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Create and Manage Reusable Charges
Create and Manage Reusable Charges

[For Admins + Billing Only Role] Learn to create, edit and delete reusable rate charges to save time setting up bill plans and invoices!

Sabrina avatar
Written by Sabrina
Updated over a month ago

Building out and maintaining a accurate list of common charges in your Billing Library is essential to billing families quickly and efficiently. Providers can create a library of rates and charges that can be reused each time they bill families for common costs such as tuition, late pickup fees, after school care, etc.

Easily choose from existing charges and rates to quickly set up billing plans and one-time charges, avoiding the manual work of re-creating charges.

Charge Types

A Fixed Charge or Variable Charge can be created to accommodate the different types of rates and services provided.

Fixed Charge

Providers should create a Fixed Charge when they need to charge for fixed rates that don't change frequently such as tuition or registration fees.

These charges can be added to recurring billing plans or processed as one-time fees.

Variable Charge

Providers should create a Variable Charge if there are variable rates and billing is based on attendance such as costs for after school care or late pickup fees. These charges can be processed as one-time fees.

Providers will set up parameters to determine how much someone will be charged based on a specific time frame and days of the week (E.g. Parents will be charged $25 for each hour their child is in afterschool care between 5-7pm).

Build a Charge Library

Create Fixed Charges

There are two ways to add a new Fixed Charge to the Library. The first is by selecting the Save to Library checkbox when adding charges to a billing plan — this will save that charge for future use in the Library. The second is by creating Fixed Charges directly from the Billing Library as outlined below.

  1. Log in to brightwheel on the web

  2. Select Billing from the left sidebar and then select the Library tab

  3. Go to the Fixed Charges tab

  4. Click the purple Create a new fixed charge button and enter in the Category, Description, and Amount of the charge
    💡 To organize charges into a new category, take steps below to Create Charge Categories or type the new name in the Category bar and press Enter.

  5. Once complete, click Save to library

Create Variable Charges

Variables charges can added in the Billing Library to be used for Attendance Billing (attendance based billing, late pickup/early drop-off fees, and more) and as one-time charges.

  1. Log in to brightwheel on the web

  2. Select Billing from the left sidebar and then select the Library tab

  3. Go to the Variable Charges tab

  4. Click the purple Create a new variable charge button, and enter in the details of the charge
    💡 To organize charges into a new category, take steps below to Create Charge Categories or type the new name in the Category bar and press Enter.

  5. Once complete, click Save to library

Create Charge Categories

Providers can view and create categories to organize groups of similar charges. This can also be valuable for reporting purposes, for example, if you want to report on all your Tuition category charges.

🚩 Once created, a charge category can not be edited or deleted. Please be mindful of this to ensure the category is exactly what is needed and there are no typos before creating.

  1. Log in to brightwheel on the web

  2. Select the Billing tab from the purple dashboard menu, and open the Library

  3. Go to the Categories tab

  4. Click the purple Create a new category button in the top right corner

  5. Complete the fields with the appropriate information and details, and click Save to library

Edit a Charge

  1. Log in to brightwheel on the web

  2. Select the Billing tab from the purple dashboard menu, and open the Library

  3. Select the charge that needs to be edited

  4. Click the pencil icon to edit the charge, and update the fields as needed

  5. Once complete click Save to library

Once a charge is edited from the Billing Library, changes won't apply retroactively to posted or pending charges and won't affect previous billing plans. The edited charge will only be reflected in future billings or one-time charges.

Remove a Charge

  1. Log in to brightwheel on the web

  2. Select the Billing tab from the purple dashboard menu, and open the Library

  3. Find the Charge that needs to be removed

  4. Click the Trash icon for that item to remove the charge

  5. Click Delete to confirm

Once a charge is removed from your Billing Library, changes do not apply retroactively to already posted or pending invoices and will not be removed from any previously created billing with that charge.

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