brightwheel's Billing tool is here to make sure that providers get paid on time, with minimal time and effort. The Billing Dashboard helps admins achieve just that, by providing admins with a snapshot of where their cash flows stand and by flagging accounts that need their attention most.

Table of Contents


Recently Posted Transactions

There are two charts at the top of the graph:

  • Open Invoices: shows all open, unpaid, or partially paid invoices as of today; we've broken out past due invoices more specifically

  • Payments: shows all processed payments, offline (cash, check) or online (paid via ACH or credit card) in the last 35 days. Pending payments will not appear in this view but will be visible in the Billing Summary Report and in the student's 'All Transactions' tab.


Billing Activities Feed

This is a place where admins can see key activities that have occurred within the past 35 days. The goal is to immediately and obviously surface recent actions that may require attention or action from the admin.

What are the types of activities that show up?

  • Deposit: takes admin to the deposit report where an admin can view deposit details within the browser or can download or email the report as either a PDF or CSV file.

  • Autopay turned on or off: takes admin to the student’s billing profile. Specifically, to the Account Details which has the information on payers, payment methods, and autopay settings.

  • Failed payment: takes admin to that student’s billing profile. Specifically, to their All Transactions > Payments & Tab

  • Disputed payment: takes admin to that student’s billing profile. Specifically, to their All Transactions > Payments & Tab


Open Invoices Tab

The Open Invoices tab displays all students with unpaid or partially paid invoices as of today. We will show each students past due invoice amount; their posted but not yet due amount; any available credits/overpayments; and the current account balance.

Administrators can take the following actions on accounts with unpaid balances:

  • View Account Balance by clicking the student name

  • Record an Offline payment from the Actions drop-down

  • Send a Reminder (coming soon!): an email or SMS reminder will be sent to all Parent-level contacts for that student, reminding them to pay the balance


Payments Tab

This tab provides a list of all payments and their payment status from the last 35 days. The most recent payments will be displayed first. Statuses include:

  • Offline payments: Paid, Voided

  • Online payments: Paid, Failed, Refunded, Voided

Administrators can take the following actions on these accounts:

  • Offline payments: edit, void, and view

  • Online payments: view

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