Locate the invoice that needs to be refunded

  4. Click the Options drop-down menu, and choose Manage to view the Invoice details

  5. On the right side of the Invoice details, find the payment that needs to be refunded

  6. Click Options underneath that payment, and select Refund Payment

  7. Enter in the amount to be refunded
    This will default to the full amount, but administrators have the option to enter in a partial amount for a partial refund

  8. Choose a Reason for Refund, or select Other and enter in a new reason

  9. Review the amount and reason, and click the orange Confirm Refund button

Once the refund is initiated, funds will be delivered back to the parent within 10 business days (excluding weekends and bank holidays).

Offline Refunds

If parents pay offline, such as cash or check payments, administrators can record refunds for those payments as well. Keep in mind that recording a refund for an offline payment won't actually deliver the funds back to the parent - administrators will need to give the refunded amount back to the payer, and can record this in brightwheel on the refunded invoice.

  1. Login to brightwheel on the web

  2. Open the Billing tab, and select Invoices

  3. Locate the invoice that needs to be refunded

  4. Click the Options drop-down menu, and choose Manage to view the Invoice details

  5. On the right side of the Invoice details, find the payment that needs to be refunded

  6. Click Options underneath that payment, and select Refund Payment

  7. Enter in the amount to be refunded
    This will default to the full amount, but administrators have the option to enter in a partial amount for a partial refund

  8. Choose a Reason for Refund, or select Other and enter in a new reason

  9. Review the amount and reason, and click the orange Confirm Refund button

  10. Make sure to follow up by providing the funds to the parent via cash check, or another offline payment method

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