brightwheel

One-time charges are helpful when providers need to manually bill families for one-off services that may not recur on a regular frequency, such as registration fees, deposits, meals, field trips, one-off agency subsidy charges and more. When Administrators create a one-time charge, this sends a separate invoice to the family. 

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When creating a one-time charge, you can add existing charges, create new ones, apply a discount, set a due date, and choose when the invoice posts. To assign charges to specific payers, follow the steps: <a href="#h_372a671eb7">Assign a one-time charge to specific payers</a>.

Select Billing from the sidebar menu

From the At a Glance tab, click Select an Action &gt; Add a one-time charge

Add students, the charge(s), and complete the remaining steps 

Click Create invoice when finished

1. Log into brightwheel on the web 
2. Select Billing from the sidebar menu 
3. From the At a Glance tab, click Select an Action &gt; Add a one-time charge
4. Add students, the charge(s), and complete the remaining steps 
5. Click Create invoice when finished

Note: If the due date is set in the future and the payer is enrolled in autopay, the payment will be triggered via autopay on the due date.

Assign a one-time charge to specific payers

If you add a one-time charge for a single student, you will have the option to split the balance owed across multiple payers or assign the total charge to a single payer. 

Once created, private payers can view the portion they owe from their brightwheel account. 

Click Billing &gt; Select an Action &gt; Add a one-time charge

Select one student, then add the charge(s)

Next to the charge, click Actions &gt; Assign payers

Select the checkboxes for the payer(s) and adjust the assigned amount(s) as needed

Press Save and complete the remaining steps

Click Create invoice when finished

1. Log into brightwheel on the web 
2. Click Billing &gt; Select an Action &gt; Add a one-time charge
3. Select one student, then add the charge(s)
4. Next to the charge, click Actions &gt; Assign payers
5. Select the checkboxes for the payer(s) and adjust the assigned amount(s) as needed 
6. Press Save and complete the remaining steps 
7. Click Create invoice when finished

Providers can edit the invoice amount or add charges as needed. If the one-time charge post date is in the future, you can adjust the next four upcoming invoices.

Click Billing in the sidebar menu

If the invoice has already sent to the family, locate the unpaid invoice and click Actions &gt; View / Edit

If the invoice has not been sent to the family, click the Upcoming invoices tab, then Actions &gt; Edit next to the invoice

1. Log into brightwheel on the web 
2. Click Billing in the sidebar menu 
3. Select the student
4. If the invoice has already sent to the family, locate the unpaid invoice and click Actions &gt; View / Edit
5. If the invoice has not been sent to the family, click the Upcoming invoices tab, then Actions &gt; Edit next to the invoice

Note: Changes made to a one-time charge will not affect a student's billing plan.

[For Admins + Billing Only Role] Learn how to bill families for one-time student fees or services.

Create a one-time charge

Assign a one-time charge to specific payers

Edit a one-time charge