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Each student on the roster will have a Student Billing Account page. This is a great at-a-glance page to understand what a specific student owes and what actions have been taken by the administrators and the parent contacts. The majority of actions taken against a student’s billing account will impact the student’s account balance.
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Impact of Transactions
Certain actions or transactions made by administrators or parent contacts impact the student’s account balance in ways that may not always seem intuitive. Each transaction type and how it affects the total balance of a student’s account are listed below, be sure to reference the articles that specifically detail the correct usage of these transaction types.
Charges - During each statement period, administrators can add charges to a student’s upcoming statement at any time. This will not impact the student’s balance until the end of the billing period and the statement posts to the student’s account. At that time, the total balance due will increase. In addition, an administrator can send an immediate one-time charge, unlike adding to a student’s statement, this will immediately be posted to the student’s billing account and increase the account balance.
Discounts - Discounts can be applied to a specific charge while either adding or editing a charge item. Discounts can be added to any charge as a one-off instance or recurring by adding the discount to the student’s billing plan. Discount must be applied prior to the statement or charge posting to the student’s account. A discount reduces the student’s account balance.
Payments - Payments toward a balance will reduce the total balance due. Please note that payments are not directly tied to a specific statement, but rather the account balance as a whole. Any past due balance will be reduced first.
Account Credits - Billing Account Credits may be used to track vacations or other reasons that an administrator may need to reduce the student’s total account balance.
Reduction Adjustments - In instances that a line item that was charged to the student’s billing account was more than it should have been, administrators have the ability to adjust a posted transaction down, this will reduce the student’s account balance.
Voided Transactions - Line items that were charged in error can be voided after it has posted to the student’s billing account. This will reduce the student’s account balance.
Refunds - By itself, a refund increases the total balance due: by refunding funds back to the payer, a payment is reversed, which means the total balance due goes up. In many cases, administrators will use refunds in conjunction with credits, voids, or reduction adjustments to modify or reduce a previous charge. If the refund and adjustment are for the same total amount, then there will be no impact on the student’s total balance due.
Total Balance Due
The Total Balance Due is located in the upper left, navy-colored box. The number seen here is the total amount of all posted charges and payments on the student’s account. This includes any past due balances. When autopay is enabled, this full total balance due will be charged on the next due date.
Total Past Due
This is the box located directly next to the Total Balance Due box. When there are no past due charges, this box will display as grey with a $0.00 balance. Any statement or charge with a remaining balance that has passed its due date will be added to this sum. Once there are past due balances, this box will turn red and display the total funds that are past due. This balance will also be included in the Total balance due sum.
If at any time an administrator has issued a credit or adjusted or voided past charge or if the parent contact opts to pay more than the total balance due, then the Total Balance Due box will be replaced with a green box that reads This account has a credit of. As new statements and charges are posted to the student’s account, the amount owed will first draw against this credit balance and then revert back to the Total Balance Due box as normal.