If this content does not match what you see in your account, you may be using our older Subsidy experience; learn more here. This new experience will be coming to your account soon!

Adding an agency is the first step to tracking subsidies in brightwheel Billing. Each agency contributing to students' tuition, educational, or nutritional costs can be added to brightwheel, then added as a payer to a student's billing account, and finally, have a billing plan set up to easily track expected and received subsidy funds!

Table of Contents


Add an Agency

  1. Log in to an administrator account on the web

  2. Click to open the Billing tab on the purple sidebar menu

  3. Jump to the Subsidies tab

  4. Click the Add agency button

  5. Fill in the Agency's name

  6. Fill in any other applicable contact information
    💡The name is the only required field

  7. Click Create agency

Once you've added the agency to your program's list, you'll want to move on and add the agency as a payer on the relevant student(s) billing accounts by following the section below.


Add Agency as a Payer

Just as Family and Approved Pickups can be added as payers, agencies can now be added by following the same steps.

  1. Log in to an administrator account on the web

  2. Click to open the Billing tab on the purple sidebar menu

  3. Jump to the Students tab

  4. Locate the student's name

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

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

  7. Use the checkbox to select the agency

  8. Click Add


Set up an Agency's Billing Plan

Once you've added an agency's contact information and added them as a payer on the student(s) billing account - it's time to set up a billing plan. This improved experience simplifies and unifies the setup flow for agencies. Bill plans will function largely the same way for agencies as they do for private payers, except for the fact that when invoices post, there will not be an email or text sent.

  1. From the student's billing profile, use the Select an action menu to choose Set up a Billing Plan.

  2. For "What should this billing plan be called?" - input the billing name name

  3. For "How Often should payers receive bills?" - select the frequency of expected payments from the agency

  4. For "When do you want the first payment to be due?" - select when the first payment is expected from the agency for this student

  5. For "When do you want the last payment to be due?" - select when the last payment is expected from the agency if this information is known or otherwise, leave blank

  6. For "When should payers receive their invoices?" - select any option; we will not send invoices directly to the agency at this point in time.

  7. Click Add charges

  8. Input the charge information and amount expected from the agency for the student based on the frequency you selected in Step 3

  9. Toggle the Assign $X to specific payers? option to YES (on)

  10. Check the box for the agency

  11. Click Save

  12. Click Preview & confirm

  13. Review the billing plan to ensure all information is accurate

  14. When ready, click Create billing plan


Manage Agencies

Remove Agency as a Payer

Agencies can be removed from a student in the same way they are added, so long as there are no open invoices or active bill plans assigned to the agency.

  1. Log in to an administrator account on the web

  2. Click to open the Billing tab on the purple sidebar menu

  3. Jump to the Students tab

  4. Locate the student's name

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

  6. Under the 'Payers' table, locate the agency to be removed

  7. Click the Actions dropdown menu, and select Remove payer

  8. Click Yes, remove to confirm the action

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