Easier childcare billing
Use brightwheel’s childcare payment software to simplify billing and get paid on time. 90% of preschools say more families pay on time with brightwheel.
FAQs: Tips and insights about the billing feature
How do I make a childcare invoice?
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.
What online payment methods does brightwheel support?
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.
How long does it take for my funds to be deposited?
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.
Does brightwheel integrate or connect with other accounting or bookkeeping software, like QuickBooks?
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. You can find our Quickbooks Compatibility Guide at https://help.mybrightwheel.com/en/articles/6321247-billing-v3-quickbooks-compatibility-guide.
Can I track subsidy payments and invoices from agencies in brightwheel Billing?
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.
How does brightwheel help with filing my taxes?
For your program’s tax filing, simply use the Billing Transactions report or visit this resource hub for questions on preparing for tax season. See our Help Center article: https://help.mybrightwheel.com/en/collections/3703808-preparing-for-tax-season