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Reduce/Void Charges & Offline Payments
Reduce/Void Charges & Offline Payments

[For Admins + Billing Only Role] Learn how to reduce and void charges, invoices, and offline payments.

Sabrina avatar
Written by Sabrina
Updated over a week ago

With brightwheel Billing, administrators are able to correct any billing mistakes that may be discovered, even after the invoice post date.

When an error is discovered after an invoice has been posted, the administrator can reduce or void any charge within a posted invoice. Any modifications to invoices will be displayed within the invoice. Both the provider and payers will be able to view invoices and charge adjustments. Admins can also void the invoice altogether and create a new one if that's easiest.

Reduce a Charge

Charges can be reduced by an administrator at any time, even on an invoice that was previously posted to the student’s account.

These adjustments will be delineated by an ⓘ icon that will appear when hovered on the charge item. This icon will indicate any adjustments including reduction adjustments and discounts.

If the invoice has already been paid, the adjustment will be reflected as an account credit, which will be applied to the next invoice or it can be refunded back to the payer.

To reduce a charge in a posted invoice:

  1. Navigate to the student’s billing profile

  2. Locate the Invoice in question from the All Transactions tab

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

  4. When viewing Charges & Payments within the invoice, select Reduce / Void charge from the Actions drop-down

  5. Enter the amount that should have been charged in the New Amount field

  6. Select a Reason from the drop-down menu
    ​NOTE: If you would like to add a new reason, simply type out the full reason text and hit Enter

  7. Add any relevant Notes (optional)

  8. Check/uncheck the 'Notify parents about this change' box as desired

  9. Click Adjust Charge when ready

Void a Charge or Invoice

In the instance where a charge was made in error, the charge within the invoice can be voided to reduce that line item to $0. Alternatively, admins can void the invoice altogether.

ℹ️ Invoices and charges cannot be voided in bulk. Instead, you can void an invoice or a charge from the individual student's billing profile.

If the invoice has already been paid, the adjustment will be reflected as an account credit, which will be applied to the next invoice or it can be refunded back to the payer.

To void a charge in a posted invoice:

  1. Navigate to the student’s billing profile

  2. Locate the Invoice in question from the All Transactions tab

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

  4. When viewing Charges & Payments within the invoice, select Reduce / Void charge from the Actions drop-down

  5. Enter $0 as the amount in the New Amount field

  6. Select a Reason from the drop-down menu

    1. If there is no reason listed that applies, type out a new reason and hit Enter

  7. Add any relevant Notes (optional)

  8. Check/uncheck the 'Notify parents about this change' box as desired

  9. Click Adjust Charge when ready

To void the invoice altogether:

  1. Navigate to the student’s billing profile

  2. Locate the Invoice in question from the All Transactions tab

  3. Click the Actions drop-down menu option and select Void invoice

  4. Select a Reason from the drop-down menu

    1. If there is no reason listed that applies, type out a new reason and hit Enter

  5. Add any relevant Notes (optional)

  6. Check/uncheck the 'Notify parents about this change' box as desired

  7. Click Void when ready

🚩 Voiding an invoice is permanent, the action cannot be undone. If you accidentally void an invoice or charge, you can recreate the invoice by using the One-time charge tool.

Void an Offline Payment

Brightwheel also allows admins the option to void offline payments. This can be particularly useful in situations where a check fails to clear or an offline payment was logged incorrectly.

  1. Navigate to the student’s billing profile

  2. Locate the offline payment

    1. If unapplied to an invoice, it’ll be visible under Current activity > Available Credits & Payments

    2. If applied to an invoice, it'll be visible under All transactions > Credits & payments

  3. Click the Actions drop-down menu option on the offline payment row

  4. Select Void

  5. Select a Reason in the available drop-down menu

    1. If there is no reason listed that applies, type out a new reason and hit Enter

  6. Add any notes (optional)

  7. Check the box to notify parents of the voided charge (optional)

  8. Click Void

Once an offline payment is voided, it will display a 'Payment Status' of Voided in the All transactions tab or within a specific invoice view.

Edit an Offline Payment

If a recorded offline payment contains an error for the amount paid. Admins have the ability to increase or decrease the dollar amount of recorded offline payments. If the payment method, date paid, paid by, or notes field needs to be edited; you'll need to void the transaction and create a new offline payment containing the correct information.

  1. Navigate to the student’s billing profile

  2. Locate the offline payment

    1. If unapplied to an invoice, it’ll be visible under Current activity > Available Credits & Payments

    2. If applied to an invoice, it'll be visible under All transactions > Credits & payments

  3. Click the Actions drop-down menu option on the offline payment row

  4. Select View / Edit

  5. Type the new amount into the Amount paid box

  6. Click Save & apply

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