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Invoices Overview
Invoices Overview

[For Admins + Billing Only Role] Learn what's included on invoices and how to manage them.

Audrey avatar
Written by Audrey
Updated over 2 weeks ago

Invoices can be generated for recurring charges in billing plans and for one-time charges, including attendance charges and late payment fees.

Invoices are sent to payers — they serve as a request for payment for the charges they are being billed for. Invoices can be viewed by admins and by payers in the student account.

🇨🇦 If the provider is located in Canada, all charges appear in the Canadian Dollar, (CAD). Amounts are denoted with a dollar sign ($).

Invoices & Statements

Invoices and statements are different, and serve different purposes:

  • Invoices are bills that go out requesting payment from payers for specific charges/services that were provided. When a payer pays the invoice, they pay the charges within it. It then serves as a source of record that those specific charges have been paid. Invoices go out in accordance with the Bill Plan and/or any time a one-off charge is processed.

  • Statements are simply the status of a student account at a point in time. Statements are generated monthly and sent out to payers on the first of every month. They include all transactions (invoices/charges, payments, and credits) that occurred between the first and last date of the prior month, as well as the month's previous balance and ending account balance for the month.

Invoice Information

Each invoice will display the following fields:

  • Invoice Number

  • School/Program Information: Name, Address, EIN

  • Invoice Details:

    • Invoice date

    • Dates of service (if specified when creating a billing plan)

    • Assigned payer (defaults to the primary payer if not assigned)

    • Due date

    • Current amount due

  • Charge Information: type, description, notes, the charge amount

  • Payment Information: payment method, payer & pay date, notes, payment amount (once payment has been made against an invoice)

  • Notes: optional notes that the payer can see

Invoice Statuses

Posted invoices can have one of the following statuses:

  • Unpaid: no payment has been made

  • Partially Paid: payment has been made for part of the total amount due

  • Paid: the invoice has been paid in full

Upcoming Invoices

Admins can conveniently view and edit upcoming invoices generated from billing plans or scheduled one time charges that have not yet been posted from a child's individual profile, or for multiple students at once. Unlike posted invoices that can only be voided, upcoming invoices can be completely deleted before they post: Learn more about editing and deleting invoices.

View All Upcoming Invoices for the Next 30 Days

Providers can get an overview in one centralized location of both recurring invoices and one-time charges that are scheduled to post in the next month.

  1. Click the Billing tab from the left side purple menu on the web

  2. From the At a Glance tab, select Upcoming Invoices

  3. Use the student search bar to filter for a specific student

  4. Filter by payer type or by recurrence frequency of the billing plan

View Upcoming Billing Plan Invoices

If a more refined view is needed, providers can opt to only view upcoming invoices associated with billing plans.

  1. Click the Billing tab from the left side purple menu on the web

  2. Click the Students tab

  3. Select the Student Plans tab to view the next invoice ready to post

View Upcoming Invoices for a Individual Student

Providers can navigate to a single child's profile to view the next upcoming invoice and a list of the next four invoices scheduled to post.

  1. Log in on the web

  2. Open the Billing page

  3. Jump to the Students tab

  4. Click on a student's name to open their billing profile

  5. Jump to the Upcoming Invoices tab

💡If you are tracking Subsidy Payments in brightwheel, you can filter the Available credits & payments information using the Payer type dropdown. The filter options are: All payers (default), Private payers, or Agency payers.

Administrator Actions

Admins can record payments towards invoices, take steps to adjust invoices, void, and even delete unposted invoices. The actions depend on whether the invoice was posted (received by payers) or if it has not yet been posted. Admins can also attribute credits and payments directly to posted invoices.

Admins also have the ability to split invoice charges across payers upon creation of the charge or when setting up or adjusting the billing plan. If they do not split the charges across payers the assigned payer will default to the primary payer.

🚩 Invoices cannot be increased or split across multiple payers after they have been posted. If you need to increase or split a posted invoice, we recommend that you void the invoice and issue a one-time charge with the necessary corrections.

Print an Invoice

Invoices can be printed from brightwheel by Admins or Billing Only Staff roles on the web.

  1. Navigate to the student’s billing profile

  2. Locate the Invoice that needs to be printed from the All Transactions>Invoices tab

  3. Click the Actions drop-down menu and select View/Edit

  4. Locate the Actions menu at the top right corner of the invoice and click Actions> Print

  5. Share the printed copy with the applicable family

🚩 Invoices cannot be printed in bulk. If you need to print more than one invoice, you can print them individually or, consider printing the Invoices Report.

Payer Actions

Payers can print or pay an invoice. Payments can be made to a specific invoice, making it clear exactly what the payer's payment went towards.

ℹ️ Payers can see invoices that are not assigned to them and make payments on invoices that are not assigned to them. However, invoices not assigned to them will not show up in their current balance and will not be included in any Autopay payments.

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