Administrators and student contacts with parent-level access can export a simplified record of transactions including charges and payments, over any date range. This report is particularly helpful for year-end tax reporting on early childhood education spending. Click to the relevant section below whether you are a provider or a parent looking for guidance.

Table of Contents


Transaction Summary for Providers

Administrators can export the transaction summary for any individual student over any desired timeline. You can find this report on the individual student's billing account page. The export will be downloaded immediately, as well as being sent to the email address you use to log into brightwheel. 

If you are unsure what Billing Version your program resides on, please see Which Billing Version am I using before proceeding.

For programs using Billing Version 2 (V2) 🟣

  1. Navigate to the desired student's billing account page on the web

  2. Scroll down to the Posted Transactions table

  3. Click the purple Select an action menu, and select Export Summary

  4. Use the date picker to determine the Start and End Dates

  5. Click Export

For Programs using Billing Version 3 (V3) 🟢

  1. Navigate to the desired student's billing account page on the web

  2. Open the All transactions tab

  3. Open the Credits & payments tab

  4. Use the date picker to determine the Start and End dates

  5. Remove the 'Credit' filter under Transaction Type

  6. Click Export

Looking for more information for providers?


Transaction Summary for Parents

  1. Navigate to the Payments tab on the web
    🚩 Make sure to do this on a computer, and not from a mobile device!

  2. Confirm you are on the Accounts tab and select your student's name (if there are multiple) to open their account

    1. If you see an Invoices tab instead, stop here and follow this article.

    2. If you see Invoices and Accounts tabs instead, stop here and follow this article.

  3. Scroll down until you see the Posted Transactions table or the Payments & Credits tab

    1. If you see Posted Transactions:
      🎥 If you don't have time to follow these steps through, watch this video instead!

      1. Click the purple Select an action menu, and select Export Summary

      2. Use the date picker to determine the Start and End Dates

      3. Click Export to send a summary to your email address and also download a PDF immediately

    2. If you see Payments & Credits:
      🎥 If you don't have time to follow these steps through, watch this video instead!

      1. Under the Transaction type field, remove 'Credit' to narrow down the data to only payments

      2. Click the grey Export button

      3. Select a date range

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

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

      6. Use the Total Payments tile at the top of the exported report to determine the payments made in the selected date range

Please Note: If you use your phone number to log into brightwheel, please wait for the download to appear before navigating away from the page or refreshing. If you have an email associated with your account, the export will download immediately and a copy will also be sent to your inbox within a few minutes.


Explanation of Fields for the Posted Transactions Export

This report is available for parents that have programs using Billing Version 2 (V2) and is intended to be a brief summary of transactions that occurred over the specified timeline. This is particularly helpful for year-end tax reporting for parents. 

At the top of the report, you will see the provider's information, including their name, address and Employer Identification Number, if applicable.

The Summary of transactions will display:

  • Date Range: This will represent the date range selected when generating the report

  • Starting Balance: If the student had a starting balance added prior to their first statement, that will be reflected here. A negative starting balance will indicate a credit on the student's account and a positive amount displayed will reflect the amount the parents owed the school prior to the first statement in brightwheel.

  • Net Charges: This is the total amount the school has charged the parent in the given timeframe. Any credits or adjustments will be reflected in this total. 

  • Net Payments: This is to total amount paid towards the student's balance by all payers. 

  • All related transaction information such as date the transaction posted, dates of service (if applicable), transaction description, who the payer was, and the amount of the transaction.


Explanation of Fields for the Payments & Credits Export

This report is available for parents that have programs using Billing Version 3 (V3) and is intended to be a brief summary of payments that occurred over the specified timeline. This is particularly helpful for year-end tax reporting for parents.

At the top of the report, you will see the provider's information, including their name, address and Employer Identification Number, if applicable.

The summary of Payments & Credits will display:

  • Date Range: This will represent the date range selected when generating the report

  • Total Payments: This is the total amount of payments a parent has made in the selected date range.

  • All 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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