This article explains available reporting options for providers, which can be useful for program tax purposes or when generating reports on behalf of a payer.
Digital Signatures for Payer Tax Summaries
In 2024, brightwheel has introduced the ability for admins to add their digital signature to all payer tax statements.
Adding a digital signature to payer tax statements is a regulatory requirement for Canadian providers and an optional enhancement for U.S. providers. Since legal, tax, and financial circumstances vary, we recommend consulting your attorney, CPA, or advisors for personalized guidance.
A signature must have been added by 1/24/25 to appear on 2024 payer tax statements.
Reporting Options
Brightwheel offers reporting options to gather essential information for tax season. Review each option and its recommended use below, then click to view the applicable steps!
💡 To address questions from your families, share Tax Season Reporting for Payers.
Export a 2024 Payer Tax Statement (helpful if pulling reporting on behalf of a guardian)
Export a 2024 Payer Tax Statement (helpful if pulling reporting on behalf of a guardian)
Navigate to the applicable student's billing profile
💡 Open the Billing page from the sidebar, jump to the Students tab, and select the student's name!Open the Statements tab
Click Export next to the Family 2024 payer tax statement drop-down (2024 statement is selected by default, but previous years can be selected if applicable)
Click Download to download a PDF to your device or Export again to send a copy to the listed email address
Once downloaded/exported, share the statement with the payer using your preferred method (brightwheel Messaging, email, etc.)
Export a Revenue Report (best option for admins pulling reporting on behalf of the program)
Export a Revenue Report (best option for admins pulling reporting on behalf of the program)
To pull reporting that quickly and easily shows how much your program received for a given charge category in a specific date range that is useful for tax reporting, our Revenue Report is the best option! This report can downloaded and printed as needed.
Log in on the web
Open the Billing page from the sidebar
Jump to the Reports tab
Click to open the Revenue Report
Update the ‘Start/End date’ filters as needed
💡 To review revenue for the entire tax year, ensure January 1 to Dec 31 is selected.Use the ‘Group by’ drop-down filter as needed
Click Apply Filters
Download, Export or Print as needed
To download or export, click the gray Export button
If downloading, simply click Download
If exporting, select recipients from the list, or add email addresses for new recipients and then click the orange Send to button
To print, click the gray Print button
Adjust your print settings and print on your local device
Export a Billing Transactions Report (additional reporting option that just further breaks down what's seen in Revenue Report)
Export a Billing Transactions Report (additional reporting option that just further breaks down what's seen in Revenue Report)
If you need reporting that has more comprehensive information on all transactions that have been recorded on the school's ledger, the Billing Transactions Report is a great option. You can export this report as a CSV and use any spreadsheet software to filter the transaction types like online/offline payments, refunds, and voids.
Log in on the web
Open the Billing page from the sidebar
Jump to the Reports tab
Click to open the Billing Transactions Report
Select the Earliest post date and Latest post date
💡By default, the dates will be set to list all of the transactions on your account in the last 30 days but to review the entire tax year, ensure January 1 to Dec 31 is selected.Select the Transaction type(s) that should be included in the report
Set the Student, Room, and Student status filters, if desired
Click Apply Filters
Click the gray Export button
Deselect any fields you don't want to be included in the export
Select recipients from the list, or add email addresses for new recipients
Click the orange Send to button
The exported report will be sent via email and can be opened in Excel, Google Sheets, Numbers, or any other spreadsheet tool.
Staff W-2 Forms
If you use brightwheel's payroll processing integration via Gusto, your staff will receive their W-2 forms through Gusto. ALL W-2 related questions for your staff should be directed to Gusto.
If you are using another payroll provider, please check with them directly to see if W-2s are offered.
ℹ️ Brightwheel's payroll offerings are a complete, easy-to-use payroll solution, enabling providers to automate tax filings, save time, and manage payroll with confidence with the #1 payroll provider for small businesses. In brightwheel, you can track staff timecards and hours, and send that data directly to Gusto to pay your employees! Review our Brightwheel Payroll resource to learn more.
Payer Resources
If you want to share relevant resources with your payers to help them prepare for tax season, view the Tax Resources to share with Parents article. This resource links to a related article and PDF that can be shared directly with payers as needed!
Review all tax-related resources below!
This publication is designed to provide general information regarding the subject matter covered. It is not intended to serve as legal, tax, or other financial advice related to individual situations. Because each individual's legal, tax, and financial situation differs, specific advice should be tailored to the particular circumstances. For this reason, you are advised to consult with your own attorney, CPA, and/or other advisors regarding your specific situation.