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Billing
Never chase a payment with the best billing platform in early childhood education
Weekly Billing Digest[Admins + Billing Only Roles] A weekly email that includes a summary of charges scheduled to be sent to students in the next week
Tax Timeline for Providers[For Admins] Learn how to prepare for tax season as a provider and be aware of the important related deadlines.
Changing Tax Details[For Admins] Learn how to update tax related details as a provider.
Form 1099-K[For Admins] Learn more about the eligibility requirements and common questions surrounding the IRS 1099-K form to prepare for tax season.
Tax Resources to share with Parents[For Admins] Share related help center content or PDF resources with parents to help them with tax reporting questions and guidance.
Tax Season Reporting for Providers[For Admins] Learn how to access & export relevant billing reporting to prepare for tax season.
Tax Season Reporting for Payers[For Guardians] Learn how to access payer year-end tax statements that include a summary of all transactions in 2023
Billing Set-Up Guide[For Admins] Learn how to set up brightwheel Billing in 3 easy steps!
Configure Billing Settings[For Admins] Learn how to customize the experience for your families using brightwheel Billing and meet your program's unique needs.
Manage Deposit Account[For Admins] Learn how to setup and manage the deposit accounts where program payouts will be delivered.
Billing Dashboard[For Admins + Billing Only role] Learn how to easily manage billing actions using the Billing Dashboard
Set a Student's Starting Balance[For Admins] Learn how to record a starting balance charge or credit on a student's billing profile.
Invite Payers to Billing & Autopay[For Admins + Billing Only Role] Invite Family and Approved Pickups to view invoices, add payment methods, & pay online through brightwheel.
Invite Parents to Billing & Autopay[For Admins + Billing Only Role] Invite Parents to brightwheel Billing to view invoices, add payment methods, and pay online.
Manage Billing Notifications[For Admins + Billing Only Roles] Learn automatic billing notifications, weekly invoice digest and how to to manage notification settings.
Our Best Billing Experience!Meet our current and most improved billing experience
Directory for brightwheel's Billing Experience[For Admins & Billing Only role] View all help center resources related to brightwheel's Billing platform!
Student Billing Account Overview[For Admins + Billing Only Role] Learn how to navigate around a student's Billing account
Managing Payers Overview[For Admins + Billing Only Role] Learn about the primary payer and how to add and manage additional payers on a student's billing account.
Overview of Billing Reporting Options[For Admin & Billing Only Roles] Learn all about the Billing reporting options available.
Quickbooks Compatibility Guide[For Admins + Billing Only Roles] Learn how to use brightwheel billing reports to transfer data to Quickbooks Online
Invoices Overview[For Admins + Billing Only Role] Learn what's included on invoices and how to manage them
Billing Library Overview[For Admins + Billing Only Role] Learn how to create, organize, and manage reusable charges in the Billing Library.
Create Charge Categories[For Admins + Billing Only Role] Learn how to create charge categories in the Billing Library to group similar charges together.
Create Fixed Charges[For Admins + Billing Only Role] Learn how to create reusable fixed rate charges for recurring billing plans or one-time charges.
Create Variable Charges[For Admins + Billing Only Role] Learn how to create reusable variable rate charges for attendance billing, after-school services, and more
Manage Charges in the Billing Library[For Admins + Billing Only Role] Learn how to edit and remove charges from the Billing Library.
Create One-Time Charges[For Admins + Billing Only Role] Bill payers for one-time student fees or services
Create & Manage Billing Plans[For Admins + Billing Only Role] Learn how to create, manage, and deactivate student Billing Plans.
Pause & Resume a Billing Plan[For Admins + Billing Only Role] Learn how to pause and/or resume a billing plan for a single or multiple students.
Attendance Billing[For Admins + Billing Only role] Learn to create and process attendance charges to charge student accounts based on their check-in records
Late Payment Fees[For Admins + Billing Only Role] Learn how to process and/or waive late payment fee charges, and what communications are sent to payers.
Adjust Invoices[For Admins + Billing Only Role] Learn how to adjust posted and unposted invoices as needed.
Credits[For Admins + Billing Only Role] Learn how to issue, apply, unapply, and adjust or void credit's on a student's billing account.
Reduce/Void Charges & Offline Payments[For Admins + Billing Only Role] Learn how to reduce and void charges, invoices, and offline payments.
Issue/Record Refunds[For Admins + Billing Only Role] Learn how to issue online refunds and record offline refunds
Manage Bad Debt[For Admins + Billing Only Role] Learn how to manage bad debt by a removing past-due balance on a billing account and report on that.
Payments Overview[For Admins & Billing Only Roles] Learn more about online and offline payments and other related details, such as what happens with a failed online payment.
Apply Payments[For Admins + Billing Only Role] Learn how to log and apply online and offline payments to invoices.
Send a Payment Reminder[For Admins + Billing Only Roles] Learn how to quickly send a payment reminder for unpaid invoices to prompt payers to take action
Bundled Sibling Payments[For Admins + Billing Only Role] Learn about managing sibling family payments (bundled payments) & what the experience is like for families
View Billing Statements as a Parent[For Guardians] Learn how to view and use billing statements as a monthly snapshot or to view detailed transaction info over the year.
View Billing Statements as an Admin[For Admins + Billing Only Role] Learn how to view detailed transaction info over the year & use billing statements as a monthly snapshot
Failed Payments[For Admins] Learn how to handle failed payments and other unexpected payment scenarios, like negative deposits and disputed charges.
Understanding Disputed Charges[For Admins] An overview of what disputes are, how to avoid payment disagreements, and the general process for ACH and Credit Card disputes.
Disputed Charges[For Admins] Learn how to view disputed payments in brightwheel, specifics about disputes, and how to submit evidence against a dispute.
Transfer a Payment[For Admins + Billing Only Role] Learn how to transfer a payment from one student's billing account to another
Revenue Report[For Admins + Billing Role only] Learn how to view and export the Revenue report that provides insights into earnings for a program.
Payments & Credits Report[For Admins + Billing Only role] Access and export details for all payments and credits recorded for students in the program.
Charges Report[For Admins + Billing Only role] Learn how to view and export data for all of the charges created at your school.
Invoices Report[For Admins + Billing Only role] Learn to view & export the Invoices Report, showing posted invoices & their status.
Sum and Filter in Google Sheets[For Admins + Billing Only role] Learn how to leverage any spreadsheet software to customize viewing billing reports.
Room enrollment Report[For Admins + Managers] View enrollment data in rooms, including max capacity, open spots, percentage filled, and more!
Hours present summary Report[For Admins + Managers] View a summary of the total hours and days a student was present within a specific date range and room!
Getting Started with Subsidies[For Admins + Billing Only Role] Learn all the steps needed to get setup on our newest Subsidy management experience!
Subsidy Tracking Overview[For Admins + Billing Only Roles] Learn how to leverage Subsidies to track subsidy payments from state, federal, and local agencies.
Add an Agency[For Admins + Billing Only Role] Learn how to add agencies contact information, add an agency as a payer, and manage agencies!
Log a Subsidy Payment[For Admins + Billing Only Role] Learn how to log payments received from subsidy agencies!
Delete a Subsidy Agency[For Admins + Billing Only Role] Learn how to manage and delete subsidy agencies when they are no longer needed for subsidy payments.
brightwheel Billing for Offline Billing[For Admins + Billing Only Role] Learn how to use brightwheel for offline billing (international program, cash/check payments, etc.)
Avoiding & Remedying Payment DisagreementsBest practices for schools and parents in avoiding disputed payments or disagreements and how to remedy them if they have already occurred.
Billing with Bank Accounts Outside of the US[For Admins + Billing Only Role] Learn how program's with bank accounts outside of the US can still use brightwheel Billing for tracking purposes
Why do you need personal information to verify my company's billing account?[For Admins] Learn why information like your photo ID or last four digits of SSN may be requested by the brightwheel team!
Billing Payers Separately[For Admins + Billing Only role] Learn how to set up billing for multiple payers