Quick answer: Childcare programs switch from Procare to brightwheel mainly for faster onboarding, a more intuitive interface, and a truly all-in-one platform. Brightwheel includes billing, family communication, curriculum, and attendance in a single app. Brightwheel’s team migrates your data from Procare in under 24 hours, and every program gets a dedicated 1:1 onboarding coach.
Brightwheel is an all-in-one childcare management platform with 100+ features in one cloud-based app, covering billing, family communication, attendance, curriculum, and admissions. Two popular solutions in childcare management are Procare and brightwheel.
A growing number of childcare programs have made the switch from Procare to brightwheel. This article breaks down what is driving that shift and what the switching process actually looks like.
In this article:
- Why programs leave Procare
- Procare vs. brightwheel at a glance
- Key reasons to switch
- How switching works
- What customers say
- The impact of switching
- Frequently asked questions
“We love brightwheel. After using Procare, this is 10 times better.”
Crystal, Area Director at DaVinci Academy, Belvidere, IL
Why do childcare programs leave Procare?
Many childcare providers outgrow their current systems as their needs evolve. For those using Procare, common frustrations often stem from limited flexibility, unreliability, and inefficiencies in daily operations, which prompts a search for a more streamlined and user-friendly solution.
Procare’s pricing model also often requires separate payments for add-ons, which increases the overall expense and creates a fragmented experience. Users also report technical glitches and delays in Capterra’s Procare listing.
Considering Procare’s recent acquisition news? Read what Procare’s acquisition of Playground means for your childcare software decision.
Procare vs. brightwheel at a glance
| Area | Brightwheel | Procare (as reported by users and review sites) |
|---|---|---|
| Interface and setup | Simple, intuitive design; setup takes days rather than weeks | Can feel overwhelming and less intuitive |
| Billing and payments | Automated billing and autopay built in; 90% of preschools report more families pay on time | Advanced billing features require additional modules |
| In-person payments | Tap to Pay turns an iPhone or NFC-enabled Android phone or tablet into a card reader | Typically requires a separate card reader |
| Pricing model | 100+ features in one platform with no surprise add-on costs | Add-ons often priced separately |
| Reliability | 99.9% uptime | Users have reported system crashes |
| Syncing | Real-time syncing across phones, tablets, and computers | Syncing described as less robust |
Procare details reflect publicly reported user experiences. Confirm current features and pricing with Procare. For a full side-by-side, see brightwheel vs. Procare.
Why switch from Procare to brightwheel? Key reasons
Switching from Procare to brightwheel means a more efficient, user-friendly experience with better communication tools, smarter billing, and the operational reliability childcare programs depend on.
User-friendly, intuitive interface
Brightwheel is designed with childcare providers in mind, offering a simple interface that even staff with minimal technical skills can adapt to quickly. Setup is quick and seamless, taking days rather than weeks to get your program up and running.
Automated billing and payments
Brightwheel simplifies financial management with automated billing and secure online payment options. Families can pay by multiple methods, including autopay, which saves administrators hours of manual reconciliation each week. 90% of preschools report that more families pay on time with brightwheel. Procare requires additional modules for advanced billing features, which adds both cost and complexity.
In-person payment collection
Procare typically requires a separate card reader to accept payments in person. Brightwheel’s Tap to Pay turns an admin’s iPhone or NFC-enabled Android phone or tablet into a card reader, so you can collect a past-due balance, a deposit, or a late pickup fee directly within brightwheel the moment a parent is in front of you, with no extra hardware to buy or carry.
Family communication tools
Brightwheel makes it easy to stay connected with families through real-time daily updates, photos, videos, and developmental milestones delivered directly to parents’ phones. 95% of administrators and staff report that brightwheel improves communication with families.
Curriculum and lesson planning
Brightwheel centralizes curriculum management with tools like Experience Curriculum, which combines hands-on learning materials delivered monthly with digital lesson plans integrated directly in the platform.
Multi-location management
For multi-site programs, brightwheel offers centralized oversight: track performance, manage data, and coordinate operations across all locations from one platform.
One platform, no surprise add-on costs
Brightwheel connects 100+ features into a single, flexible app, from check-ins and billing to admissions and reporting. Brightwheel’s pricing is straightforward and scalable. By contrast, Procare’s pricing model often requires separate payments for add-ons, which increases the overall expense.
Dependable performance
Brightwheel runs at 99.9% uptime with 24/7 monitoring, so the platform is almost always available, which is critical for smooth daily operations. Procare users have reported system crashes that disrupt administrative tasks and daily workflows.
Real-time syncing across devices
Brightwheel supports real-time syncing across phones, tablets, and computers, so staff and families always have access to the latest updates. Procare’s syncing is described by users as less robust, which can lead to delays and miscommunication.
How does switching from Procare to brightwheel work?
Switching childcare management software does not have to mean weeks of downtime or manual data re-entry. Here is exactly what the process looks like:
- Under 24 hours: Your data, migrated for you. Download your information directly from Procare, and brightwheel’s team migrates your rosters, rate cards, student profiles, and billing information in under 24 hours, with no manual data entry on your end.
- Day 1: Meet your dedicated onboarding coach. Every program gets a personalized onboarding specialist, a real person who guides you through setup live and on your schedule. From configuration to staff training, they stay with you until you are confident.
- Week 1 and beyond: Fully live. Families are enrolled, billing is running, and staff are trained, with ongoing, top-rated support available whenever you need it. Most programs are fully operational within a week of starting the process.
What do brightwheel customers say about switching?
I had my training and by that next week we were switching, and I was adding billing plans and adding students. It didn’t take as long as I thought. It probably took a week for me to feel confident.”
Syieda D., Director and Owner of SMG Clubhouse in Horsham and Quakertown, PA
Brightwheel helps us in every way possible. From their onboarding and support team to the features that keep us organized, on track with planning, and communicating smoothly to parents and each other.”
Harida H., Administrator, Play Pals Daycare in Maumee, OH
The brightwheel onboarding process is really, really helpful. They made sure I was using the tool to the best of its abilities, and they took care of uploading all the kiddos into the system.”
Alyssa D., Executive Director at McNeilly Center for Children in Nashville, TN
The motivator to start brightwheel was I was coming into a small program and I had been asked to grow the program...I've now more than doubled the program here, and added two more classrooms."
What is the impact of switching to brightwheel?
Brightwheel reports the following results across its customers:
- Brightwheel saves each administrator and staff member 20 hours per month of administrative work.
- 90% of preschools report that more families pay on time with brightwheel.
- 95% of administrators and staff report that brightwheel improves communication with families.
- 97% customer satisfaction rating, with a 4.9-star rating across 150,000+ reviews.
Reliable, human support, always
Brightwheel’s support does not disappear after onboarding. Ongoing support includes live chat with an average response time of about 30 seconds, phone support, webinars, tutorials, and a community of ECE professionals. You can also schedule a phone call with the support team directly. The Customer Support team is available for troubleshooting, optimization, and guidance as your program grows and changes.
Free Guide for Selecting Childcare Management Software
Download a free guide to simplify your decision-making process and help you choose the best childcare software for your program.
Frequently asked questions about switching from Procare to brightwheel
Why do childcare programs switch from Procare to brightwheel?
Childcare programs switch from Procare to brightwheel mainly for faster onboarding, a more intuitive interface, and an all-in-one platform with no surprise add-on costs. Brightwheel combines billing, family communication, curriculum, and attendance in one app, and its team migrates Procare data in under 24 hours.
How long does it take to switch from Procare to brightwheel?
Most programs are fully up and running within a week. Brightwheel’s onboarding team migrates your data from Procare, including rosters, rate cards, and billing information, in under 24 hours. From there, a dedicated 1:1 specialist guides your setup and staff training live, on your schedule.
Does brightwheel migrate data from Procare?
Yes. Download your information directly from Procare and brightwheel handles the upload, including student profiles, parent contacts, staff records, and billing rate cards, within 24 hours, with no manual data entry required on your end.
Will switching from Procare to brightwheel disrupt my program?
Not at all. Most programs go live within days with no interruption to daily operations. Brightwheel’s onboarding team works around your schedule so you and your staff can stay focused on the children in your care.
How does brightwheel compare to Procare for childcare management?
Brightwheel saves each administrator and staff member 20 hours per month of administrative work through automated billing, family communication, and contactless check-in, all in one platform with no hidden module fees. Procare requires separate purchases for many of its advanced features, which adds cost and complexity. Brightwheel also maintains 99.9% uptime, compared with the system crashes some Procare users have reported.
Can brightwheel take in-person payments without a separate card reader?
Yes. Brightwheel’s Tap to Pay turns an admin’s iPhone or NFC-enabled Android phone or tablet into a card reader, so you can collect a past-due balance, a deposit, or a late pickup fee directly within brightwheel with no extra hardware.
What support does brightwheel provide during and after onboarding?
Every program gets a dedicated 1:1 onboarding specialist for guided live setup. Ongoing support includes live chat with an average response time of about 30 seconds, phone support, webinars, tutorials, and a community of ECE professionals.
How much does brightwheel cost compared to Procare?
Brightwheel offers simple pricing with no required add-ons. Procare’s modular pricing structure often results in a higher total cost as programs pay separately for features that come standard in brightwheel. Contact brightwheel for a personalized quote based on your program needs.
Why brightwheel stands out
Brightwheel is more than just software. It is a comprehensive solution designed to support early education programs. By focusing on ease of use, robust features, and customer support, brightwheel helps administrators, staff, and families all benefit.
Key takeaways
- A user-friendly interface saves time and minimizes frustration.
- Advanced features like automated billing, parent communication, and lesson planning cater to modern childcare needs.
- Reliable customer support and smooth onboarding make the switch hassle-free.
- Straightforward pricing provides better value than Procare’s modular approach.
Make the switch
Moving from Procare to brightwheel is not just a software change. It is an upgrade to a system that helps childcare programs save time, reduce costs, and improve the experience for families, staff, and administrators alike.
