Most childcare centers receive subsidy payments from state, federal, and/or local agencies. With brightwheel, providers can simplify managing agency payments and quickly get an overview of agency invoices, balances, and payments.
Brightwheel's Subsidies management tool enables Administrators to:
Add Agencies as payers
Create bill plans for agencies or one-time charges
Log agency payments easily
Filter reports specifically for agency invoices and payments
Get Started with Subsidies
For new providers, take the steps below to get up and running tracking Subsidy payments in brightwheel! You can click into the links that offer more detailed instructions for each step.
You'll first need to add the agency into your brightwheel account and then you can begin to log payments!
1️⃣ Add Agencies
Subsidy Billing Options
There are multiple ways to create invoices and track subsidy payments depending on your program's needs.
Providers can create Billing plans if they are receiving consistent, regular subsidy payments. One-time charges can be used if subsidy payments don't occur on a consistent, regular basis.
Once providers receive payments from agencies outside of brightwheel, they can can log the subsidy payment in brightwheel and apply it to an invoice, or log the subsidy payment without a invoice if it must be logged quickly.
Subsidies Dashboard
Once Agencies are added and payments logged, providers can quickly get an overview of all existing agencies listed at their program and any unpaid balances..
Click to open the Billing page on the purple sidebar menu and jump to the Subsidies tab. On this page, you will see a list of all existing agencies and the ability to Add agency.
The list will include the following information for each individual agency:
Agency: the name of the agency
Students: the number of students with the agency attached as a payer
Open Invoices: # of invoices that are posted but not Paid and are assigned to the agency
Unpaid: any unpaid open invoices owed by the agency
Available Payments: sum of all payments (and partial payments) that have been logged on behalf of the agency but not yet applied to an invoice
Balance: $ Delta between unpaid and available
Actions menu: allows you to select View account and view recent transactions, upcoming invoices, and agency information
View Agency Summary
Providers can click into an agency to view agency's profile in more detail and view their balance across all students they're attached to.
Transactions tab: will show the balance across any students the agency is attached to
Upcoming invoices tab: will show all upcoming invoices posting soon for any students the agency is attached to
Agency info tab: contains the agency's contact information added during the initial creation. This can easily be edited by clicking Edit from this tab at any time.
Invoices tab: will show posted invoices and allow the ability to Log a Payment, View/Edit, Bill Another Payer, Waive, or Void right from the agency summary
Payments tab: will show all logged payments the agency has made for any students they are attached to
Students tab: View students already associated with an agency and if they are currently on a Bill plan, add new students individually/in bulk to the agency, and edit the agencies info
Subsidy Reporting
Providers can easily report on agency payments by filtering reports by Agency payers to view subsidy payments specifically. Visit Overview of Billing Reporting Options for the different reports available.