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Managing and tracking subsidies is one of the most complex and cumbersome parts of their billing workflow for many providers. brightwheel's Subsidy tool enables administrators to forecast subsidy payments and easily track and apply a single lump-sum subsidy payment across multiple students.

If the subsidy payment is less than expected, brightwheel provides simple options to recoup the remaining balance or track the discrepancy.

Table of Contents


Subsidy Dashboard

The Subsidy Dashboard is a subsection with the Billing section of brightwheel. After adding agencies, this will be the primary location to see a birds-eye view of each agency’s and student’s balances. These balances reflect the total amount still expected from a given agency for an individual student.

From here, administrators can access the agency summary pages, log a received a payment, or add a new agency. At the bottom of this page, the Student Ledger will show all expected and received payments for each student and agency.


Agency Summary

Agency Summary pages are accessible by clicking on the agency title from the dashboard, and will show:

  • Total Balance Due: This is the total amount expected to be from this agency for all students.

  • Amount Received to Date: This is the actual amount of funds that this agency has paid since tracking in brightwheel.

  • Amount Expected to Date: This is the total amount that was expected to be received over time regardless of what the agency actually paid.

The Agency Summary also shows all upcoming payments and received payments.


Subsidies and Billing Plans

The subsidies feature can be used in conjunction with the student’s billing plan.

By default, the parent(s) of a student do not have access to view what the school collects from the agency. The parent will only be able to view the amount that they owe.

There are two ways to track parent payments and subsidy payments explained below, in these examples, Alex is charged $100/week for tuition and receives $75/week from the agency, the parent is expected to pay the remaining $25 for tuition. The billing plan was originally set up like this:


Charge Co-payment Only

If administrators expect to receive subsidy payments for a student but do not need or want the parent to see that amount, simply create or update the student’s billing plan so that only the copay amount that the parent owes is reflected.

In this example, we adjusted the charge description to reflect that this is a copay and reduced the amount by $75.

Discount Standard Rate

For programs that would like the original/standard amount and the subsidized amoutn displayed to payers, the original charge can be discounted charge by the amount the agency is expected to pay, noting the agency in the Subsidy description. The example below shows a $75 subsidy discount on a tuition charge.

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