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The number one goal for brightwheel’s billing platform is to help each early childcare provider get paid on time. Brightwheel helps providers encourage on-time payments by enabling administrators to quickly and easily locate all overdue statements and charge a predetermined late fee amount. These settings are configurable to fit each program’s preferred policy for late-payments and associated fees saving administrators time and preventing errors.

Please Note: Late payment fees are available to providers using brightwheel for online payments with verified deposit accounts.

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Late Payment Fee Settings

Brightwheel makes it easy for administrators to configure their fee settings to ensure that late fees are only applied in accordance with the provider’s policy. The late payment fees settings allow the administrator to determine the grace period, the amount of the late fee, and when payment for that fee will be due.

  1. Navigate to the Billing section in brightwheel
  2. Go to the Settings tab
  3. Scroll down to the Late Payment Fees section and enter in the dollar amount to be charged for late payments, the grace period (how many days past due is acceptable before the late fee should be charged), and how soon the fees should be due.
  4. Click Save to save changes

Adding Late Payment Fees

Late payment fees can be charged to a student’s statement any time after the Late Payment Fee settings have been entered. To apply a late fee, the administrators are able to quickly see all instances of past due payments and apply late fees for past due charges in bulk or individually. The parent contacts associated with the student will be immediately notified.

  1. From the Billing page, choose Late Payment Fee from the Create New drop-down
  2. The table displayed will include all instances of past due payments that have not yet been waived or had a late fee applied, regardless of student status
  3. Use the checkboxes on the left to select the charges for which to charge a late payment fee
  4. Click Review and charge
  5. Review the charges and make changes as needed, click Create Charge

Waive Late Payment Fees

In instances where the payment is or was past due, but a late fee will not be applied, administrators are able to waive or dismiss late payment fees. Waiving a late fee charge will mean that the family will not be charged a late fee added and it will no longer appear in the Late Payment Fees table in the future. This will not impact the original charge. If the charge itself needs to be removed, it can be voided.

  1. From the Billing page, choose Late Payment Fee from the Create New drop-down
  2. The table displayed will include all instances of past due payments that have not yet been waived or had a late fee applied, regardless of student status
  3. Use the checkboxes on the left to select the charges to be waived
  4. Click Waive

Late Payment Communications

Communication with families is a vital function of brightwheel. As always, changes to a student statement or billing will result in an email or SMS text message to all parent contacts associated with the student. All parent contacts will be notified when a late payment fee is added, when the fee becomes due, and when the fee becomes past due.

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