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.
Log in to brightwheel on the web
Select Billing from the left sidebar and then select the Library tab
Go to the Fixed Charges tab
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.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.
Log in to brightwheel on the web
Select Billing from the left sidebar and then select the Library tab
Go to the Variable Charges tab
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.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.
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Go to the Categories tab
Click the purple Create a new category button in the top right corner
Complete the fields with the appropriate information and details, and click Save to library
Edit a Charge
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Select the charge that needs to be edited
Click the pencil icon to edit the charge, and update the fields as needed
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
Log in to brightwheel on the web
Select the Billing tab from the purple dashboard menu, and open the Library
Find the Charge that needs to be removed
Click the Trash icon for that item to remove the charge
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.
