Billing v3: Add an Agency

Adding an agency is the first step to tracking subsidies in brightwheel Billing. Each agency that contributes for students' tuition, educational, or nutritional costs can be added in brightwheel to begin tracking expected and received payments.

Table of Contents

• Add an Agency

• Bulk Manage Expected Payments

• Modify an Agency’s Student List

Add an Agency

Adding a new agency is quick and easy in brightwheel - all that’s required is the agency name. Once the agency is created, add students who receive funding through this agency to track expected payments and record received payments.

1. Log in to brightwheel on the web, and open the Billing tab from the purple dashboard menu

2. Select Subsidies, and click the purple Add Agency button

3. Enter in the agency name and optional contact details, and click Add Students

4. Use the filters and search fields to select each student who should be added to this agency. This step can be skipped by not selecting any students and moving on to step 5

5. Click Expected Payments

6. Enter the payment frequency, the expected amount that the agency contributes to each student, and the desired start date in the future. Available start dates will be automatically displayed according to the inputted schedule for each student, and will always be the end of the payment interval period.

7. Click Review & Confirm and verify all information is correct

8. Click Create Agency

Bulk Add Expected Payments

When adding an agency, it may be faster to add the expected payments for a group of students rather than each one individually. This can easily be done on the Expected Payments page during set up.

1. Use the checkbox next to each student to select all students with the same Payment Interval and Expected Amount

2. Click Bulk Edit from the green banner that appears at the bottom of the screen

3. Fill in the information requested and click Save

Modify an Agency's Student List

Throughout the year, administrators may need to add, remove, or modify the expected amount for different students. This can all be done from the Edit Agency menu.

Add Students to an Agency

1. Open the Billing tab, and select Subsidies

2. Click on the Agency

3. Choose Edit Agency from the Select an Action drop-down

4. Use the Agency Information to edit the name or contact details if needed, or leave this as-is and click Add Students to advance

5. Use the Add Students page to add any new students to the agency, and click Expected Payments to continue

6. Click Review & Confirm to continue

7. Click Update Agency

Remove Students from an Agency

1. Open the Billing tab, and select Subsidies

2. Click on the Agency

3. Choose Edit Agency from the Select an Action drop-down.

4. Use the Agency Information to edit the name or contact details if needed, or leave this as-is and click Add Students to advance

5. Click Expected Payments to continue.

6. Click Review & Confirm to continue

7. On the final Review & Confirm page, use the trash can icon next to each student’s name to remove students from the agency as needed

8. Click Update Agency

Edit Expected Payments

To edit the amount of an expected payment for a student, the student will need to be removed and re-added to the agency. Follow the steps above to first remove the student from the agency, then re-add them with updated payment details as needed.