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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:

  1. Navigate to the student’s Billing Account page
  2. Click on the ? in the upper right-hand corner of the green This Account has a credit of panel
  3. Click Issue a refund 
  4. 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
  5. 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. 

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