Brightwheel has begun releasing our new billing platform for new users. If the content in this article does not match what you see in your account, please click here for related content in your account.
The Billing Library allows administrators to easily create, organize, and edit reusable charges without having to recreate them each time.
From the Billing Library, administrators can:
Create fixed charges to add to billing plans or one-time invoices (see video below)
Create variable charges to bill for attendance-based services
Create Categories to easily classify charges for seamless reporting & accounting
Edit charges as rates, offerings, or programs change
Table of Contents:
Create a Fixed Charge
There are two ways to add a new Fixed Charge to the Library. Selecting the Save to Library checkbox when adding charges to a billing plan will save that charge for future use. Fixed Charges can also be created directly from the Billing Library
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Click to open the Fixed Charges tab
Click the purple Create a new fixed charge button, and enter in the Category, Description, and Amount of the charge
Once complete, click Save to library
Create a Variable Charge
The Billing Library allows administrators to create, edit, and delete reusable variable rate charges. These charges can be used for Attendance Billing, hourly services, late pickup/early drop-off fees, and more, and can be processed as one-time charges. Changes made to variable charges from the Library will not impact previously processed activity.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Click to open the Variable Charges tab
Click the purple Create a new variable charge button, and enter in the details of the charge
Once complete, click Save to library
Edit a Charge
Editing a charge in the Billing Library is easy, and may be useful when preparing for a new school year with updated rates. When new billing plans or one-time charges are created, they will reflect the most up-to-date charge details.
Keep in mind that when charges are edited from the Library, the changes will not retroactively apply to any charges that have already posted or are currently pending. It will also not affect any billing plans were previously created with that charge. This update will only be reflected when applied to a plan or processed for a one-time invoice in the future.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Select the charge that needs to be edited
Click the pencil icon to edit the charge, and update the fields as needed
Once complete click Save to library
Removing a Charge
Keeping a clean Library of charges is important, especially if some charges should no longer be used. In this case, administrators can remove a charge from the library at any time.
Please note that removing a charge will not retroactively apply to any charges that have already posted or are currently pending. It also will not remove any recurring charges from billing plans that may have that recurring charge. This update will only remove its ability to be added to future plans and statements.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Find the Charge that needs to be removed
Click the Trash icon for that item to remove the charge
Click Delete to confirm
Create a Category
Leveraging Categories allows administrators to organize and through groups of similar charges. This can be valuable for reporting purposes, such as reporting on all Tuition charges, or to separate different charges by type or program.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Go to the Categories tab
Click the purple Create a new category button in the top right corner
Complete the fields with the appropriate information and details, and click Save to library