Once you've added a subsidy agency's contact information and added them as a payer, you can create billing plans and charges for that agency.
When payments are received, you can log them in brightwheel. This guide walks you through how to record those payments.
Important notes:
Agencies are not able to pay directly through brightwheel and are not notified via text or email when a invoice is posted, so providers will need to take steps to manually log payments made by agencies.
Agency checks cannot be deposited through brightwheel at this time.
Log a subsidy payment
When you receive a payment from an agency, you can log it in brightwheel and apply it to any open invoices for that agency.
If there are no invoices yet, you can still record the payment without one and create the invoice later. This is helpful if you need to quickly log a payment without fully tracking the agency’s outstanding balance.
Log a payment without a billing plan or invoice
Log in on the web
Click Billing > Students > Select a student
Press Select an Action > Log a Payment
Enter the amount, choose the agency as the payer, then click Save & Apply
Apply a subsidy payment to an invoice
If you are looking to record a subsidy agency payment on an invoice, you will want to make sure that that invoice has already been posted and is assigned to the agency responsible for the payment.
Log in on the web
Go to Billing > Subsidies, then select the agency
Select the Invoices tab and locate the invoice to be paid
Click Actions > Log a payment
Select the agency and add details about the payment. When finished, click Save & apply
Note: Agency payments cannot be recorded on an invoice assigned to a private payer such as a parent. If needed, you can void such an invoice and then create a new one and assign it to the subsidy agency. Then you can apply the payment to the new invoice.
View agency payments
To view an agency’s payment history, go to Billing > Subsidies, then click the agency’s name. Open the Payments tab to see all payments made by that agency.
You can also check an agency’s payment history right from a student’s profile. This is especially helpful if you’re only looking at one student or if multiple agencies are making payments.
Just head to Billing > Students, then click the student’s name. Select the All Transactions tab, then use the 'Payer Type' filter to select Agency Payers.
Handling underpayments
Admins can choose how to resolve an unpaid or partially paid agency invoice by waiving the balance or billing the remaining balance to the private payers for the student.
Waive balance
Waiving an agency invoice closes it out with a $0 balance.
Log in on the web
Go to Billing > Subsidies, then select the agency
Select the Invoices tab and locate the invoice
Click Actions > Waive balance
Bill another payer
Log in on the web
Go to Billing > Subsidies, then select the agency
Select the Invoices tab and locate the invoice
Click Actions > Bill another payer
Include the reason, the amount and set a new invoice due date
