This guide covers how to add payment methods in brightwheel. Each payer must add their own payment method (card or bank account) and can only view or use their own payment details (payment information is private and not shared between payers).
🚩 When adding a payment method, we highly recommend enrolling in automatic payments (autopay) to ensure on-time payments. If required by your program, it will be set up automatically when you add a payment method.
To turn it on manually, go to Payments > Payment Settings > My Autopay Settings. For full details, see Manage your autopay settings (for payers).
Accepted payment methods
The following payment methods can be added:
Credit/debit cards
💡 The accepted card brands are: Visa, Mastercard, American Express, Discover, JCB, Diners Club, and China UnionPay.
Note: Each program can choose what type of payments they'd like to accept (online bank transfers and credit/debit cards or online bank transfers only), and these settings may limit the types of payment methods that can be added.
Add a bank account
Payers can connect a bank account to make payments via direct bank transfers (ACH for U.S. payers and PADs in Canada). Only checking accounts are supported as savings accounts are not compatible with brightwheel Billing.
Link a bank with your bank login
✅ This is the simplest way to add a bank account and most common payment method used by brightwheel payers.
Log in to brightwheel (web or app)
Click the Payments Settings tab
Add payment method or Add new
Choose the Bank account tab, then select Instant verification (for U.S. payers) or enter the account holder name/email (for Canada payers)
Follow the prompts to log in to your bank and complete the setup
FAQs
Is my banking information secure?
Is my banking information secure?
We use secure, 3rd party partners (in the United States we use Plaid and in Canada we use Stripe) to instantly connect and verify the bank account information provided. To learn more visit How does brightwheel safeguard my billing and payment information?
I'm having trouble adding my bank account. How do I link it?
I'm having trouble adding my bank account. How do I link it?
If you experience any errors and/or your banking provider is not listed, please follow the instructions below to manually add a bank account instead.
Manually add a bank account
If your bank isn’t listed or you can't remember your login credentials, the bank account can be added manually using the routing and account number. Once this information is listed, you will receive two small deposits (usually under $1 each) to your bank account and you must enter the exact amounts to verify the account and finish setup.
Log in to brightwheel (web or app)
Go to Payment Settings > Add payment method/add new
Select the Bank account tab
U.S: Choose Manual verification
Canada: Enter name/email, then click Micro-deposit verification
Enter your bank info, then verify the two small deposits to complete the setup
FAQs
Where can I find the two small deposits and how do I enter it in brightwheel?
Where can I find the two small deposits and how do I enter it in brightwheel?
Within 48 hours you will have received two micro-deposits to the bank account you listed in brightwheel.
Once received to the bank account, log into brightwheel and go to the Payments Settings page. From there, click Verify on the payment method enter the exact amounts deposited to verify the account. Be sure to enter them in the exact order in which they were received.
Add a credit or debit card
The childcare provider decides which payment methods are accepted. If cards aren’t allowed, you can only add a bank account. If allowed, credit/debit cards can be added after completing two-factor authentication (2FA) for security.
Log in to brightwheel (web or app)
Go to Payment Settings > Add payment method/add new
Select the Card tab
Enter the card information and complete the remaining steps
Connect a FSA/HSA account
You can add an FSA/HSA/Dependent Care account in brightwheel if your program accepts it.
If cards aren’t accepted, you can add the account manually using routing and account numbers. If cards are accepted, you can add your FSA/HSA card like a regular credit/debit card.
ℹ️ For troubleshooting and to learn more about connecting a FSA/HSA payment method, visit FSA/HSA/Dependent Care Accounts.
FAQs
I did not receive a 2FA (two-factor authentication) code when adding a payment method. Where can I find it?
I did not receive a 2FA (two-factor authentication) code when adding a payment method. Where can I find it?
You will receive the 6-digit verification code to the email and/or phone number you use to log in to brightwheel and it will expire after 10 minutes. If it doesn't arrive in your email inbox, be sure to check your spam folder.
If this does not resolve the issue, please visit Issues Receiving a 2FA Code for additional troubleshooting steps.
Are there service fees associated with online payments?
Are there service fees associated with online payments?
Service fees for online payments support brightwheel’s secure, efficient, and reliable transaction infrastructure, support operations and technical applications. If a program chooses, these fees may be passed on to payers and will appear on prepayment invoices, in the Make a Payment screen, and on post-payment receipts. Service fees are non-refundable, even if the payment has been refunded.
For specific fee policies, please contact your program. Brightwheel offers a wide variety of features and options, and ultimately it is up to each provider to determine their own policies and procedures.
Who should I contact with questions?
Who should I contact with questions?
If you have questions related to the payment methods accepted, please contact your provider directly. For help with your brightwheel account and adding payment methods, please contact the brightwheel Support Team at help@mybrightwheel.com.
Now that you've learned about setting up payment methods, autopay, and processing fees - learn how to make a payment!