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Feature Available on All Plans
Feature Available on Web App

The number one goal for brightwheel’s billing platform is to help your program get paid on time. Ensuring that your payment settings are set up in the manner you choose gives administrators maximum control over your billing process.

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Mandatory Autopay

We know how important it is that your program get paid on time as often as possible. One way to achieve this is by requiring parents to enroll in autopay. Autopay guarantees that on the statement due date, the parent’s payment method will be charged automatically for the full balance due.

By default, this feature is disabled. If you choose to enable it, parents will need to add and save a payment method when they sign up for billing. Parents cannot turn auto-pay off while this setting is turned On. 

If your program had mandatory auto-pay turned Off and then turns it On at a later time, parents who already have a payment method saved but are not enrolled in auto-pay will not have auto-pay turned on automatically; when they go to the Payment Settings page or save a new payment method, they will be prompted to enroll in auto-pay. All parents who add a payment method after the feature is turned on will be required to enroll. 

To manage 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 payment methods are accepted. If you do 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, parents will immediately be eligible to pay their balances through Bank Account Transfers (ACH). Brightwheel also allows parents to pay via credit and debit cards. Accepting credit card payments is disabled by default, but you can turn it on in Payment Settings

To enable credit card payments:

  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 Parents

This setting allows you to pass payment processing fees along to parents. If enabled, your organization will not be charged payment processing fees. Instead, at checkout, parents will be notified in advance of paying for the transaction and that the transaction includes these fees. They will receive confirmation at checkout that their payment includes these fees. State restrictions may apply to your ability to charge parents these fees. It is your responsibility to determine if you can pass along such fees to parents. We recommend that you review any applicable regulations that may apply.

To enable/disable this setting:

  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 parents and/or Pass ACH service fees to parents

Please Note: If parents are already enrolled in Autopay when this feature is turned on, we strongly encourage your to communicate this change to your parents. They will also see processing fees included in their email notification.

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