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 track expected and received subsidy funds easily!
Table of Contents
Add an Agency
Log in to an administrator account on the web
Click to open the Billing tab on the purple sidebar menu
Jump to the Subsidies tab
Click the Add agency button
Fill in the Agency's name
Fill in any other applicable contact information
💡The name is the only required fieldClick 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 on a student's billing account, agencies can now be added in the same way. Agencies can be added individually as a payer for a student or in bulk to multiple students.
Log in to an administrator account on the web
Click to open the Billing tab on the purple sidebar menu
Jump to the Subsidies tab
Click the agency to open the agencies profile
Jump to the Students tab
Click + Add students
Use the available filters to narrow down the list of students to select from
Check the box next to each student who should be associated with the agency. If there are multiple, select them all!
Click Add students
💡Agencies can also be added as payers in the same way that Family and Approved Pickups can by following this process. However, this method only allows you to add an agency to one student at a time. We suggest following the process above whether you're adding the agency as a payer for one or multiple students to streamline the steps you take!
Track and Record Subsidy Payments
In this new experience, there are three options to log and track subsidy payments depending on your program's needs.
Set up Billing Plans - ideal if you are receiving consistent subsidy payments
Add One-time Charges - a helpful way to record one-off agency charges for subsidies that may not recur on a regular frequency
Logging a Payment without a Bill Plan or Invoice - a way to record an agency payment quickly if you aren't looking for full tracking of money owed by agencies
Learn more about using the options listed above by clicking the hyperlinks!
Manage Agencies
Edit Agency Info
Log in to an administrator account on the web
Click to open the Billing tab on the purple sidebar menu
Jump to the Subsidies tab
Click the agency to open the agencies profile
Jump to the Agency info tab
Click Edit agency
Make needed changes/additions to the agency's contact information
When finished, click Update agency
💡You can also edit this information from the agency's Students tab using the Select an action drop-down menu!
Remove Agency as a Payer
Agencies can be removed as payers for a student's account as long as there are no open invoices or active bill plans assigned to the agency. This process is easily done from the agency's Students page.
Log in to an administrator account on the web
Click to open the Billing tab on the purple sidebar menu
Jump to the Subsidies tab
Click the agency to open the agencies profile
Jump to the Students tab
Click the 🗑 icon on the student's row(s) needing to be removed
💡Agencies can also be removed as payers in the same way that Family and Approved Pickups can by following this process. However, we suggest following the process above to streamline the actions you can take all in one central location!