With billing v3, parents and admins can pay specific invoices — this makes it clear what exactly has been paid, providing more transparency on account balances and making accounting cleaner.

Review the processes below to learn about applying online payments to invoices, logging & applying offline payments to invoices, and unapplying online and offline payments to invoices.

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Payment Methods

Admins can enable parents to pay online through Billing Settings, using either their direct bank information (ACH) or a credit card. These payment methods must be set up by the parent, in the parent app. Admins can also accept offline cash and check payments. Learn more about payment methods here.

To see an overview of online payments and better understand how to log and void offline payments, please see this resource.


Apply an Online Payment to an Invoice

Online Payments are automatically tracked when a parent uses the brightwheel billing platform to send funds directly to the provider to pay down an account balance, but may sometimes still need to be applied to a specific invoice by following the steps below.

  1. Navigate to the student’s billing profile on the web

  2. Open the Available credits & payments tab

  3. Click Actions from the drop-down menu and select Apply to invoices

  4. Under the Amount applied column, type the amount of the payment that you’d like to apply to an open invoice

  5. Click Save & apply


Log & Apply Offline Payments to an Invoice

You can log and apply offline payments to invoices all at once, or there may be scenarios where you've logged an offline payment, but need to go back and apply it to an invoice at a later time.

Log & Apply Offline Payment toward an Invoice

  1. Navigate to the student’s billing profile on the web

  2. Click the Select an Action drop-down menu

  3. Choose Record an offline payment

  4. Enter the Amount, Payer, Payment method, and optional Note

  5. Add details into the Apply payment to open invoices section, if needed
    NOTE: To apply the offline payment to an open invoice, just locate the specific invoice and under the Amount applied column, type the amount of the payment that you’d like to apply to the open invoice

  6. Click Save & apply

Admins do not need to apply payments to invoices right away and can skip Step 5 above if needed. Unapplied payments will show up as an available credit/payment in the account balance on the Current Activity tab and can be applied at a later date following the process below.

Offline payment is already logged but needs to be applied to an invoice

  1. Navigate to the student’s billing profile on the web

  2. From the Current activity tab, open the Available credits & payments tab

  3. Locate the offline payment that is unapplied to any invoice
    NOTE: The 'Paid invoices' column will show a status of 'Unapplied'

  4. Click the Actions drop-down menu next to the unapplied payment

  5. Select Apply to invoices

  6. Under the Amount applied column, type the amount of the payment that you’d like to apply to the open invoice
    NOTE: The Payment Details fields will be uneditable, besides the Notes field. The 'New balance' and 'Payment status' columns will auto-update for this invoice to reflect the applied offline payment.

  7. Click Save & apply

Please remember that logging an offline payment is strictly for tracking purposes of offline payments that you have already received. Any checks or cash payments will still need to be deposited at the program's financial institution.


Unapply a Payment to an Invoice

Online and offline payments can be unapplied to an invoice they were previously applied to as well!

  1. Navigate to the student’s billing profile on the web

  2. Click on the All transactions tab

  3. On the invoice that the payment is applied to press Actions

  4. From the drop-down menu, select View/Edit

  5. Select Actions on the payment, from the drop-down menu press Unapply

The payment will then be unapplied from the invoice and will be visible under the Available credits & payments tab on the student’s billing profile. You can apply this payment to another posted invoice or it’ll apply automatically to the next posted invoice on the account.

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