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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 want 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 can view student billing accounts, add payment methods, and view any invoices as soon as they're added as a payer. Payers will not be able to actually submit payments until the 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 starting 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 can see and submit payments towards these invoices by paying them directly, but the primary payer will become responsible for them (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 the student's name

  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.

💡You can also choose to send this optional Billing Overview for Payers PDF to your families to get them excited about using brightwheel Billing!


Remind Family/Approved Pickups to add a Payment Method

Parent contacts have an invite option available that automatically sends 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 Invite to billing button under the 'Payment method' column

Once sent, the button under the Payment method column will display 'Invite sent,' 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.

Please Note: the 'Accept online payments' program setting does not need to be toggled on for a payer to add a payment method! This allows payers to get prepared to make payments even if the program is not accepting payments just yet.


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. If a program has mandatory autopay setup, payers will be enrolled automatically and see a prompt in their account to acknowledge they're being enrolled when adding 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 'Autopay' column

Once sent, the button under the Payment method column will display 'Reminder sent'. 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.

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