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Preparing for Tax Season
Tax Season Reporting: for Payers
Tax Season Reporting: for Payers

[For all Guardians] Learn how to export a summary of all transactions including charges, payments, dates, and the program's EIN & address.

Sabrina avatar
Written by Sabrina
Updated yesterday

We want to ensure you as a brightwheel Guardian and payer are as prepared as possible for tax season and able to easily access the statement information you need.

This year, brightwheel will be providing a direct link to your year-end tax statement. Stay tuned for a notification when your statement is ready. 🎉

If you don’t want to wait for your year-end statement mentioned above and would like to manually export a simplified record of transactions, including charges and payments, over any date range, review the guidance provided below.

View and Export Reporting

ℹ️ This report is particularly helpful for year-end tax reporting on early childhood education spending and will include the provider's information, including their Employer Identification Number (EIN), as well as all payment activity by all payer's for a student in the selected date range.

  1. Log in on the web
    🚩 Complete the following steps from a computer, not a mobile device

  2. Open the Payments page

  3. From the Accounts tab, select your student's name (if there are multiple) to open their account

  4. Scroll down until you see the Payments & Credits tab and click to open it

  5. Click the purple Export button

  6. Select the relevant date range
    💡 For year-end tax reporting, ensure you've selected January 1 to Dec 31st and are pulling this report after Dec 31st so the entire year's payment summary is captured.

  7. Click Export, and a summary will be sent to your email address

  8. Click Download in the displayed pop-up to download the report immediately as a PDF

  9. Use the Total Payments (if one payer) or Paid by tiles (if multiple payers) at the top of the exported report to determine the payments made in the selected date range.

    1. If you have multiple children at this school, select your other student's name and repeat steps 3-9.

    2. If you have children at another school, click the purple Change school button above All Children and repeat steps 2-9.

💡 If you use your phone number to log into brightwheel, wait for the download to appear before navigating away from the page or refreshing. If you use an email address to login, the export will download immediately, and a copy will also be sent to your inbox within minutes.

Learn more about the exported report fields ↓

At the top of the report, you will see the Provider information including the program name, physical address and Employer Identification Number (EIN), if applicable.

In addition, you will see the:

  • Date Range: the date range selected when generating the report

  • Total Payments: total amount of payments a payer has made in the selected date range and if the student has multiple payers, there may be multiple "Paid by" tiles indicating the total that particular payer paid during the selected date range.

  • All activity: related Payments & Credits activity such as date, who made the payment, the payment method, payment amount, status of the payment, what invoice the payment applied to, how much of the payment was allocated to the invoice, what the payment was for, and dates of service (if applicable).

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