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It’s common for programs to add additional charges throughout the statement period for an array of things: late pickup, meals, field trips, etc. Administrators can add additional charges to the statements of one or multiple students at any time as long as the student has a statement schedule associated with their account.

Brightwheel also enables administrators to send one-time charges immediately with a due date as soon as two days in the future. These immediate charges can be applied to any student, with or without a statement schedule. This allows additional flexibility and control over your school's finances.

Just like recurring charges, there are a few fields that are attributed with each individual charge or line item to assist with accounting and parent understanding of what each charge means.

  • Category: The high-level grouping of similar charges. This is especially valuable for reporting purposes. A common example is “tuition” - it’s a way to group all of the various tuition charges your school has together and be able to report on it.

  • Description: The unique label that identifies the charge. An example of the description would be Late Pickup or Field Trip to Museum.

  • Amount: The dollar amount that will be charged.

  • Dates of Service (Optional): For single charges, the dates of service is a date range that is associated with the charge that is added manually. 

  • Notes (Optional): Administrators can add a note to the recurring charge when it’s added to a billing plan that will be included on the statement.

Table of Contents

Add a One-time Charge

While a student’s draft statement is open, administrators can add additional charges to the draft statement at any time. To add a new one-time charge:

  1. Navigate to the student’s Account Page

  2. Choose Add one-time charge from the Select an action dropdown

  3. Select an existing charge from the drop down or Create a one-time charge

  4. Complete the fields and click Add one-time charge

Please Note: If you choose to create a new one-time charge, you have the option to Save for later use by checking the box to add this charge to your Charge Library.

Edit a One-time Charge

A charge on a student’s draft statement can be edited any time prior to the send date. This can be done on a student-by-student basis. To do so:

  1. Navigate to the student’s Account Page

  2. Click the pencil icon on the charge line item

  3. Make the desired changes

  4. Click Update pending charge at the bottom of the page

Remove a One-time Charge

Administrators can remove a charge from a student's draft statement only. Once a statement is posted to a student’s account, a charge cannot be removed.  

  1. Navigate to the student’s Account Page

  2. Click the trash can icon on the charge line item

  3. Click Yes, delete pending charge

Please Note: If you need to discount a charge that has already posted to the student’s account, use the Credit feature.

Immediate One-time Charge

When creating a new one-time charge, the parent will be notified immediately and the student's balance will reflect the new charge as soon as it's created. The earliest due date that can be set for immediate one-time charges is two days in the future. This gives parents some time to review and prepare for the charges.

  1. Click Create new and choose One-time charge

  2. Filter and select the student(s) to charge and click Add charges

  3. Add charges from your existing charge list or create a new one and click Save

  4. Click Set schedule

  5. Choose how you would like to charge the parent and enter the Due date if charging Immediately*

  6. Click Review

  7. Review and make any needed edits and click Create charges

Please Note: One-time charges that are sent immediately cannot be edited. If there is a mistake, adjust the charge from the student's billing account.

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