Brightwheel has begun releasing our new billing platform for new users. If the content in this article does not match what you see in your account, please click here for related content in your account.

Each student that you would like to charge using brightwheel’s billing platform will be required to have an associated statement schedule. The statement schedule is the set of parameters that determine the cadence at which the parents will receive a bill and the timeframe they have to pay it. These parameters include:

  • Statement Interval: This is the frequency of how often statements are sent to parents (monthly, bi-weekly, or weekly)

  • Statement Due Date: The date when full payment of the current balance is expected (first day of the month, the last day of the month, or an arbitrary day)

  • Statement Send Date: The statement send date is determined by the number of days you would like the statement to be sent to parents prior to the due date

  • Start Date: The start date on which the first statement will be sent to parents

  • End Date (Optional): The date on which the last statement will be created; after this date, there will be no subsequent statements created. 

Once the first statement has been created, it will be located in the Pending Charges section of the student's billing account. Parents cannot see the Pending Charges, nor will they see any edits or modifications made by the administrator. The statement will close at midnight the day before the Send Date, the statement is sent to parents the following morning. No additional charges can be added to the statement after it has been sent.

Table of Contents


New Statement Schedule

Administrators can set up new statement schedules for any student(s) that do not already have one associated with their billing account. Here’s how:

  1. Navigate to the Billing page in brightwheel

  2. Click Set up billing plan for the desired student

  3. Confirm and/or select  the desired students and click the Statement schedule button

  4. Choose your desired Statement Interval (How often do you want to send statements?)

  5. Enter the Statement Send Date (When should Parents receive their statement?)

  6. Define the Statement Due Date (What day do you want payments to be due?)

  7. Choose an eligible date in the future for the plan to start and end (optional)

  8. Select the Dates of Service (optional)

  9. Click the Add recurring charges button

  10. (Optional) Add a Recurring Charge for the selected student(s) and click Preview & confirm or click I'll add charges later to skip 

  11. Review the example statement displayed and either make necessary edits or click Create billing plan(s)


End a Statement Schedule

If a student leaves your program or if you need to adjust the terms of a student’s statement interval, administrators can end a statement schedule at any time. 

Often, if you are ending a statement schedule manually before its set end date, there will likely be Pending Charges on the student's account. Administrators will have the option to delete a billing plan along with any Pending Charges or, delete a billing plan and post the Pending Charges. Parents will be expected to pay the balance of this statement by or on the due date, which is set by the number of days between the current send and the due date on the statement schedule.

Please Note: Ending a student’s billing plan does not change their account balance. If you want to modify their balance and zero out the student’s account, you will need to issue a credit and refund.

Here's how to end a student's statement:

  1. Navigate to the Billing tab

  2. Search student. Please note that you may need to remove the default "active" filter before searching for inactive students

  3. Click on a student's name to open the student's account

  4. From the student's account page, click the purple Select an Action drop-down menu and then Manage billing plan

  5. From the Manage billing plan page, click Delete this plan



Please note that if there are pending charges on the student's account, you will have two options when ending the plan:

  1. Post all charges and end statement- Select this option if you'd like to keep the pending charges for the next statement period

  2. Delete charges and end plan - Select this option if no more charges should be added to the account.


Past Statements 

All historical statements are viewable and exportable in a PDF format. These can be found by navigating to the Posted Transactions section of the student's account. From here, the administrator can click Select an action, and then click View all statements. If there has been an error made on a statement that has already been posted, check out our article on correcting past statements

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