Setting a starting balance is crucial during the transition to brightwheel billing from another system to ensure accurate account balances. You can do this by adding a one-time charge or transferring outstanding credits from the payer in the student's billing profile.
Issue a Starting Balance Charge
Creating a One-time Charge posts an immediate charge to the student's account for payment by their payers.
Navigate to the applicable student's billing profile
💡Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!
Once on their profile, click Select an action and choose Add a one-time charge
Click Add charges
Add an existing charge from the library or + Create a new charge to apply the applicable starting balance. When finished, click Save
Add charges from your existing charge list or create a new one and click Save
Click Set schedule
Choose the Desired due date
💡Only the current and future dates will be selectableAdd optional Dates of Service to reflect the attendance/billing dates the charge represents
Click Preview & confirm
Add an optional message in Notes to be displayed to the payer
Review and make any needed edits and click Create invoice
Issue a Starting Balance Credit
If the student currently has an account credit that they can draw from for future charges, then a standalone credit can be added to the student's account to reflect this.
Navigate to the applicable student's billing profile
💡Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!
Once on their profile, click Select an action and choose Add a credit
Enter the Credit amount
Choose a Reason from the drop-down
Add Notes if desired
Optionally, apply credits to unpaid/open invoices on the student account by typing an amount under the Amount applied column
Click Save & apply to create the credit and apply to invoices if that option was selected
ℹ️ Credits aren't immediately applied to invoices, and can be manually allocated as needed. If not allocated, the credit will automatically apply to the next invoice for the primary payer. Learn more about Credits.