This content is for our legacy billing platform. Update to our newest experience!
Everything about a student’s billing plan, payment activity, and charge history can be accessed from one easy location. Student Billing Accounts are automatically populated when a billing plan is set up. From this one central location, administrators can view a student’s running balance, view or modify pending charges, modify a student’s plan, and view all historical activity on the student’s account.
The student’s billing account page can be found by navigating to the billing platform in brightwheel, clicking on the Overview tab, and then choosing the desired student.
Table of Contents
The Overview tab offers a simple, consolidated view of all active students enrolled in your program and their account balance and pending charges. This dashboard allows administrators to filter by Student Name, Classroom, and Billing Plan Status. This is a great way to better understand who has an active billing plan, when their next statement will post, and their current/ past due balance.
Click on a student's name to quickly navigate to their personal billing account to view even more information.
At the top of a student’s billing account page, you will see a purple box that reads Select an action. These actions let you add charges, issue credits, and manage the billing plan for that specific student. A detailed article for each of these actions can be found by clicking the links below.
Add a One-Time Charge*: Add an ad-hoc charge to a student’s draft statement
Record an Offline Payment: Accept and log payments made outside of brightwheel
Reduce an existing Charge: Add a correction to charges that have already been posted to the student’s account
Add a credit: Add a standalone credit to simply lower the amount owed by the student
Manage Billing Plan: Modify the student’s recurring charges* or statements
*Please Note: These actions can also be done in bulk from the Students Account page.
A student’s balance is reflected at the top of their billing account page. At the top of the page, you can see:
Total Balance Due: This is the total owed to the school, including both the balance that is due soon and past due
Total Past Due: If a statement's balance has not been paid in full, this box will turn red and display the total of past due charges
Total Credit: If the parent has paid more than they owe, the balance due box turns green and will display the total overpayment or credit on their account
Charges, payments, refunds, and credits all affect a student’s total balance. To see more about how a specific action is displayed, check out our Account Balances article.
Parent Payment Method
To the right of the account balances, you will notice a box that displays the parent(s) name and their default payment method. In addition, you will be able to see if these parents have enabled Autopay or not. This provides an at-a-glance summary of the parent’s payment method & autopay status. It is a view-only feature; only parents can manage their payment methods.
The majority of the student’s billing account page shows two things: the current pending charges for this billing period and, below that, all posted transactions.
At the start of each billing period, new pending charges will be generated. Administrators will be able to edit or remove pending charges until midnight the day before the statement send date. Administrators can also add additional charges and discounts to the pending charges. During this time, the parent will not be notified of any modifications (parents cannot see any pending charges until the statement is sent). At midnight on the end date of the billing period, this statement will be closed and posted to the student's account. The following morning, the parent(s) will be notified that a new statement is available.
Any activity other than charges (ie: payments, credits, and refunds), will be listed in the Posted transactions section. These cannot be directly edited, but they will appear on the statement once it posts to the student’s account.
Read more about adding and modifying statements and schedules here.
In the bottom section of the student's billing account, you will see a line item list of all posted transactions. This is where administrators can view, search, and filter for every transaction that has occurred on the student’s account. This includes charges, payments, credits, and refunds.
Navigate to the Posted Transactions section of a student's billing account and you will be able to view all past statements. From the Select an action drop-down, click View all statements.
Here you will find a list of all statements that have been posted to the student's account in the past. These are viewable in a PDF format here.
Administrators and student contacts with parent level access can export a simplified record of transactions including charges and payments, over any date range. The payment summary can be accessed by navigating the Posted Transactions section of a student's billing profile and clicking Select an Action, and then Export summary.
This report is particularly helpful for year-end tax reporting on early childhood education spending. These are viewable and exportable in a PDF format. You can read more on this here.