--- title: "Expense Management" id: "10533" type: "page" slug: "expense-management" published_at: "2025-02-26T00:25:59+00:00" modified_at: "2026-06-10T22:04:49+00:00" url: "https://mybrightwheel.com/expense-management/" markdown_url: "https://mybrightwheel.com/expense-management.md" --- # #1 childcare expense tracker ## Easily track and manage your school finances ## Easily track and manage your school finances Get a complete view of your expenses and income with automated transaction syncing, customizable categories, and real-time insights. Already use brightwheel? [Join your school](https://schools.mybrightwheel.com/sign-up?_branch_match_id=427196675777436642) ## Trusted by millions of educators and families ![brightwheel reviews](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/social-proof-stars.webp "brightwheel reviews")4.9 | 150,000+ reviews - ![Apple Store](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/apple-2.png) - ![Google Play](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/google-play-2.svg) - ![Capterra](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/capterra-2.svg) - ![G2 Leader](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/g2-leader.webp) - ![Cloud 100](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/cloud-100.webp) - ![Capterra Best](https://mybrightwheel.com/wp-content/themes/_brightwheel/img/cap.webp) #1 Rated all-in-one childcare solution 20hrs Saved each month on administrative tasks 95% Customer satisfaction 99.9% Uptime and 24×7 monitoring (we don’t crash) ## Why schools love brightwheel for childcare expense management Brightwheel’s childcare expense tracker makes it easy to track, categorize, and report all childcare expenses in one easy-to-use platform. Stay organized, save hours each month, and gain the financial clarity you need to run your program. Brightwheel’s childcare expense tracker makes it easy to track, categorize, and report all childcare expenses in one easy-to-use platform. Stay organized, save hours each month, and gain the financial clarity you need to run your program. ![Image](https://mybrightwheel.com/wp-content/uploads/2024/02/centalized.png "A complete financial picture")### A complete financial picture Track both income and expenses in one place. Connect bank accounts and credit cards for up-to-date financial visibility. ![Image](https://mybrightwheel.com/wp-content/uploads/2024/09/billin-late-fee.svg "Streamlined processes & time savings")### Streamlined processes and time savings Eliminate manual data entry with automatic nightly updates. Categorize and upload receipts quickly, saving time on administrative tasks. ![Image](https://mybrightwheel.com/wp-content/uploads/2025/02/graph-1.png "Data-driven decisions at your fingertips")### Data-driven decisions at your fingertips Access real-time dashboards and profit and loss reports. Instantly export data to make informed decisions. ![Image](https://mybrightwheel.com/wp-content/uploads/2024/07/value-props-billing.svg "Planning for taxes and compliance")### Planning for taxes and compliance Easily track expenses for tax preparation. Stay organized and audit-ready with clear financial summaries and receipts. ![Image](https://mybrightwheel.com/wp-content/uploads/2024/02/centalized.png "A complete financial picture")### A complete financial picture Track both income and expenses in one place. Connect bank accounts and credit cards for up-to-date financial visibility. ![Image](https://mybrightwheel.com/wp-content/uploads/2024/09/billin-late-fee.svg "Streamlined processes & time savings")### Streamlined processes and time savings Eliminate manual data entry with automatic nightly updates. Categorize and upload receipts quickly, saving time on administrative tasks. ![Image](https://mybrightwheel.com/wp-content/uploads/2025/02/graph-1.png "Data-driven decisions at your fingertips")### Data-driven decisions at your fingertips Access real-time dashboards and profit and loss reports. Instantly export data to make informed decisions. ![Image](https://mybrightwheel.com/wp-content/uploads/2024/07/value-props-billing.svg "Planning for taxes and compliance")### Planning for taxes and compliance Easily track expenses for tax preparation. Stay organized and audit-ready with clear financial summaries and receipts. ## Brightwheel’s daycare expense tracker is built for childcare providers, making financial management stress-free and efficient. ### Easily track your finances - Track both income and expenses: Monitor all financial transactions, from tuition payments to supplies, in one place - Automatic syncing: Connect bank accounts and credit cards for real-time transaction imports and updates - Simplified reporting: Generate detailed reports to analyze income and expenses, helping you make informed financial decisions ### Effortlessly import and update your transactions - Nightly transaction imports: All connected bank accounts and credit cards sync automatically each night, ensuring you always have up-to-date data - Secure integration: Powered by Plaid, a trusted third-party service, ensuring secure connections to your financial accounts - Historical data: Pull in up to a year of past transaction data upon initial connection for easy setup and no missing information ### Customize categories to meet your needs - Tailored financial tracking: Create and name custom categories for income and expenses that align with your specific needs - Subcategories: Break down broad categories (e.g., rent) into specific subcategories (e.g., rent, renters insurance) for more granular tracking - Chart of accounts: Easily organize your transactions for better financial reporting and oversight ### Never lose another receipt - Easy receipt uploads: Snap a picture or upload a file of receipts directly to brightwheel from your phone - Digital storage: Keep receipts stored digitally for easy retrieval during tax season, audits, or internal reviews - Attach to transactions: Link receipts directly to specific transactions for quick reference and organization ### Save time by handling multiple transactions at once - Batch actions: Categorize multiple transactions at once with just a few clicks, saving time on repetitive tasks - Split transactions: Divide a single transaction into multiple categories (e.g., groceries vs. office supplies) for more accurate record-keeping - Flexible editing: Easily adjust categories or transaction details at any time to ensure your records stay accurate ### Gain insights into your financial health - Real-time overview: Get up-to-the-minute profit and loss reports, summarizing your income and expenses in one place - Visual insights: View income, expenses, and profits via interactive charts and graphs for better financial insights - Customizable reports: Filter by date range, category, or other criteria to get the exact data you need for decision-making - Download and share your reports: Export detailed transaction reports in CSV format for easy sharing, printing, or further analysis in other tools ### Early education resources #### Download a free income and expense worksheet This free worksheet will help you: - Track your business’s income and expenses in a spreadsheet - Organize revenue streams and cost categories - Maintain a clear overview of your financial performance - Create an income statement ![Image](https://mybrightwheel.com/wp-content/uploads/2025/07/Childcare-Income-and-Expense-Worksheet-landing-page-CTA-transparent.png "Childcare Income and Expense Worksheet - landing page CTA-transparent")![Image](https://mybrightwheel.com/wp-content/uploads/2025/07/Childcare-Income-and-Expense-Worksheet-landing-page-CTA-transparent.png "Childcare Income and Expense Worksheet - landing page CTA-transparent") [Download template](https://info.mybrightwheel.com/templates/childcare-income-and-expense-worksheet) ![Image](https://mybrightwheel.com/wp-content/uploads/2025/03/Mask-group-1.png "Mask group 1") > This makes tax season SO much easier for me…I am relieved to have this feature to simply hand a piece of paper to my accountant during tax season!…You just took another thing off my plate (endless hours of tracking and seeing numbers!) and best of all, it’s all in one app! No need to have multiple apps on my phone. > > **Ana Sara Rodriguez** > Caring Hearts Christian Daycare > Austin, TX ## Benefits of brightwheel’s childcare expense tracker Running a childcare business means wearing many hats—and financial management is one of the most critical. Brightwheel’s childcare expense tracker is designed specifically for childcare providers, helping you save time, boost accuracy, and keep your business financially healthy. ### Save time and reduce stress With brightwheel, you can quickly track expenses, categorize costs, and generate reports with just a few clicks. Forget tedious spreadsheets or hunting through paper receipts. Our childcare expense management software streamlines your daily workflow so you can focus on delivering excellent care rather than managing paperwork. ### Boost accuracy and stay audit-ready Errors in financial records can be costly and stressful, especially during tax season or licensing reviews. Brightwheel minimizes mistakes by providing clear, organized records and digital receipt storage. Everything is stored securely and easily accessible, keeping your program prepared for audits or financial reporting requirements. ### Gain deeper financial insights Understanding your childcare program’s financial health is essential for making informed decisions. Brightwheel’s expense tracker gives you real-time visibility into your spending, helping you identify trends, spot areas for savings, and plan for growth. You’ll gain confidence knowing exactly where your program stands financially at any moment. ### Stay compliant and organized Childcare programs often face strict regulatory requirements, from tax filings to state licensing audits. Brightwheel’s childcare expense tracker helps ensure your records are accurate and complete, reducing compliance headaches and helping you maintain trust with families and regulators. ### Build trust and transparency with families Families appreciate transparency and professionalism in how a program handles finances. With clear records and the ability to generate professional reports, brightwheel helps you communicate confidently with families about tuition costs and financial policies, building trust and strengthening relationships. ### All-in-one childcare management Brightwheel’s childcare expense tracker is just one feature of our complete [childcare management software](https://mybrightwheel.com/childcare-management-software/) , which includes [billing](https://mybrightwheel.com/features/billing/) , messaging, attendance tracking, lesson planning, and more. It’s an all-in-one solution that helps your childcare program run smoothly and efficiently. Brightwheel’s childcare expense management software is trusted by thousands of childcare providers across the country who want to operate with greater clarity, efficiency, and peace of mind. ## Brightwheel has more ways to support your childcare program ![Image](https://mybrightwheel.com/wp-content/uploads/2023/07/comunication.svg)### Communication Build quality connections with families and staff. 95% of administrators & staff report brightwheel improves communication with families. [Learn more](https://mybrightwheel.com/communication/) ![Image](https://mybrightwheel.com/wp-content/uploads/2023/07/center-management.svg)### 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. [Learn more](https://mybrightwheel.com/center-management/) ![Image](https://mybrightwheel.com/wp-content/uploads/2024/09/frame.svg)### 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. [Learn more](https://mybrightwheel.com/experience-curriculum/) ## Frequently asked questions about expense management ### What is a childcare expense tracker? A childcare expense tracker is software that helps childcare providers track, categorize, and report all the costs involved in running a childcare program, such as supplies, staff wages, maintenance, and classroom materials. Instead of juggling spreadsheets or paper receipts, a childcare expense tracker keeps all financial information in one place, making it easier to stay organized, prepare reports for tax season or licensing requirements, and gain insights into where your money goes. ### How does brightwheel’s childcare expense management feature save time? With brightwheel, expense tracking is built right into the software—allowing you to track and categorize expenses, store digital receipts, and generate clear financial reports without any extra tools or hidden fees. It’s an all-in-one solution that helps childcare owners save time, reduce errors, and keep their finances running smoothly. ### Does expense management cost extra? No, it’s included in your premium brightwheel account. ### What staff roles can access the Expenses feature? Only Admins for now. Billing Only Users, Managers, Lead Teachers, and Teachers do not have access to the Expenses tab. ### Can I access Expenses from the mobile app? Currently the Expenses feature is only available on the web. ### How does expense management handle transfers between my accounts? A transfer refers to moving money between accounts within your connected institutions (e.g., transferring from checking to savings). If you categorize a transaction as a transfer you’ll still be able to see the details of this transaction but its total amount will no longer be included in calculations on the P&L or Overview page. This means we give you a full picture of money flow but don’t count transfers as income or expenses. ### Does this connect to my billing? Not directly, no. However, all of the income you receive through brightwheel will show up as an “income transaction” via your bank. We typically see schools categorize this as Tuition and occasionally “split” the transaction into tuition by program or classroom. ### Does this work in Canada? Currently, it’s only possible to connect bank accounts for United States banks. Schools in other countries can use expense management but it will require adding a source and transactions manually. ### How far back will I be able to pull transactions? When we initially connect to your bank through Plaid, we attempt to pull in the past year of transactions. Each bank varies in how much data is accessible, but we typically see either one month, three months, or 12 months of past transactions pulled in. ### What reports are included in expense management? You can generate reports for categorized expenses, income, and transfers. Reports are downloadable as a CSV file, making tax preparation and financial reviews easier. ### Do you have a time/space calculator? You can turn on “shared expenses” in the settings page within expense management. With this feature turned on, you can apply a “business percentage” to any transaction (and can do so in bulk). When applied, this new business amount will be used on reports and charts like the P&L. This allows for inputting your time/space percentage or other customer percentages as well. ### Can I upload receipts from the mobile app? Yes! You can attach receipts to transactions directly in the desktop platform and you can find a QR code on each transaction that you can scan to upload a photo of a receipt from your mobile device. ### What if I see duplicate transactions? The system automatically flags potential duplicates and prevents them from being added to your account. If necessary, you can also manually delete transactions. ### How do I do things in bulk? Use the checkboxes on the left hand side of the table on the Transactions page. Click any of these to multi-select transactions, or you can click the box in the top row to select all transactions on the page. ### Can I update transactions in bulk? Yes! You can easily update transactions in bulk. ## Review the latest ECE insights & resources about expense management - Business - Blog post ### A Childcare Provider’s Guide to Equipment and Furniture Expenses Discover practical tips for budgeting, purchasing, and tracking equipment costs to support a thriving childcare environment. [Read Now](https://mybrightwheel.com/blog/a-childcare-providers-guide-to-equipment-and-furniture-expenses) - Business - Blog post ### A Childcare Provider’s Guide to Marketing Expenses Learn how to track and deduct professional development expenses as a childcare provider. Maximize your tax savings while enhancing your program’s quality and financial health. [Read Now](https://mybrightwheel.com/blog/a-childcare-providers-guide-to-marketing-expenses) - Business - Blog post ### A Provider’s Guide to Managing Staff Expenses and Payroll Learn how to manage staff expenses and payroll for your childcare business. Discover tips for tracking, maximizing tax deductions, and simplifying payroll with Brightwheel. [Read Now](https://mybrightwheel.com/blog/a-providers-guide-to-managing-staff-expenses-and-payroll) ## Seamlessly switch to brightwheel from other childcare management software ### Easy onboarding trainings Get 1:1 support from an onboarding specialist for quick and seamless billing set-up. You’ll also receive access to guided training through brightwheel Academy, a comprehensive learning tool to help you, your staff, and families master using brightwheel. ### Speedy support team Brightwheel has the industry’s largest support team and will ensure that you get quick answers through live chat whenever you need them (response times are less than 1 minute!). Brightwheel’s support team plays a pivotal role in enabling new users to maximize every feature of the software. ### Roster and rate card upload tool Switching to brightwheel is easy when you upload your student rosters. The brightwheel team will import your roster and tuition rates into your brightwheel account so you have all of the information you need from day one. ### No hidden service fees When you use brightwheel billing, you’ll only have two service fees ever—one for card and one for ACH. We’ll never surprise you with hidden fees so you’ll always know exactly what you and your families are paying. ### [Brightwheel vs. Procare](https://mybrightwheel.com/compare-brightwheel-vs-procare/) Switch to brightwheel for modern expense management that lets you track and categorize costs effortlessly, generate clear financial reports, and manage your childcare finances with complete transparency—all with no hidden fees. ### Tour the easiest all-in-one childcare and preschool app