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.
Each student that you would like to charge using brightwheel’s billing platform will be required to have an associated statement schedule. The statement schedule is the set of parameters that determine the cadence at which the parents will receive a bill and the timeframe they have to pay it. These parameters include:
Statement Interval: This is the frequency of how often statements are sent to parents (monthly, bi-weekly, or weekly)
Statement Due Date: The date when full payment of the current balance is expected (first day of the month, the last day of the month, or an arbitrary day)
Statement Send Date: The statement send date is determined by the number of days you would like the statement to be sent to parents prior to the due date
Start Date: The start date on which the first statement will be sent to parents
End Date (Optional): The date on which the last statement will be created; after this date, there will be no subsequent statements created.
Once the first statement has been created, it will be in draft mode. Parents cannot see the draft statement, nor will they see any edits or modifications made by the administrator. The statement will close at midnight the day before the Send Date, the statement be sent to parents the following morning. No additional charges can be added to the statement after it has been sent.
Table of Contents
New Statement Schedule
Administrators can set up new statement schedules for any student(s) that do not already have one associated with their billing account. Here’s how:
Navigate to the Billing page in brightwheel
Click Set up billing plan for the desired student
Confirm and/or select the desired students and click the Statement schedule button
Choose your desired Statement Interval (How often do you want to send statements?)
Define the Statement Due Date (What day do you want payments to be due?)
Enter the Statement Send Date (When do you want to send statements?)
Choose an eligible date in the future for the plan to start and end (optional)
Click the Add recurring charges button
(Optional) Add a Recurring Charge for the selected student(s) and click Preview & confirm or click I'll add charges later to skip
Review the example statement displayed and either make necessary edits or click Create billing plan(s)
End a Statement Schedule
If a student leaves your program or if you need to adjust the terms of a student’s statement interval, administrators can end a statement schedule at any time.
Often, if you are ending a statement schedule manually before its set end date, there will likely already be a draft statement with charges. Ending the billing plan will close out the draft statement and post it, with all pending charges, to the student’s account the following morning. Parents will be expected to pay the balance of this statement by or on the due date, which is set by the number of days between the current send and due date on the statement schedule. If you do not want to charge parents for the charges on the draft statement, delete each charge prior to ending the plan.
If there is not a current draft statement open, ending a statement schedule is easy:
Navigate to the student’s Billing Account page
Select Manage billing plan from the Choose an action drop down
Click Delete this plan
Confirm and click Delete this plan
At the start of each billing period, a new statement will be generated. This is called the draft statement. This statement will remain in draft mode for the entirety of the billing period. On the draft statement, administrators can add additional charges and discounts. Parents cannot see the draft statement. Parents will not be notified of any modifications made to charges while a statement is in draft mode. At the close of the billing period, the statement will be posted to the student’s account and can no longer be edited. Parents will be notified at this time.
Two days before statements are sent to parents, the billing administrator will receive an email summarizing the statements about to be sent and the total charges on them. This is a great time to make any last minute changes prior to them being disbursed.
In addition, any activity, such as payments, credits, and refunds, will be listed in the Posted Transactions section of the draft statement. These cannot be directly edited, but they will appear on the statement once it posts to the student’s account.
All historical statements are viewable and exportable in a PDF format. These can be found by clicking the View all statements link located under the Pending charges section. If there has been an error made on a statement that has already posted, check out our article on correcting past statements.