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
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, agencies can now be added by following the same steps.
Log in to an administrator account on the web
Click to open the Billing tab on the purple sidebar menu
Jump to the Students tab
Locate the student's name
On the profile page, jump to the Account details tab
Under the Payers table, click the âž•Add Payer option
Use the checkbox to select the agency
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.
From the student's billing profile, use the Select an action menu to choose Set up a Billing Plan.
For "What should this billing plan be called?" - input the billing name name
For "How Often should payers receive bills?" - select the frequency of expected payments from the agency
For "When do you want the first payment to be due?" - select when the first payment is expected from the agency for this student
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
For "When should payers receive their invoices?" - select any option; we will not send invoices directly to the agency at this point in time.
Click Add charges
Input the charge information and amount expected from the agency for the student based on the frequency you selected in Step 3
Toggle the Assign $X to specific payers? option to YES (on)
Check the box for the agency
Click Save
Click Preview & confirm
Review the billing plan to ensure all information is accurate
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.
Log in to an administrator account on the web
Click to open the Billing tab on the purple sidebar menu
Jump to the Students tab
Locate the student's name
On the profile page, jump to the Account details tab
Under the 'Payers' table, locate the agency to be removed
Click the Actions dropdown menu, and select Remove payer
Click Yes, remove to confirm the action
