We're so excited to share our most updated and feature-rich Billing platform with you, Billing Version 3 (V3)!

Table of Contents


Moving to the New Billing Platform

Existing customers can update to the new billing experience themselves, directly in the brightwheel application by following the instructions in the "Try the new billing" tab within the Billing section.

The migration process is as follows:

  1. Admin checks to see if the school is eligible for migration

  2. If the school is not eligible, the admin will take the steps to resolve (see below)

  3. Once eligible, admin confirms they want to update and begins the process

  4. While the migration is happening, admins should not take action in the application; the migration should take no more than a minute

  5. Once complete, the application will automatically refresh and the new billing experience will appear

  6. The migration tab will stay visible for one week after migration


Knowing Which Version you are on

You can tell your version right from your account on the Billing Settings page. Just look in the upper left corner of the page to see your current version number.


Eligibility & Updating from Billing V1

All V1 customers are eligible to update to V3. There are a few considerations to be aware of and potential steps you may want to take prior to updating from V1 to V3.

First, if you need to perform any refunds on payments made on the V1 platform, please do so before migrating. These transactions will be "frozen" post-migration and you will not be able to initiate refunds on them. We do recommend upgrading at the close of a billing cycle after invoices have been paid and payments have been processed.

Additionally, we'd like to highlight some functionality changes in V3 that will differ from what you may be used to in V1:

  • Automatic payment reminders will be sent, but you will no longer be able to send manual reminders

  • Parents are able to make partial payments toward an invoice

  • There is not a visible history of payment methods and auto-pay being added or removed

  • Posted invoices cannot have the charge amount increased. Other changes can still be made to the invoice.

  • Invoices cannot be canceled, only voided

  • Auto-pay will not initiate payment for one-time invoices added and due immediately, it will be triggered the following day to give the parent advance notice


Eligibility & Updating from Billing V2

Customers interested in updating from V2 to the newest version must first meet the eligibility criteria and fix any ineligibilities. There are three types of ineligibilities that could be encountered:

  • students with different bill plans and charge date schedules

  • students with offline refunds unattributed to a payment or credit

  • students with bill plan dates of service that are different than the dates of service for the charges within the bill plan.

Resolve "students with different bill plans and charge date schedules":

  1. Log in to your account on the web

  2. Go to the Billing tab

  3. At the top of the screen, click Update your billing!

  4. On the next screen, click on the box that says XX students with different bill plan and charge date schedules to view each student with the ineligibility

  5. Click Resolve next to the first student's name

  6. Click Delete Bill Plan or select the individual charges you would like to delete from the bill plan until all bill plan charges occur on the same interval
    Please Note: If you do not delete the bill plan or edit charges our system will not allow you to upgrade, but you can always create a new bill plan/charges for the student once you upgrade

  7. Complete these steps for all students with the ineligibility

  8. Navigate back to the previous page and check the box that says I understand this is irreversible and cannot be undone

  9. Click Update billing
    Please Note: The upgrade can take 15-20 minutes!

Resolve "students with offline refunds unattributed to a payment or credit":

  1. Log in to your account on the web

  2. Go to the Billing tab

  3. At the top of the screen, click Update your billing!

  4. On the next screen, click on the box that says X students with offline refunds unattributed to a payment or credit to view each student with the ineligibility

  5. Click Resolve next to the first student's name

  6. Check the box next to the charge that is associated with each offline payment and click the purple box that says Match refund to payment
    Please Note: If no payments appear, reach out to billingupdate@mybrightwheel.com and we can assist you further

  7. Complete these steps for all students with the ineligibility

  8. Navigate back to the previous page and check the box that says I understand this is irreversible and cannot be undone

  9. Click Update billing
    Please Note: The upgrade can take 15-20 minutes!

Resolve "students with bill plan dates of service that are different than the dates of service for the charges within the bill plan":

  1. Log in to your account on the web

  2. Go to the Billing tab

  3. At the top of the screen, click Update your billing!

  4. On the next screen, click on the box that says XX students with bill plan dates of service that are different than the dates of service for the charges within the bill plan to view each student with the ineligibility

  5. Click Resolve next to the first student's name

  6. Click Delete Bill Plan or select the individual charges you would like to delete from bill plan until all bill plan charges occur on the same dates of service
    Please Note: If you do not delete the bill plan or edit charges our system will not allow you to upgrade, but you can always create a new bill plan/charges for the student once you upgrade

  7. Complete these steps for all students with the ineligibility

  8. Navigate back to the previous page and check the box that says I understand this is irreversible and cannot be undone

  9. Click Update billing
    Please Note: The upgrade can take 15-20 minutes!

If you need help resolving the above issues to begin migrating, please reach out to Support.


Additional Resources

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