You can request a payment from a family before they enroll. For example, if you charge a $75 tour fee, you can request it from the lead's profile, and the family receives an email with a link to pay online. You'll see when it's paid right in the lead drawer, so there's no need to track down checks or follow up by phone.
đ Not seeing brightwheel CRM in your account? New schools see it automatically, while existing schools need to opt in. Learn how to opt in.
Request a payment from a lead
When you request a payment, the family receives an email with a link to complete their payment. The fee shows as unpaid in the lead drawer until they pay.
Log in on the web
In the sidebar menu, click CRM > Leads
Click the lead to open the lead drawer
Select Request fee
Enter the fee type details and optionally send a payment request email
Click Request payment
đĄ Tip: Adding a due date helps families know when to pay. It's optional, so you can leave it blank.
What families see
Families open the email, select Complete payment, and enter their payment details. They don't need a brightwheel account. A service fee may apply, and families can see the details at checkout. After they pay, they see a confirmation and receive a receipt by email.
Track fees
Open the lead drawer from CRM > Leads to see each fee and its status. When a family pays, the fee updates to paid and the payment appears in the lead's History.
Void fees
If you requested the wrong amount or no longer need the fee, you can void it. Voided fees show as voided in the lead's history. You can then request a new fee with the correct amount.
Log in on the web
In the sidebar menu, click CRM > Leads
Click the lead to open the lead drawer
Scroll down to the fee and hit Void
Find lead payments in your reports
You can find payments from leads in your reports, but it won't appear in Billing pages since those only show active students. Lead payments also don't link to student profiles since the child isn't enrolled yet.
We recommend starting with the Payments & credits report.
Steps to view lead payments
Log in on the web
Go to Billing > Reports > Payments & credits report
Under Payer type, select Prospect payers
Hit Apply
Review the payments, including the child's name and who paid
How to find prospective payers across other reports
Most reports show private payers by default. Select All payers to see everything, and Prospect payers to see only payments from leads.
FAQs
What happens if I need to change the fee amount?
Void the original request and send a new one with the correct amount.
Why don't I see lead payments in my billing pages?
Billing shows enrolled students only. Find lead payments in your reports using the Prospect payers filter.