Once student accounts are set up, invite payers to brightwheel billing to start collecting online payments! Parent contacts can be invited to Billing and/or Autopay individually or in bulk, while other Student Contacts (Family and Approved Pickups) can be invited individually.

This resource overviews how to add and invite Family and Approved Pickups as payers. If you are looking to add and invite parents as payers, view our Invite Parents Resource.

Keep in mind that while the invitations are a helpful prompt or reminder, payers will be able to view student billing accounts and invoices as soon as they're added to a student's contact list. Payers will also be able to add payment methods and submit online payments as soon as their program has enabled the Accept Online Payments setting.

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Understanding the Primary Payer

A concept introduced in our V3 Billing platform is the primary payer.

By default, for existing schools, the current auto-payer will become the primary payer. If there is no auto-payer, then it will default to the payer with a payment method on file. If multiple payers have a payment method on file, it will default to the first parent that signed up to use brightwheel for that student. For newer schools just getting started on V3 Billing, the first parent contact to sign up will become the primary payer by default.

In V3, admins have the ability to assign invoices, but we don’t want to require that all invoices be manually assigned as that could be a tedious task. Because of this, it’s highly possible that invoices will be Unassigned. All payers will be able to see and submit payments towards these invoices by paying them directly, but the primary payer will become responsible for these invoices (if unpaid). This means that the invoices will be visible in the primary payer's account balance and also paid for using autopay if enabled. If not using autopay, the balance will simply be displayed in the account under My Account Balance to pay.

At this time, only a program admin can change the primary payer on a student’s billing account. This is easily done from the student’s billing profile on the Account Details page. Under the ‘Payers’ table, admins can click the Actions menu and select Make Primary payer on a different payer to assign this to them. The primary payer can end up being any payer associated with the student’s billing account.


Invite Family/Approved Pickups as Payers

Each student contact who will be submitting online payments towards student balances must be added as a Family or Approved Pickup student contact Once a Family or an Approved Pickup contact is added, they will have to be manually added as payers on the student's billing profile by following the steps below.

  1. Open the Billing page

  2. Jump to the Students tab

  3. Locate and click the student's name to open their billing profile

  4. On the profile page, jump to the Account details tab

  5. Under the Payers table, click the ➕Add Payer option

  6. Use the checkbox to select what additional student contacts should be added as a payer

  7. Click Add
    Please Note: You can change the primary payer listed using the Actions drop-down menu on another payer's row and selecting Make primary payer

It's important to note that once a Family or Approved Pickup is added as a payer, there is no way to remove them. The current solution to exclude them from being a payer would be to remove their account entirely, add them back, and not add them as a payer following the steps above.

Once the steps above are completed, the student contact will be added as a payer for the student's billing account balance. An invitation email will not be sent automatically, but follow the guidance below to learn how to send reminders to add a payment method, enable autopay and prompt the payer to get started.


Remind Family/Approved Pickups to add a Payment Method

Parent contacts have an invite option available that will automatically send them an email prompting them to get up further. When a Family or Approcked Pickup contact is added as a payer on a student's account, they are not sent an initial invitation. Follow the guidance below to remind non-guardian payers to add a payment method!

  1. Open the Billing page

  2. Jump to the Students tab

  3. Locate and click the student's name to open their billing profile

  4. On the profile page, jump to the Account details tab

  5. Under the 'Payers' table, locate the specific student contact to send a reminder to

  6. Click the Send a reminder button under the 'Payment method' column

Once sent, the button under the Payment method column will display 'Reminder sent' and be greyed out as seen above. The payer will receive an email that looks similar to the example below and by clicking the blue button within the email, they will be prompted to log in to their brightwheel account and add a payment method.


Invite Family/Approved Pickups to Enable Autoplay

Autopay invitation emails are a helpful way to remind payers to enroll in autopay to make sure that payments are submitted on time, every time. While programs can opt to make autopay mandatory, all payers will be able to opt into autopay regardless of this setting.

  1. Open the Billing page

  2. Jump to the Students tab

  3. Locate and click the student's name to open their billing profile

  4. On the profile page, jump to the Account details tab

  5. Under the 'Payers' table, locate the specific student contact to send a reminder to

  6. Click the Send a reminder button under the 'Autopay' column

Once sent, the button under the Payment method column will display 'Reminder sent' and be greyed out. The payer will receive an email that looks similar to the example below and by clicking the blue button within the email, they will be prompted to log in to their brightwheel account and enable autopay.


Multiple Payers is a feature rolling out to users on our newest billing platform over the coming weeks. If you do not have these options available to you yet, don’t worry, you will soon!

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