This resource outlines what documentation brightwheel requires before changing any details that may impact your company's tax filing or brightwheel's ability to report an entity's payment processing.

Table of Contents


How to Change Tax Details

  1. Determine which documents are required based on the scenarios outlined below for Corporations or Individuals

  2. Email the required documents to our Billing Verifications team at verify@mybrightwheel.com

Please Note: If the school’s Employer Identification Number (EIN) for corporations OR the billing administrator’s Social Security Number for individual-owned childcare homes/centers needs to be changed before the tax year closing, this must be completed by December 15th in order to ensure that mailed 1099-Ks are properly delivered.


Corporation/Business Entity Scenarios

Update legal name or EIN in brightwheel:

  • A copy of your SS-4 (application for an EIN). More information on the SS-4 may be found here; OR

  • A copy of your 147c - this is sent to you by the IRS confirming your business name and EIN. You may request a copy of this form by contacting the IRS.

Newly purchased child care center, need info updated (ownership transfer)

  • A copy of your SS-4 (application for an EIN). More information on the SS-4 may be found (here), OR

  • A copy of your 147c - this is sent to you by the IRS confirming your business name and EIN. You may request a copy of this form by contacting the IRS, AND

  • A copy of the bill of sale of the child care center, including the dates. This is to ensure all respective parties will get a 1099-K form at the end of the year with accurate tax information and gross income amount.

Individual changing to a company (have acquired an EIN)

  • A copy of your SS-4 (application for an EIN). More information on the SS-4 may be found (here), OR

  • A copy of your 147c - this is sent to you by the IRS confirming your business name and EIN. You may request a copy of this form by contacting the IRS.


Individual/Sole-proprietorship Scenarios

An individual who failed verification with their SSN

  • A picture/copy of your government-issued photo ID (full legal name and DOB must be visible)

Individual who acquired a program and will be filing taxes under their SSN

  • A copy of your SS-4 (application for an EIN). More information on the SS-4 may be found (here), OR

  • A copy of your 147c - this is sent to you by the IRS confirming your business name and EIN. You may request a copy of this form by contacting the IRS, AND

  • A copy of the bill of sale of the child care center, including the dates. This is to ensure all respective parties will get a 1099-K form at the end of the year with accurate tax information and gross income amount.


Please Note: This publication is designed to provide general information regarding the subject matter covered. It is not intended to serve as legal, tax, or other financial advice related to individual situations. Because each individual's legal, tax, and financial situation differs, specific advice should be tailored to the particular circumstances. For this reason, you are advised to consult with your own attorney, CPA, and/or other advisors regarding your specific situation.

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