#1 childcare billing software

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.