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Feature Available on All Plans
Feature Available on Web App
A refund returns funds to the parent for a payment that they have made previously. The most common use case for a refund would be in instances of students leaving your program who have prepaid or paid a deposit, or if a parent over-pays by a meaningful amount.
Please Note: Issuing a refund takes 5-7 business days to fully process and post to the parent’s account. The timing largely depends on the banking institutions the funds are flowing in and out of.
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When to Issue a Refund
Brightwheel’s billing platform has a great credit feature that helps empower administrators to adjust charges. Oftentimes, simply issuing a credit that will reduce the balance owed by a parent for current or future charges should be enough to resolve an issue.
That said, there are cases where a refund might be required, such as a meaningful overpayment, or if the student will no longer be in attendance to incur new charges. In the end, deciding whether a refund should be issued is a decision best made between your program and the parent(s) involved.
Issuing a Refund
Once you have decided that a refund is warranted, you are able to issue a refund directly from the student’s billing account page. Here’s how:
- Navigate to the student’s Billing Account page
- Click on the ? in the upper right-hand corner of the green This Account has a credit of panel
- Click Issue a refund
- Enter the amount that needs to be refunded up to the total amount of the account credit and provide a reason and complete the remaining fields
- Click Issue refund
Refunds will display in the Activity since last statement section of the student's billing account page and will be included in the next statement sent to parents.