Admins can make adjustments to an invoice before or after it posts to a student’s account. The actions an admin can take depends on whether or not it is posted.

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Adjust an Unposted Invoice

If an invoice has not yet been posted to a student’s account, meaning the payer has not yet received it, the charges can still be changed.

Upcoming, unposted invoices can be found in the ‘Upcoming Invoices’ tab of a student’s account. Brightwheel shows the next four invoices for each active bill plan in this tab.

The following actions can be taken on upcoming invoices:

  • View Invoice: view the invoice to remember what was charged

  • Edit Invoice: admins can make the following edits:

    • Edit the invoice note

    • Add a new charge

    • Remove an existing charge

Adjust a Posted Invoice

If an invoice has already posted to a student’s account (it has been sent to parents or payers), the following actions can be taken:

  • View Invoice: view the invoice to remember what was charged

  • Edit Invoice: admins can make the following edits:

    • Edit the invoice note

    • Reduce a charge

    • Void a charge

  • Pay Invoice: admin can log an offline payment against the invoice

  • Unapply Payment: if a payment was applied to an invoice, the admin can unapply it; if a payment is unapplied, it will be will be added as a credit to the account and will be automatically applied to the next invoice

  • Void Invoice: this will void all charges within the invoice; if a payment was applied to an invoice that was voided, the payment will be added as a credit to the account and will be automatically applied to the next invoice

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