An important step in accepting online payments is ensuring that payment settings are properly adjusted - giving you maximum control over your billing process.
We recommend scrolling through this resource, or jumping to the desired section from the table of contents on the right configure each setting to best fit your program's needs.
You can access settings on web from Billing > Settings.
Choose accepted payment methods
Turn card payments on/off
Brightwheel allows payers to pay via credit and debit cards. This setting is disabled by default, but you can turn it on if you would like to accept credit and debit card payments.
Log in on the web
Click Billing from the sidebar
Select the Billing Settings tab
In the 'Payment options' tile, manage the 'Accept card payments' setting to toggle ON/OFF as needed
The accepted credit card brands are Visa, Mastercard, American Express, Discover, JCB, Diners Club, and China UnionPay.
💡 We recommend turning this setting on if you would like families to have the option to pay using credit/debit or FSA cards online.
Choose autopay settings
Require autopay
To ensure timely payments, we recommend requiring payers to set up autopay, which automatically deducts payments from their payment method on the invoice due date.
Log in on the web
Click Billing from the sidebar
Select the Billing Settings tab
In the 'Autopay settings' tile, turn ON the setting 'Make autopay required at your school'
Customize autopay for individual payers
You can customize autopay settings for specific payers. If autopay is not required for all families, you can make it mandatory for select payers. This can be especially helpful for families who tend to make late payments.
Log in on the web
Click Billing from the sidebar
Select the Billing Settings tab
Under 'Autopay settings,' click Manage next to the 'Customize individual payer autopay settings'
Select or deselect the desired students
When finished, click Save
Turn off mandatory autopay
Log in on the web
From the sidebar, click Billing
Select the Billing Settings tab
In the 'Autopay settings' tile, manage the 'Make autopay required at your school' setting to toggle OFF
Determine who pays service fees
You can choose whether your organization or families pays service fees for credit card and direct bank transfer payments. If you pass fees to payers, they will be charged service fees for all payments (including autopay) when paying an invoice.
Take the steps below to pass fees, or choose to pay fees yourself.
Log in on the web
Click Billing from the sidebar
Select the Billing Settings tab
In the 'Service Fees' tile, manage the available settings to turn ON or OFF as needed
Pass card service fee to payers - Turn ON to pass credit card fees to payers, turn OFF to cover them yourself
Pass ACH or AFT bank transfer service fees to payers - Turn ON to pass ACH/AFT fees to payers, turn OFF to cover them yourself
FAQs
Should families or my organization pay service fees?
Should families or my organization pay service fees?
Some state restrictions may apply to your ability to charge customers for service fees. It is your responsibility to determine if you can pass these fees to the payer. We recommend reviewing applicable regulations before enabling these settings.
If you do pass service fees to payers, it is highly recommended that you communicate with your families that there may be fees associated with their selected method of payment. Fees will apply to all online payments, including autopay.
Set late payment fees
You can optionally set up a late payment fee policy to determine how your program will charge families for past-due invoices. This setting must be enabled if you wish to add late payment fees to invoices.
Log in on the web
Click Billing from the sidebar
Select the Billing Settings tab
Scroll down to the Late Payment Fees section and enter the following information:
Dollar amount to be charged for late payments (this is a flat rate it does not accrue until the payment is paid)
Grace period of how many days past due is acceptable
How soon late fees should be due once charged
When finished, click Save
ℹ️ Applying this setting does NOT automatically charge parents. You still need to approve, process, and/or waive the final late charge. Visit Manage Late Payments to learn how.
Choose to accept online payments
Once a deposit account is added and provider information is verified, the setting Accept Online Payments is turned on automatically, allowing families to make payments right away via direct bank transfers. However, you can turn it off if you're not ready to accept payments. This gives providers full control over when they will begin accepting online payments.
💡 New programs who wish to set up charges and billing plans before accepting payments can turn off Accept Online Payments. We recommend turning it on as soon as you are ready to accept payments.
Take these steps to enable or disable online payments:
Log in on the web
Click Billing from the sidebar
Select the Billing Settings tab
In the 'Payment Options' tile, locate the 'Accept online payments' setting and toggle ON or OFF as needed
FAQs
What happens to already posted payments when I turn OFF this setting?
What happens to already posted payments when I turn OFF this setting?
If autopay was not required by the program and the family has not turned autopay on, you'll need to manually void the invoices or contact the family directly if they still need to pay.
If you require mandatory autopay or the family has autopay turned on in their account, turning this setting off will give you the option to cancel any posted invoices or collect the posted invoices automatically.
If you choose to collect all pending autopayments, any invoices already posted, but not yet due, will be collected.
If you choose to cancel all pending autopayments, the pending autopay payments will be cancelled and no payment will be collected.
Will turning this setting OFF cancel billing plans?
Will turning this setting OFF cancel billing plans?
No, you must still manually pause or delete billing plans if you no longer wish to bill families.
Can I still set up billing plans and families add payment methods if I turn OFF 'Accept Online Payments'?
Can I still set up billing plans and families add payment methods if I turn OFF 'Accept Online Payments'?
Yes! If you are not ready to accept payments, you can still add charges and recurring charges will post as usual to students’ billing accounts. Payers will still be able to add and set up their payment methods but won’t be able to submit online payments. This allows your families to prepare to make payments through brightwheel as soon as they set up their accounts.
What’s Next?
Once you've finished configuring your Billing settings, it's time to invite families! 🎉
FAQs
I don't wish to accept online payments through brightwheel. Can I still use it to track outside payments?
I don't wish to accept online payments through brightwheel. Can I still use it to track outside payments?
Brightwheel saves admins time and 90% of preschools report more families pay on-time with brightwheel. However, if you do not wish to accept online payments through brightwheel and simply want to use the billing feature to log payments that are made offline, can do so free of charge.