Billing (web only) 

Brightwheel billing is an all in one system that allows your families to pay Tuition & fees paid via ACH, credit/debit cards, checks, or cash. You can do your billing from the same place you do your enrollment, attendance, and communication. Deposits are made to your account in 2 – 3 business days from the time parents hit “pay” and receipts are sent directly to parents. Billing is Automated with weekly, bi-weekly, and monthly invoicing.

Note: To have your EIN appear on invoices, please make sure that is indicated on your settings page.

Instructions:

One Time Invoices 

Recurring Invoices: "Plans"

Deposits 

Billing Reports

Parent Set Up For Billing 

Parent Auto Pay - Auto Draft 

Credit Card Processing FAQ

One Time Invoices

One time invoices are great for simple fees. To send a one time invoice:

  1. Select Invoices on the web version of brightwheel
  2. Select New Invoice 
  3. Input the amount of the invoice & due date 
  4. Select the child (or children) who will be receiving the invoice
  5. The invoice will immediately be emailed to the parents on file.
  6. You will see the sent invoice appear on the Invoices page.

Note: You will receive a notice when the email is paid. Parents will receive an automatic reminder on the due date and a receipt when it is paid.

Coming soon: Invoices connected to attendance!

Recurring Invoices - Plans

Recurring Invoices are Plans you can set up to repeat for each child. This is a great use for tuition. To set up a recurring plan:

  1. Select Plans on the web version of brightwheel
  2. Select Create Plan
  3. Input the amount of the invoice, due date, recurring time period, send timeline
  4. Select the child (or children) who will be receiving the invoice
  5. The invoice will be sent #s days before the due date (as indicated)
  6. You will see the sent invoice appear on the Invoices page once its sent.

Note: To edit a plan, please cancel the plan and create a new one.

Deposits

In order to receive deposits, you must have your bank account connected on brightwheel . You can do that automatically on your Billing Settings page. Deposits take 2-3 business days to deposit into your account - faster than average! You can view your deposits for accounting purposes here:

  1. Select Deposits on the web version of brightwheel
  2. Select View Details 

Note: From the the sent invoices tab, you can check the status of the invoice: "unpaid", "paid", and "pending"

Billing Reports

For accounting purposes, we know it helps to have an excel file. You can download a report via CSV of all your sent/paid invoices on the Invoices tab. At anytime, you can filter your items there as well.

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