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Transitioning to brightwheel Billing
Transitioning to brightwheel Billing

[For Admins] Learn how to record a starting balance charge or credit on a student's billing profile for new programs.

Sabrina avatar
Written by Sabrina
Updated over a week ago

When transitioning to brightwheel from another system, it is crucial for providers to accurately reflect account balances in each student’s billing profile. You can achieve this by adding a one-time charge or transferring any outstanding credits for the student. This ensures a smooth transition and helps maintain accurate financial records.


Issue a Starting Balance

To issue a starting balance, provider should create a one-time charge for the student. The charge will immediately be posted to a student's billing profile to be paid.

  1. Log into brightwheel on the web

  2. Select the Billing tab from the purple dashboard menu

  3. From the At a Glance tab, click on the Select an Action drop-down menu, and choose to Add a one-time charge

  4. Select a student or students to process the charge for

  5. Proceed through the remaining prompts to add charge amounts and additional information

  6. 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.

  1. Login to brightwheel on the web

  2. Open the Billing page from the sidebar, jump to the Students tab, and select the student's name

  3. Once on their profile, click Select an action and choose Add a credit

  4. Enter the Credit amount

  5. Choose a Reason from the drop-down

  6. Add Notes if desired

  7. Optionally, apply credits to unpaid/open invoices on the student account by typing an amount under the Amount applied column

  8. Click Save & apply

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.

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