Brightwheel Billing | Brightwheel Help Center

Billing v1: Article Directory for Early Adopters

This guide is for any programs using brightwheel Billing version 1.

Billing Overview

Brightwheel Billing Overview

Learn why brightwheel’s billing platform is the best in Early Childhood Education and how it can save you time and get you paid faster!

Written by Hadleigh
Updated over a week ago

Student Billing Accounts

Understand and view the billing activity of a single student right from one page including balances, statements, & parent payment info.

Written by Hadleigh
Updated over a week ago

Getting Started on Billing

Get started on brightwheel billing! The fastest and easiest way for your school to collect payments.

Written by Hadleigh
Updated over a week ago

Billing Implementation

Deposit Account

Accept payments online directly through brightwheel to simplify payment tracking and get paid faster by adding a deposit checking account.

Written by Hadleigh
Updated over a week ago

Billing Settings

Encourage on-time payment by requiring autopay and define the payment methods accepted.

Written by Hadleigh
Updated over a week ago

Late Payment Fees

Use Late Payment Fees to efficiently review past due balances and add late payment fees in accordance with any program’s policies.

Written by Hadleigh
Updated over a week ago

Billing Plans

The core of the student’s billing experience; structure statement schedules, recurring charges, and discounts to fit the program’s needs.

Written by Hadleigh
Updated over a week ago

Set a Student's Starting Balance

Set a student's starting billing balance when migrating to brightwheel billing.

Written by Hadleigh
Updated over a week ago

Invite Parents to Billing

Let parents know they can view invoices, add payment methods, and pay online through brightwheel.

Written by Hadleigh
Updated this week

Plans and Charges

Bulk Billing Plan Management

Streamline Billing Plan management with the ability to pause, resume, and delete multiple plans at once through the Plans tab.

Written by Hadleigh
Updated over a week ago

Statements

Configure & update statement schedules for your students in bulk or on an individual basis to determine the billing cadence for parents.

Written by Hadleigh
Updated over a week ago

Recurring Charges

Add, update, or remove the recurring charges that appear on a student’s statement at any time from the student’s billing plan page.

Written by Hadleigh
Updated over a week ago

One-time Charges

Add, update, or remove the one-off, ad-hoc charges that appear on a student’s statement at any time from the student’s billing plan page.

Written by Hadleigh
Updated over a week ago

Attendance Billing

Bill only for the hours a student was checked into your center with custom rates.

Written by Kaity
Updated over a week ago

Discounts

Use discounts to show savings passed on to parents for a specific charge while still maintaining consistent charges and rates.

Written by Hadleigh
Updated over a week ago

Billing Library

Standardize charges and categories to simplify account management from the Billing Library.

Written by Hadleigh
Updated over a week ago

Preview Plans Charges

View and manage all student billing plans and recurring charges in a centralized location in brightwheel billing.

Written by Hadleigh
Updated over a week ago

Pause Billing Plans

Pausing a student’s billing plan makes it possible for admins to temporarily stop new charges from being added to a student’s statement.

Written by Hadleigh
Updated over a week ago

Correcting Account Balances

Account Balances

Understand how balances appear on student accounts and how they are affected by the actions taken against the account.

Written by Hadleigh
Updated over a week ago

Billing Credits

Billing credits are a great way to reduce a student’s account balance. While account credits reflect over-payment by the student.

Written by Hadleigh
Updated over a week ago

Reduce or Void a Charge

Correct mistaken charge amounts after the post date by reducing or voiding the charge amount from the student’s billing account.

Written by Hadleigh
Updated over a week ago

Refunds

Return funds to a parent for specific payments made to your program up to the full amount of the payments.

Written by Hadleigh
Updated over a week ago

Payments and Deposits

Failed Payments & Disputed Charges

Find out more about those rare occurrences where a payment fails or a charge has been disputed by the payer and what to do about it.

Written by Hadleigh
Updated over a week ago

Understanding Deposits

Learn more about the timing and amounts of your deposits for payments made online through brightwheel.

Written by Hadleigh
Updated over a week ago

Payments

Track and understand payments from parents to your program both online through brightwheel and external sources, great for subsidies.

Written by Hadleigh
Updated over a week ago

Subsidy Tracking

Subsidy Tracking Overview

Use brightwheel billing to track agencies and subsidy payments for each student.

Written by Hadleigh
Updated over a week ago

Adding an Agency

Capture agency and payment information for subsidy funds

Written by Hadleigh
Updated over a week ago

Record a Subsidy Payment

Track subsidy payments across multiple students and time periods directly in brightwheel Billing.

Written by Hadleigh
Updated over a week ago

Best Practices & FAQ's

Brightwheel Billing FAQ

Frequently asked questions about brightwheel's billing platform, usability, and timeline for setup and processing.

Written by Hadleigh
Updated over a week ago

Avoiding Payment Disagreements

Best practices for schools and parents in avoiding disputed payments or disagreements.

Written by Hadleigh
Updated over a week ago

Billing with Bank Accounts Outside of the US

Can An International Company Process Payments?

Written by Dana
Updated over a week ago

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

Written by Katie Talwar
Updated over a week ago

Is My Billing Information Safe?

Billing Security

Written by Dana
Updated over a week ago

Transfer Overpayments to a Sibling

Transfer a student's account balance to a sibling in cases of mistaken payment or to merge family billing onto a singly student.

Written by Hadleigh
Updated over a week ago

Billing for Siblings and Families

Merge all billing charges into a single statement by utilizing a single student's billing plan.

Written by Hadleigh
Updated over a week ago

Sum and Filter in Excel

Leverage any spreadsheet software to find totals in the billing reports after it has been exported.

Written by Hadleigh
Updated over a week ago

Tax Reporting and Documentation

Brightwheel Billing Tax Reporting for Schools

Learn more about end of year reporting, what to expect from brightwheel, and what you should do to prepare.

Written by Hadleigh
Updated over a week ago

Changing Tax Details

Any changes that need to be made to your billing account that relates to tax settings.

Written by Hadleigh
Updated over a week ago

Form 1099-K FAQ

Get the information need regarding expectations around the IRS 1099-K form in preparation for tax season.

Written by Hadleigh
Updated over a week ago