If this content does not match what you see in your account, you may be on our legacy billing platform.
The Billing Library allows administrators to easily create, organize, and edit reusable charges without having to recreate them each time.
Table of Contents
Create a Fixed Charge
There are two ways to add a new Fixed Charge to the Library.
The first is by selecting the Save to Library checkbox when adding charges to a billing plan — this will save that charge for future use in the Library.
The second is by creating Fixed Charges directly from the Billing Library
Log in to brightwheel on the web
Select Billing from the left sidebar and then select the Library tab
Go to the Fixed Charges tab
Click the purple Create a new fixed charge button and enter in the Category, Description, and Amount of the charge
Once complete, click Save to library
Create a Variable Charge
You can also create, edit, and delete reusable variable rate charges from the Library. These charges can be used for Attendance Billing — to bill for attendance-based services, late pickup/early drop-off fees, and more. They can be processed as one-time charges.
Log in to brightwheel on the web
Select Billing from the left sidebar and then select the Library tab
Go to the Variable Charges tab
Click the purple Create a new variable charge button, and enter in the details of the charge
Once complete, click Save to library
Edit a Charge in the Library
Editing a charge in the Billing Library is easy, and may be useful when preparing for a new school year with updated rates. When new billing plans or one-time charges are created, they will reflect the most up-to-date charge details.
Keep in mind that when charges are edited from the Library, the changes will not retroactively apply to any charges that have already been posted or are currently pending. It will also not affect any billing plans they were previously created with that charge.
This update will only be reflected when applied to a plan or processed for a one-time invoice in the future.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Select the charge that needs to be edited
Click the pencil icon to edit the charge, and update the fields as needed
Once complete click Save to library
Remove a Charge
Keeping a clean Library of charges is important, especially if some charges should no longer be used. In this case, administrators can remove a charge from the library at any time.
Please note that removing a charge will not retroactively apply to any charges that have already been posted or are currently pending. It also will not remove any recurring charges from billing plans that may have that recurring charge. This update will only remove its ability to be added to future plans and statements.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Find the Charge that needs to be removed
Click the Trash icon for that item to remove the charge
Click Delete to confirm
Create a Category
Leveraging Categories allows administrators to organize groups of similar charges. This can be valuable for reporting purposes, such as reporting on all Tuition charges, or to separate different charges by type or program.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Go to the Categories tab
Click the purple Create a new category button in the top right corner
Complete the fields with the appropriate information and details, and click Save to library
