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The Billing Transactions report provides administrators with comprehensive information about all of the transactions that have been recorded on the school’s ledger during a specified date range. This allows the flexibility to filter/sort the report to fit precise needs and choose to download and save the report.

Table of Contents

View Billing Transactions Report

The Billing Transactions Report can be viewed online from an administrator brightwheel account. It's available in the Billing Tab, and includes several multi-select filters that administrators can use to define which transactions should be included in the report.

When viewing this report online, it will include:

  • Post Date: The date a transaction was posted (For offline payments, the Date paid is shown)

  • Student name: The name of the student the transaction is associated with

  • Transaction type: the associated type based on the parameters selected to report on

  • Transaction description: Transaction description (this would include “Category” for Charges in the format ‘Category: Description’). Any transaction notes are displayed below the description.

  • Amount: For charges with discounts, this will be the Net Amount Charged after subtracting discounts and be displayed with an icon (additional information on discounts on export)

  1. Log into brightwheel on the web as an Administrator

  2. Open the Billing tab, and select Reports

  3. Click on the Billing Transactions Report

  4. Select the Earliest post date and Latest post date
    By default, the dates will be set to list all of the transactions on your account in the last 30 days but can be adjusted as needed.

  5. Select the Transaction type(s) that should be included in the report

  6. Set the Student name, Room, and Student status filters, if desired

  7. Click Create report

  8. Export and/or Print as needed

Export Billing Transactions Report

Exporting this report is the best way to obtain a fully comprehensive and malleable report of each payment that has been processed through brightwheel. Exports can be easily sent to any administrators at the program, or outside email addresses.

  1. Start by accessing the Billing Transactions Report through the Billing > Reports tab

  2. Configure the date range, Transaction type(s), Student name, Room, and Student status filters as needed

  3. Click Create report

  4. Click the purple Export button

  5. In the Export report window that appears, deselect any columns for fields that don't need to be included

  6. Select recipients from the list, or add email addresses for new recipients

  7. Click the orange Send button

The exported report will be sent via email, and can be opened in Excel, Google Sheets, Numbers, or any other spreadsheet tool.

Exported Report Fields

By default, this report contains the following columns:

  • Date posted

  • Due date (would only show for charges but is valuable)

  • Transaction type

  • Transaction description (this would include “Category” for Charges)

  • Notes

  • Dates of service

  • Student ID

  • Student last name

  • Student first name

  • Payment method type

  • Paid on

  • Paid by

  • Amount

  • Original charge amount

  • Payment amount (excludes processing fees)

  • Parent processing fee amount

  • Discount description (for multiple discounts, add additional columns)

  • Discount type (“percent” or “fixed”)

  • Discount amount

These options can be de-selected during the Export process outlined above to only report on what's needed.

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