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The number one goal for brightwheel’s billing platform is to help each early childcare provider get paid on time. Ensuring that payment settings are properly adjusted accordingly gives administrators maximum control over their billing process.


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Table of Contents

Accept Online Payments

With brightwheel Billing, programs have full control over how and when they’d like to begin accepting online payments from payers. This is helpful for programs that are new to brightwheel Billing and would like to set up plans and charges, but aren’t ready to accept online payments from payers through brightwheel yet.

When this toggle is turned ON, payers will be able to submit online payments through their brightwheel accounts, and payers who have enrolled in autopay will have payments initiated automatically on the due date.

When this toggle is turned OFF, payers will still be able to add and set up their payment methods, but won’t be able to submit online payments. Administrators will still be able to add charges and recurring charges will post as usual to student’s billing accounts.

  1. Log in to brightwheel, and navigate to the Billing tab

  2. Click to open Billing Settings

  3. Scroll down to Payment Options to toggle Accept Online Payments On or Off as needed

When toggling Accept Online Payments to Off, you'll have two options Cancel all pending autopay payments and Collect all pending autopay payments. If you choose to collect all pending autopayments; autopay will trigger for all upcoming scheduled recurring charges along with any posted charges. However, payers will no longer be able to make manual payments on their student's accounts. If you choose to cancel all pending autopayments; autopay will not initiate payments.

Mandatory Autopay

Brightwheel understands how important it is that payments are made on time as often as possible. One way to achieve this is by requiring payers to enroll in autopay. Autopay guarantees that on the statement due date, the payers contact’s payment method will be charged automatically for the full balance due, including any past due balances.

By default, this feature is disabled. If a provider chooses to enable it, a student contact with payer permissions will need to add and save a payment method when they sign up for billing. Contacts cannot turn autopay off while this setting is enabled.

If mandatory autopay is enabled after any payers have already added a saved payment method to their account but did not choose to enroll in autopay, then they will not have autopay turned on automatically. The payer contact with the saved payment method can choose to go to the Payment Settings page to enable it, or when they save a new payment method they will be prompted to enroll in autopay. All payer contacts who add a payment method after the feature is turned on will be required to enroll.

Manage Mandatory Autopay

  1. Navigate to the Billing section in brightwheel

  2. Go to the Settings tab

  3. Scroll down to Payment Options and toggle Make Autopay Mandatory to On/Off

Payment Methods Accepted

Each program has full control over which online payment methods are acceptable forms of payment. If a provider does not wish to accept online payments through brightwheel at all and simply want to use the billing feature to log payments that are made offline, that’s totally acceptable and is free of charge.

Once a program adds a deposit account, payer contacts will immediately be eligible to pay their balances through Bank Account Transfers (ACH). Brightwheel also allows payer contacts to pay via credit and debit cards. Accepting credit card payments is disabled by default, but this option can turn it on in Billing Settings.

Manage Credit Card Payments Acceptance

  1. Navigate to the Billing section in brightwheel

  2. Go to the Settings tab

  3. Scroll down to Payment Options and toggle Accept Credit Cards to On/Off

Eligible Card Types: The accepted credit card brands are Visa, Mastercard, American Express, Discover, JCB, Diners Club, and China UnionPay.

Pass Processing Fees to Payers

This setting allows administrators to pass payment processing fees along to the person paying the balance. If enabled, the organization will not be charged payment processing fees. Instead, at checkout, the payer contact will be notified in advance of paying for the transaction and that the transaction includes these fees. They will receive a confirmation at checkout that their payment includes these fees. State restrictions may apply to a vendor's ability to charge their customers for these fees. It is the administrator's responsibility to determine if the organization can pass along such fees to the payer. Brightwheel recommends that the administrator review any applicable regulations that may apply.

If this setting is enabled, it is highly recommended that the provider communicates with the families that there may be fees associated with their selected method of payment.

Determine Processing Fees Payer

  1. Navigate to the Billing section in brightwheel

  2. Go to the Settings tab

  3. Scroll down to the Processing Fees box and toggle On/OFF the option to Pass credit card service fees to payers and/or Pass ACH service fees to payers

Please Note: If payers are already enrolled in Autopay when this feature is turned on, brightwheel strongly encourages the provider to communicate this change to their families. They will also see processing fees included in their email notification.

State restrictions may apply to a vendor's ability to charge their customers for these fees. It is the administrator's responsibility to determine if the organization can pass along such fees to the payer. Brightwheel recommends that the administrator review any applicable regulations that may apply.

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