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One-time charges are a helpful way to charge students one-off for an array of services that may not recur on a regular frequency, such as registration fees, deposits, meals, field trips, and more. Administrators can create a separate invoice for this one-time charge, either for a single student or in bulk.

Table of Contents


Add a One-time Charge

  1. Log into brightwheel on the web

  2. Select the Billing tab from the purple dashboard menu

  3. Click to open a student's billing profile

  4. Click on the Select an Action drop-down menu, and choose to Add a one-time charge

  5. Select a student or students to process the charge for

  6. Add an existing charge from the Library or Create a new charge

  7. Click Set a schedule

  8. Set the invoice due date

  9. Click Preview & confirm

  10. Review the information and make any necessary changes, then click Create charge

One-time charges will post to a student's account and be visible to payers immediately, even if the due date is in the future.


Split One-time Charge between Payers

When adding a One-time charge for a single student, you will have the option to split the charge between multiple payers on the student's account. This will divide the balance owed between the selected payers. They will view the portion they owe within their account under the student's account balance. This option will be visible on the 'Add charges' step once you've created a new charge or when editing an existing charge.

  1. On the charge, click Actions

  2. From the drop-down, select Edit charge

  3. You'll see the option Split charge across payers? toggle it to Yes

  4. Select the checkboxes of payers who should owe portions towards this charge. It will auto-fill each amount due to equally dividing the amount across selected payers, but you can adjust these amounts.

  5. Press Save once you've split the charge(s)


Edit One-time Charge

Administrators also have the option to add or edit charges on the next four upcoming invoices on a student's billing plan.

1. Navigate to the student's billing account

2. Select the Upcoming Invoices tab

3. Click Edit next to the invoice you want to edit

4. Click + Add Charge to add a one-time charge to that invoice or Actions > Edit Charge to update the existing charge amount for that invoice.

Charges added to upcoming invoices will not post immediately and instead will post on their regularly scheduled post date. Please note that changes made to a specific invoice will not impact the recurring charges associated with the student's billing plan.

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