Table of Contents
Understanding the Primary Payer
By default, for existing schools, the current auto-payer will become the primary payer. If there is no auto-payer, it will default to the payer with a payment method on file. If multiple payers have a payment method on file, it will default to the first parent that signed up to use brightwheel for that student. For newer schools just starting to use Billing, the first parent contact to sign up will become the primary payer by default. The primary payer can end up being any payer associated with the student’s billing account.
Programs have the ability to assign invoices; unless otherwise selected, all invoices will automatically be assigned to the primary payer. All payers can see and submit payments towards these invoices by paying them directly, but the primary payer will become responsible for them (if unpaid). This means the invoices will be visible in the primary payer's account balance and paid for using autopay if enabled. If not using autopay, the balance will be displayed in the account under My Account Balance to pay.
At this time, only a program Administrator and staff with Billing Only permissions can change the primary payer on a student’s billing account. This is easily done from the student’s billing profile on the Account Details page. Learn more about managing primary payers as an admin by continuing on to the section below!
Manage Primary Payer as an Admin
Add Primary Payer
When a parent contact is added, and the program uses billing, they will automatically be added as a payer. Learn how to Add Student Contacts. If the parent contact is not automatically listed as the primary payer, an admin can update the parent to be the primary payer by following the Change Primary Payer steps below.
Any additional student contacts (Family or Approved Pickups) added will not automatically be added as a payer, but can easily be designated as one by following the steps below.
Open the Billing page
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 ➕Add Payer option
Use the checkbox to select what additional student contacts should be added as a payer
Click Add
Please Note: If this contact should be the primary payer, easily update this by following the Change Primary Payer steps below.
🚩 Staff with Billing Only permissions cannot add/remove student contacts. Please contact a program administrator to add/remove a contact. Once added, the Billing Only staff can modify the list of payers from the student billing profile
Change Primary Payer
Changing a primary payer will automatically assign any future created or any currently unassigned invoices but will not automatically update any existing assigned invoice.
Open the Billing page
Jump to the Students tab
Locate the student's name
On the profile page, jump to the Account details tab
In the Payers table, locate the payer that should be the primary
Click the Actions menu and select Make primary payer
Remove Primary Payer
Things to keep in mind before removing a payer
If a student has multiple payers, the primary payer cannot be removed as a student contact until a new primary payer must be assigned
Any open invoices for a payer need to be reassigned, paid, or voided before removing the payer
Any active bill plans/charges assigned to the payer would need to be reassigned to a new payer or canceled before removing them
How to remove
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
If there is only a single primary payer:
Click the Actions drop-down menu
Select Remove payer
Click Yes, remove to confirm the action
If there are multiple payers:
Under the ‘Payers’ table, locate the payer to be removed
Locate the payer who will become the new primary and click Actions on their row
Set the new primary payer by selecting Make primary payer
Once the old primary payer is no longer the primary, click Actions on their row
Select Remove payer
Click Yes, remove to confirm the action