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Form 1099-K

[For Admins] Learn about 1099-Ks, FAQs and eligibility requirements.

Written by Audrey
Updated this week

The IRS Form 1099-K is a regulatory document that reports the total gross volume of online payment transactions made through brightwheel.

Brightwheel will issue a 1099-K by January 31, 2026 to U.S.- based programs meeting the IRS filing requirements for the 2025 calendar year.

Who receives a 1099-K

For the 2025 tax year, brightwheel will issue a 1099-K to programs that:

  • Are U.S.-based

  • Processed $20,000 or more in gross payments, and

  • Had 200 or more transactions through brightwheel in 2025

Note: IRS requirements may vary by state. Some states have lower reporting thresholds.

Brightwheel is legally required to issue 1099-K forms to all eligible programs who meet the reporting requirements, including:

  • For-profit businesses

  • Non-profit organizations

  • Tax-exempt entities

What’s included in a 1099-K

Your 1099-K reflects the total gross volume of online payment transactions processed, including:

  • Online payments with a Paid status

  • Checks deposited through brightwheel

  • What is not included: Offline payments logged in brightwheel (e.g., cash) and checks that were not deposited through brightwheel

Please note that this calculation includes:

  • Stripe processing and conversion fees

  • Shipping fees (if applicable)

  • Taxes

  • Refunded charges

  • All adjustments

Example

If you received a $100 tuition payment and there was a $1 service fee:

  • The 1099-K would report $101 as the gross amount.

  • Fees are not deducted from the total reported to the IRS.

When and how will my 1099-K be delivered

Your 1099-K will be:

If your mailing address or tax information needs to be updated, please complete updates by January 15 to ensure accurate delivery.

Why 1099-K form may not match reports

You may notice that the gross amount on your 1099-K does not match your net taxable income, bank deposits, or brightwheel reports. This is because the 1099-K reports the full gross transaction amount before processing fees, refunds, or adjustments are deducted.

Timing differences may also occur. Payments appear on student profiles when made but are only included in reports once funds are available after processing. For example, a payment made on December 29, 2025 may be available on January 2, 2026 and included in 2026 reporting instead of 2025.

To better understand these differences:

Together, these reports provide a clearer view of gross volume versus net revenue.

Disclaimer: Brightwheel is unable to provide tax advice. We recommend consulting with a qualified tax professional to help reconcile these differences and ensure your filings accurately reflect your business’s net income.

FAQs

Can I receive my 1099-K electronically?

If you do not receive your mailed copy by January 31, you can contact Support and request a digital copy.

Does my 1099-K include service fees?

Yes, 1099-K forms include brightwheel service fees and other transaction-related costs (see What’s included on a 1099-K).

The form reports the full transaction amount, including any fees associated with the payment, providing a complete view of the total funds processed through the platform, even if fees were deducted before the payout reached your bank account.

Please note that service fees vary depending on the payment method used.

What is Stripe?

Stripe is the payment processor brightwheel uses to securely process online payments. All 1099-K reporting reflects payment activity processed through Stripe within brightwheel.

Can I access my 1099-K in my brightwheel account?

No. The 1099-K is not accessible directly within your brightwheel account. It is delivered by mail.

I have multiple locations. Will I receive one form or several?

1099-K forms are issued per location.

If you operate multiple locations, each location that meets IRS requirements will receive its own 1099-K.

Can I get a 1099-K if I did not meet the $20,000 threshold?

If your program did not meet the applicable IRS reporting threshold, you will generally not receive a 1099-K. However, you may still request one by contacting brightwheel Support.

How do I use my 1099-K when filing taxes?

Brightwheel cannot provide legal, tax, or financial advice. Please consult with your own attorney, CPA, and/or other advisors regarding your specific situation.

What do parents receive?

Parents can access their own tax statement directly within their brightwheel account.

I need W-2 forms for my staff. How do I get them?

brightwheel does not issue W-2 forms to staff members.

If you use brightwheel’s payroll integration with Gusto, staff will receive W-2 forms directly from Gusto.

If you use another payroll provider, please contact them directly.

Review all tax-related resources below!

Preparing for Tax Season

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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