ℹ️ This feature is currently in beta.
This resource overviews how to leverage the feature if you have access as part of the beta or previews what's coming for those awaiting access!
If you're awaiting access, go to the Expenses page from your account on the web, click Join the waitlist, and fill out the form to express interest.
With brightwheel's Expense Tracking feature, administrators can quickly populate, categorize, and report on all transactions for their business. This feature will allow you to:
Automatically track expenses, directly in brightwheel — no more paper receipts
Customize your chart of accounts and tie them to charges and expenses so you can visualize your profit and loss
Make tax time a breeze
Getting Started
To begin using brightwheel's Expense Tracking platform, you'll first need to connect a Bank Account, or a Custom Source.
🎥 Watch our 10 minute Onboarding Video
Connect a Bank Account
When a bank account is connected, transactions up to the last year will be imported into brightwheel for you to categorize and edit as needed. Only U.S. bank accounts can be connected at this time.
Log into brightwheel on the web
Select Expenses from the left side menu
Click into the Sources tab
Click the purple +Add bank account
Find your financial institution via Plaid and select the account to import transactions from (it can take up to 10 minutes to populate historical transactions)
Repeat for each account you want to connect or for multiple accounts from the same institution
💡 Do not connect the same account more than once, as this will result in duplicate transactions being recorded
Connect a Custom Source
Providers can create a custom source to track non-bank account related transactions (E.g. Cash, Giftcards, Donations).
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Sources tab
Click the button +Add custom source
Enter the Name & Description of the source
Click Save
Edit and Delete Connected Sources
Manage Transactions
View Transactions
After a source is connected, transactions will populate in the Transactions tab for administrators to review.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
ℹ️ The Transactions tab will only show fully processed transactions, not pending transactions.
Add Transactions
Providers can add income or expense transactions from any source if it was not automatically populated. Custom sources (E.g. Cash) must be added manually.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
Select + Create Transactions
Input the Source, Date, Description and Amount of the transaction
Choose the transaction Category and add any custom notes
💡The category defines if it's income or an expense. You can confirm the correct selection under Type.Click Save
Edit Transaction Details
Click here for steps to edit the details of a transaction such as the description, source, amount, date, or category.
Click here for steps to edit the details of a transaction such as the description, source, amount, date, or category.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
Click the Actions drop down menu to the right of the transaction
Select View / edit
Update the Source, Date, Description, Amount, Category, and Notes as needed
💡If the transaction was automatically populated from a bank account, the Source field cannot be edited.
Click Save
💡The Type field shows if a transaction is Income, Expense, or Transfer. Positive amounts are Income, while negative amounts are Expenses. For transactions added manually, the Type is determined by the Category selected.
Edit Transaction Descriptions in Bulk
To edit the Category and Description of multiple transactions, use the checkboxes to select them and then click Edit Description.
Split Transactions
Click here for steps to split a single transaction into different categories, for example if you purchased classroom supplies and food together.
Click here for steps to split a single transaction into different categories, for example if you purchased classroom supplies and food together.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
Click the Actions drop down menu to the right of the transaction
Select Split
Choose + Add Split as many times as needed to add the split amount. Next select the Category
Optionally, add any custom Notes
Click Save when finished
Delete Transactions
Click here for steps to delete imported transactions, which can be helpful if you don't want a transaction to count towards your income or expenses in brightwheel.
Click here for steps to delete imported transactions, which can be helpful if you don't want a transaction to count towards your income or expenses in brightwheel.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
Choose Actions next to a single transaction or use the checkboxes on the left side to select multiple transactions for bulk deletion
Click Archive selected
To finalize the action, select Archive
Export Transactions
Click here for steps to download and print your list of transactions.
Click here for steps to download and print your list of transactions.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
Select Export transactions at the top of the page
Categorize Transactions
We recommend you classify transactions under a profit or expense category (E.g. Supplies, Rent, Donations), so you can can easily report on specific areas of their business. You can choose from existing categories or create your own!
Create a Category
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Categories tab
Click + Add category
Add information about the category
Click Save when finished
Edit & Delete Categories
Click here for steps to edit and delete categories.
Click here for steps to edit and delete categories.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Categories tab
Select the Income Categories, or Expense Categories tab at the top to view categories based on the transaction type
Select Actions next to the category you wish to manage
Choose Archive to delete the category, then click Yes, Archive
Choose Edit to update the category fields, then click Save
Categorize Individual Transactions
Log into brightwheel on the web
Select Expenses from the left side menu
From the Transactions tab, use the Category drop-down menu next to each transaction to select a category and mark it as income or a expense.
💡 If you don't wish to categorize a transaction, you can use the 'Uncategorized' label already created in your account.
Categorize Transactions in Bulk
Click here for steps to categorize multiple transactions at once.
Click here for steps to categorize multiple transactions at once.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the Transactions tab
Use the filters to sort by a specific Date, Category, Source, or Receipt status
Use the checkboxes on the left to select transactions, or click the top checkbox to select all
Click Edit category
Select the New Category and click Update to finalize the changes
Transaction Receipts
A PDF, photo or a screenshot of a receipt can be uploaded from your computer or mobile device and stored in brightwheel for future viewing. Receipts are limited to 10 MB in size.
Upload Receipts
Log into brightwheel on the web
Select Expenses from the left side menu
Choose the Transactions tab
Click Add under the 'Receipt' column
Select browse to upload to add a file, or scan the QR code to add a picture from your mobile device
Once a file is uploaded, click Save
Download Receipts
Once a receipt is uploaded on the Transactions page, providers can click Download receipts to download all the PDF files or photos of receipts uploaded.
Expenses Dashboard
From the Overview tab, providers can quickly see a snapshot of where their program expenses are at. This dashboard conveniently gives a high level overview of money spent, income and recent transactions in a graph, or pie chart view.
The To dos tile reminds providers to categorize any uncategorized expenses and upload missing receipts, making it easy to keep program data and records accurate.
Even click Print in the upper right corner of the screen to print the page!
Profit and Loss (P&L)
The Profit & Loss page shows a comparison of income and expenses, giving providers insights into how much profit they made in a given date range.
View Profit and Loss
View Profit and Loss
Log into brightwheel on the web
Select Expenses from the left side menu
Click the P&L tab
ℹ️ Transactions categorized as Transfers are not counted in the overall profit and loss calculations.
Report on Profit & Loss
Report on Profit & Loss
Providers can export, or print their Profit & Loss Report into a PDF or CSV file.
Log into brightwheel on the web
Select Expenses from the left side menu
Click the P&L tab
Select Export, or Print in the top right corner