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Billing
Never chase a payment with the best billing platform in early childhood education
Our Best Billing Experience!Meet our current and most improved billing experience
Which Billing version am I using?Identify which version of brightwheel's Billing platform is active in your account, and quickly find related Help Content.
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] 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] Invite Family and Approved Pickups to view invoices, add payment methods, and pay online through brightwheel.
Invite Parents to Billing & Autopay[For Admins] Invite Parents to brightwheel Billing to view invoices, add payment methods, and pay online.
Directory for brightwheel's Legacy Billing ExperienceView all help content related to brightwheel's legacy billing platform
Directory for brightwheel's Billing Experience[For Admins] View all help center resources related to brightwheel's Billing platform!
Student Billing Account Overview[For Admins] Learn how to navigate around a student's Billing account
Primary Payer OverviewLearn what being the primary payer on a student's billing account means and how admins can manage the primary payer.
Overview of Billing Reporting Options[For Admins] Learn all about the Billing reporting options available.
Quickbooks Compatibility Guide[For Admins] Learn how to use brightwheel billing reports to transfer data to Quickbooks Online
Access Legacy Billing DataLearn how to access your legacy Billing data (from Billing Version 1) within your account as an admin and as a parent!
Updating to the Newest Billing ExperienceLearn how to update your billing version to the newest experience
Updating from Version 2 to Version 3Learn what data transfers to V3 and how to access legacy data as a provider and as a parent.
Invoices Overview[For Admins] Learn what's included on invoices and how to manage them
Billing Library Overview[For Admins] Learn how to create, organize, and manage reusable charges in the Billing Library.
Create Charge Categories[For Admins] Learn how to create charge categories in the Billing Library to group similar charges together.
Create Fixed Charges[For Admins] Learn how to create reusable fixed rate charges to be added to recurring billing plans or processing as one-time charges.
Create Variable Charges[For Admins] Learn how to create reusable variable rate charges to be used for attendance billing, after school care services, and more.
Manage Charges in the Billing Library[For Admins] Learn how to edit and remove charges from the Billing Library.
Create One-Time ChargesBill payers for one-time student fees or services
Create & Manage Billing Plans[For Admins] Learn how to create, manage, and deactivate student Billing Plans.
Pause & Resume a Billing Plan[For Admins] Learn how to pause and/or resume a billing plan for a single or multiple students.
Attendance Billing[For Admins] Learn how to create and process attendance charges to charge student accounts based on their check-in records
Late Payment Fees[For Admins] Learn how to process and/or waive late payment fee charges, and what communications are sent to payers.
Adjust Invoices[For Admins] Learn how to adjust posted and unposted invoices as needed.
Credits[For Admins] Learn how to issue, apply, unapply, and manage credit's on a student's billing account.
Reduce/Void Charges & Offline Payments[For Admins] Learn how to reduce and void charges, invoices, and offline payments.
Issue/Record Refunds[For Admins] Learn how to issue online refunds and record offline refunds
Payments Overview[For Admins] Learn more about online and offline payments and other related details, such as what happens with a failed online payment.
Apply Payments[For Admins] Learn how to log and apply online and offline payments to invoices.
Send a Payment Reminder[For Admins] Learn how to quickly send a payment reminder for unpaid invoices to prompt payers to take action
Bundled Sibling Payments[For Admins] Learn about managing sibling family payments (bundled payments) and 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] Learn how to view and use billing statements as a monthly snapshot or to view detailed transaction info over the year.
Failed Payments[For Admins] Learn how to handle failed payments and other unexpected payment scenarios, like negative deposits and disputed charges.
Understanding Disputed ChargesAn 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.
Revenue Report[For Admins] Learn how to view and export the Revenue report that provides insights into earnings for a program.
Payments & Credits Report[For Admins] Learn to view & export this report that provides information on all payments & credits recorded for student's at the program.
Charges Report[For Admins] Learn how to view and export data for all of the charges created at your school.
Invoices Report[For Admins] Learn how to view & export the Invoices Report that shows posted invoices & their status for individual or groups of students.
Sum and Filter in Google Sheets[For Admins] Learn how to leverage any spreadsheet software to customize viewing billing reports.
Getting Started with Subsidies[For Admins] Learn all the steps needed to get setup on our newest Subsidy management experience!
Subsidy Tracking Overview[For Admins] Learn how to leverage our improved Subsidies feature to track subsidy payments from state, federal, and local agencies.
Add an Agency[For Admins] Learn how to add agencies contact information, add an agency as a payer, and manage agencies!
Log a Subsidy Payment[For Admins] Learn how to log payments received from subsidy agencies!
brightwheel Billing for Offline Billing[For Admins] Learn how to use brightwheel Billing for offline billing when needed (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 USLearn 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?brightwheel is asking for my photo ID or last four digits of my social security number
Billing Payers Separately[For Admins] Learn how to set up billing for multiple payers