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 on the Billing page.
The migration process is as follows:
Admin checks to see if the school is eligible for migration
If the school is not eligible, the admin will take the steps to resolve (see below)
Once eligible, the admin confirms they want to update and begins the process
While the migration is happening, admins should not take action in the application. The migration normally takes 10-20 minutes. However, depending on how much data you have, this process could take longer. We suggest upgrading at a time in which you do not need to be actively using the billing portion of brightwheel (this will not affect the rest of brightwheel).
Once complete, the application will automatically refresh, and the new billing experience will appear
The migration tab will stay visible for one week after the 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
Customers interested in updating 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":
Log in to your account on the web
Go to the Billing tab
At the top of the screen, click Update your billing!
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
Click Resolve next to the first student's name
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 upgradeComplete these steps for all students with the ineligibility
Navigate back to the previous page and check the box that says I understand this is irreversible and cannot be undone
Click Update billing
Please Note: The upgrade can take 15-20 minutes!
Resolve "students with offline refunds unattributed to a payment or credit":
Log in to your account on the web
Go to the Billing tab
At the top of the screen, click Update your billing!
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
Click Resolve next to the first student's name
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 furtherComplete these steps for all students with the ineligibility
Navigate back to the previous page and check the box that says I understand this is irreversible and cannot be undone
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":
Log in to your account on the web
Go to the Billing tab
At the top of the screen, click Update your billing!
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
Click Resolve next to the first student's name
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 upgradeComplete these steps for all students with the ineligibility
Navigate back to the previous page and check the box that says I understand this is irreversible and cannot be undone
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.