When families pay online, they can choose to pay all open invoices, select a specific invoice, or make a general payment without allocating it to any invoice.
If a family makes a general payment not for a specific invoice, the provider will need to manually apply it to a specific invoice. Similarly, payments made outside of the brightwheel platform (via cash, Venmo, etc.) must be manually applied to the correct invoice.
This resource explains how to ensure a payment is correctly applied to a specific invoice.
Allocate a payment to an invoice
If a payment is not applied to a invoice, you can manually allocate it to any open invoices. In these cases, you can manually apply a credit to a specific invoice from the child's billing profile.
Log in on the web, then go to Billing
Select a student, then Available credits & payments tab
Next to the payment that has not been applied an invoice, click Actions > Apply to invoices
Enter the amount to apply > Save & Apply when done
Note: A payment may not apply automatically to an invoice if the payment is posted after the invoice, a different parent made the payment rather than the one assigned to the invoice, or if a parent made a general payment without selecting specific invoices to apply it to.
Unapply a payment from an Invoice
If you no longer want a payment applied to an invoice, you can unapply it.
The unapplied payment will then be added as a Credit to the account, which can be applied to another invoice or will automatically apply to the next posted invoice.
Log in on the web, then go to Billing
Select a student, then All transactions tab
Next to the invoice the payment is applied to, click Actions > View/Edit
In the individual payment, click Actions > Unapply
FAQs
A student has open invoices and credits, yet their account balance shows as $0.00. How do I fix this?
A student has open invoices and credits, yet their account balance shows as $0.00. How do I fix this?
If an account balance is $0.00 but you notice that there is an open invoice and credit balance for the same amount, this means that there is an available payment or credit that can be applied to the open invoice. Once you apply the available payment or credit to the invoice, the invoice will be marked paid.
Can families make payments even when there are no open invoices to pay?
Can families make payments even when there are no open invoices to pay?
Yes, payers can submit a payment at any time, even if there aren't any open invoices on the student's account. When a payment is submitted when the account balance is $0.00, the payment will create a credit balance and the payment will be available to apply to any new invoices that are posted on the account.