Reduce or Void a Charge

Correct mistaken charge amounts after the post date by reducing or voiding the charge amount from the student’s billing account.

Hadleigh F avatar
Written by Hadleigh F
Updated over a week ago

This content is for our legacy billing platform. Update to our newest experience!

Brightwheel empowers administrators to correct any billing mistake that may be discovered, even after the statement post date. When an error is discovered, the administrator can adjust any charge amount down as needed, or void the charge altogether. Any modifications of charges will be displayed in the charge detail for that line item. Both the provider and Student Contacts with Parent level permissions will be able to view this adjustment.

Table of Contents

Reduce a Charge

Charges can be reduced by an administrator at any time, even on a statement that was previously posted to the student’s account. These adjustments will be delineated by an ⓘ icon that will appear when hovered on the charge item. This icon will indicate any adjustments including reduction adjustments and discounts.

If the charge has already been paid and the student has a $0 balance, then reducing a posted charge will create an account credit on the student’s account balance. If desired, this account credit can be refunded back to the payer. If the credit is left on the student’s account, future charges will be applied towards the credit amount first before generating a new account balance.

To reduce a charge:

  1. Navigate to the student’s Billing Account page

  2. Navigate to the Posted Transactions section and locate the charge you would like to reduce

  3. Hover your mouse over the charge and click Actions and then Reduce charge

  4. Enter the amount that should have been charged and provide a reason (if you would like to add a new reason, simply type out the full reason text and hit Enter)

  5. Parents will automatically be notified about this adjustment. If you would rather not notify the family, you can uncheck the box next to Notify parents about this change

  6. Click Adjust Charge to complete

Void a Charge

In the instance where a charge was made in error and has already been posted to the student’s statement, the charge can be voided to reduce that line item to $0. A voided charge will still display on the Posted Transactions table, but with a $0 amount, and ‘(Voided)’ will be added to the end of the description of the charge.

If the charge has already been paid and the student has a $0 balance, the student’s account balance will be reflected as an account credit. If desired, this account credit can be refunded back to the payer.

To void a charge:

  1. Navigate to the student’s Billing Account page

  2. Locate the charge in question in the Posted Transactions section and choose Void charge from the Action drop-down

  3. Enter any desired notes and provide a reason (if you would like to add a new reason, simply type out the full reason text and hit Enter)

  4. Click Void Charge to complete

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