We want to help parents easily understand and pay their invoices online. This resource provides information on what payers see in their brightwheel web or mobile app and outlines the steps needed to make payments to their child’s account.

Table of Contents


Set up Payment Methods

All contacts added as Parents can set up their own payment methods directly in their brightwheel account on the web or on the app.


Navigate Between Children

If parents have more than one child at a brightwheel school, they will see multiple children at the top of their application. Toggling between their children will show them account balances, invoices, and payment information for each child.


Current Account Balance

The Current Account Balance for a child reflects any open invoices — those that have not been fully paid — less any credits or pre/over-payment funds that are available to apply towards invoices. This summary should give parents a very clear picture of what is owed. When they go to make a payment, they will pay towards this balance.


Invoices

The Invoices tab shows all historical invoices, both open (unpaid) and closed (fully paid). Parents can view these invoices at any time, and print or pay the invoice if it has not already been paid.


Payments

The Payments tab shows all historical Payments and Credits, both those that have been applied to an invoice in full and those that have not. Parents can view the status of these payments, and export them with all the relevant information needed for reimbursements.


Statements

The Statements tab shows monthly statements for a given student — statements include all transactions, invoices, charges and adjustments that have been made against the student’s account in a given month. Brightwheel auto-generates these statements on a monthly basis and emails them to parents, and posts them here for records. Parents can also create their own statements by selecting a start and end date (for example, if they want a full year statement).


Making Payments

Parents can tap the Make a Payment action within the Current Account Balance to pay their full account balance, specific invoices, or to top up the account for future bills.

  • Pay the total amount due: this will pay ALL open invoices.

  • Pay individual invoices: parents can choose which invoice or invoices they want to pay and can indicate how much they want to pay towards it. If they want to see what is inside that invoice, they will need to find it from the Invoice list in the table below the account balance.

  • Pay another amount: parents can also pay any $ amount towards the account without paying a specific invoice — this payment will be logged as a credit on their account and will be auto-applied to future invoices


Tax & Reimbursement Information

Payers can access financial reports for tax or reimbursement from within their brightwheel account.

They can either print individual invoices or statements, which include the important information needed (EIN, charge details, dates of service). Or, they can export their payment history. This export will include the following information: payment method, amount, date, and status; payer name; amount applied to invoice(s); invoice number(s); charges; and any dates of service that were added by the provider.

To export payment history, follow these steps on the web:

  1. Navigate to the Payments tab

  2. Confirm the Accounts tab is open
    TIP: This tab should open by default

  3. Click on a child’s name

  4. Locate and click the Payments & Credits tab

  5. Under the Transaction type field, remove 'Credit' to narrow down the data to only payments (if desired)

  6. Click the grey Export button

  7. Select a date range

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

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

  10. 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 have multiple children, repeat these steps for each child.

Did this answer your question?