#1 childcare billing software

Get paid faster with simplified childcare billing

Get paid faster with simplified childcare billing

Request your free, personalized demo, and we’ll connect you with our team so you can see how easy it is to get started on billing.

Why millions of educators and families love brightwheel billing

Save more time

Save hours each week with automated invoicing, payment notifications, and autopay. Get set up fast: 94% of admins say brightwheel billing is easy to set up.

Get paid on time, every time

90% of preschools see an increase in on-time payments. Eliminate late payments with automated billing services and payment reminders.

Make payments easy for families

91% of admins report that families find it easier to pay online with brightwheel. Offer families a simple and secure payment experience.

Track every dollar with ease

Keep an eye on money owed and received with the at-a-glance billing dashboard. See customizable billing reports in real-time.

Save more time

Save hours each week with automated invoicing, payment notifications, and autopay. Get set up fast: 94% of admins say brightwheel billing is easy to set up.

Get paid on time, every time

90% of preschools see an increase in on-time payments. Eliminate late payments with automated billing services and payment reminders.

Make payments easy for families

91% of admins report that families find it easier to pay online with brightwheel. Offer families a simple and secure payment experience.

Track every dollar with ease

Keep an eye on money owed and received with the at-a-glance billing dashboard. See customizable billing reports in real-time.


Explore these key billing and payment features

Early education resources

Discover free tax resources for your childcare business

This tax preparation checklist will help you:

  • Stay on top of important tax due dates
  • Gather the right records
  • Look for common tax deductions and credits
  • And more!
An image of 2023 tax preparation checklist offer An image of 2023 tax preparation checklist offer

Brightwheel has more ways to support your childcare program

Icon image that represents parent-teacher communication tools in brightwheel

Communication

Build quality connections with families and staff. 95% of administrators & staff report brightwheel improves communication with families.

Center management

Simplify administrative tasks with brightwheel’s all-in-one app & save up to 20 hours per month. Stay compliant with digital check-ins, health checks, and room ratio tracking.

Experience Curriculum

Upgrade to get Experience Curriculum: A complete, easy-to-implement curriculum system with digital lessons in brightwheel and hands-on learning materials mailed to you.

Frequently asked questions about brightwheel billing

Billing administrators can easily issue invoices for recurring charges in billing plans and for one-time charges, including attendance charges and late payment fees. Invoices generated through brightwheel will include the detailed information: Invoice number, program name, address, EIN, invoice date, dates of service, assigned payer name, due date, current amount due, charge type and description, and optional notes for payers. With brightwheel billing, administrators can easily set up and send automated recurring invoices in a weekly, biweekly, bimonthly, or monthly billing cycle.

Families can connect and pay tuition online directly from their brightwheel app using bank account transfers (also known as ACH), credit cards, or debit cards. It is entirely up to your program to decide what payment methods to accept. Most programs on brightwheel today receive payments via bank transfers. If you accept cash or check payments, you can still use brightwheel to log payments. This makes it easy to track all payments in one place and at a glance know what’s outstanding.

With brightwheel billing, you’ll get your money by the next business day! We have the shortest turnaround time in the industry, and don’t charge an additional fee for faster deposits. Online payments submitted by families by 7pm ET (4pm PT) will be deposited the next business day. Business days include Monday – Friday, but not weekends or holidays. Please note some financial institutions, often smaller credit unions, may have longer deposit times that we aren’t able to influence.

Brightwheel’s latest billing platform is compatible with Quickbooks Online. Using brightwheel reports, administrators can easily download billing transaction data from brightwheel manually and import them into Quickbooks Online — No need to manipulate the data first before importing. While this is not a complete, automated integration, the ability to transfer billing data to Quickbooks enables administrators to complete their accounting processes more efficiently. Please refer to our Quickbooks Compatibility Guide.

Yes! The Subsidy Dashboard is a subsection within 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.

When you sign up for brightwheel billing, you also get access to a fully customizable platform that enables you to build quality connections with families, simplify administrative tasks, create lesson plans, and more—from one convenient place.

We’re here to make tax season as easy as possible for administrators. Brightwheel can help you gather essential billing reports and get your local, state, and federal taxes filed automatically with payroll. Additionally, brightwheel has simplified tax season for families by providing direct links for accessing their year-end payer tax statements independently. There’s nothing for you to do!

Review the latest insights & resources about childcare billing and payments

The 7-Step Guide to Stress-Free Childcare Billing

An organized childcare billing system is essential to the financial success of your business. This guide covers seven steps to create an efficient billing process.

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2023 Guide to Form 2441 and Childcare Tax Credits

Navigate Form 2441 with ease. Help families maximize their eligible childcare-related deductions and complete the form.

Read Now

How brightwheel Billing Has Evolved in the Last Three Years

From custom billing reports to subsidy management, we recap some of the biggest recent improvements to the brightwheel billing platform.

Read Now
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