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It’s common for programs to add additional charges throughout the statement period for an array of things: late pickup, meals, field trips, etc. Administrators can add additional charges to the statements of one or multiple students at any time as long as the student has a statement schedule associated with their account.

Brightwheel also enables administrators to send one-time charges immediately with a same-day due date. These immediate charges can be applied to any student, with or without a statement schedule. This allows additional flexibility and control over your school's finances.

Just like recurring charges, there are a few fields that are attributed with each individual charge or line item to assist with accounting and parent understanding of what each charge means.

  • Category: The high-level grouping of similar charges. This is especially valuable for reporting purposes. A common example is “tuition” - it’s a way to group all of the various tuition charges your school has together and be able to report on it.

  • Description: The unique label that identifies the charge. An example of the description would be Late Pickup or Field Trip to Museum.

  • Amount: The dollar amount that will be charged.

  • Dates of Service (Optional): For single charges, the dates of service is a date range that is associated with the charge that is added manually.

  • Notes (Optional): Administrators can add a note to the recurring charge when it’s added to a billing plan that will be included on the statement.

Table of Contents

Add a One-time Charge

You can use the Add a one-time charge tool from the Select an action menu to add this charge for one or multiple students.

To add a new one-time charge:

  1. Navigate to the student’s Account Page

  2. Choose Add one-time charge from the Select an action dropdown

  3. Select an existing charge from the drop-down or Create a new charge

  4. Click Set a schedule

  5. Choose when parents should be notified about this charge (on the next statement or immediately)

  6. Click Review

  7. Review the information and click Create charge

Please Note: If you choose to create a new one-time charge, you have the option to Save for later use by checking the box to add this charge to your Charge Library.

Immediate One-time Charge

When creating a new one-time charge, the parent will be notified immediately and the student's balance will reflect the new charge as soon as it's created. If you select today’s date as the due date for the charge and the parent is enrolled in autopay, their payment method will be charged the next morning.

  1. Navigate to the student’s Account Page

  2. Choose Add one-time charge from the Select an action dropdown

  3. Select an existing charge from the drop-down or Create a one-time charge

  4. Click Set a schedule

  5. From the Charge Schedule page, choose how you would like to charge the parent and enter the Due date if charging Immediately*

  6. Click Review

  7. Review and make any needed edits and click Create charges

Please Note: One-time charges that are sent immediately cannot be edited. If there is a mistake, adjust the charge from the student's billing account.

Void a One-time Charge

If a one-time charge is no longer needed, admins can void the charge.

  1. Navigate to the student’s Account Page

  2. Scroll down to the Posted Transactions section of the student’s billing profile

  3. Hover your mouse over the charge that needs to be voided until the Actions dropdown menu appears

  4. Click Actions > Void charge, and follow the prompts to complete voiding the one-time charge

Please Note: If you need to discount a charge that has already been posted to the student’s account, use the Credit feature.

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