Student contacts with parent-level access can export a simplified record of transactions, including charges and payments, over any date range. This report is particularly helpful for year-end tax reporting on early childhood education spending!

Table of Contents


Transaction Summary for Providers

Review the Student Transaction Summary resource for steps on exporting student transaction data over a given period, or see the Billing Transactions Report resource for more comprehensive information about all of the transactions that have been recorded on the program's ledger during a specified date range.


Transaction Summary for Payers

💡If you have multiple children, repeat these steps for each child and then sum the total payments amount together for the full amount you paid in the given year!

  1. Navigate to the Payments tab on the web
    🚩 Make sure to do this on a computer and not from a mobile device!

  2. Confirm you are on the Accounts tab and select your student's name (if there are multiple) to open their account

    1. If you see Invoices and Accounts tabs instead, stop here and follow this resource instead.

  3. Scroll down until you see the Posted Transactions table or the Payments & Credits tab

    1. If you see the Posted Transactions table, stop here and follow this resource instead. If you see the Payments & Credits tab, continue following these steps!

  4. Click to open the Payments & Credits tab

  5. Click the purple Export button

  6. Select the relevant date range

  7. Click Export, and a summary will be sent to your email address

  8. Click Download in the displayed pop-up to download the report immediately as a PDF

  9. Use the Total Payments tile at the top of the exported report to determine the payments made in the selected date range

Please Note: If you use your phone number to log into brightwheel, please wait for the download to appear before navigating away from the page or refreshing. If you have an email associated with your account, the export will download immediately, and a copy will also be sent to your inbox within a few minutes.


Explanation of Fields for the Payments & Credits Export

This report is intended to be a brief summary of payments that occurred over the specified timeline. This is particularly helpful for year-end tax reporting for parents.

At the top of the report, you will see the provider's information, including their name, address and Employer Identification Number, if applicable.

The summary of Payments & Credits will display:

  • Date Range: This will represent the date range selected when generating the report

  • Total Payments: This is the total amount of payments a parent has made in the selected date range.

  • All related Payments & Credits activity such as date, who made the payment, the payment method, payment amount, status of the payment, what invoice the payment applied to, how much of the payment was allocated to the invoice, what the payment was for, and dates of service (if applicable).

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