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.
Brightwheel's childcare billing and payments
The #1 early childhood financial management software with integrated billing. Send automated invoices to families, enable families to securely pay online, and track subsidy payments—all from brightwheel.
Make billing easy for families
Offer paperless invoicing and payments, and send receipts via email
Send recurring or one-time invoices and offer auto-pay to eliminate late payments
Invoice families with the same tool you use for enrollment, attendance, and communication
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Accept credit card or bank transfer payments and offer auto-pay
Manage your program's finances
Digitize your reporting
Easily run customizable billing and tax reports
Centralize your recordkeeping
Manage attendance, billing, and subsidies in one place
Operate under the highest levels of security and compliance
Protect your business
Ensure all your data is fully encrypted and integrated safely with your bank
Simplify subsidy management
Save more time
Set up recurring bill plans, log agency payments, and waive balances in a click
Manage your finances from one place
Know who owes what with a centralized view of your finances across agency and family payers
Track with flexibility
Easily add, edit and backdate subsidy payments through the agency tracker
See how it works
Get started today
Sign up in minutes
Two steps to sign up and enable direct deposits
Send one time or recurring invoices with a single click
See payment status in real time and watch as deposits flow directly into your account
Brightwheel customers on simplifying billing
“Brightwheel billing is so easy to use. It’s 10x better than the childcare software we were using before. I love being able to see monthly income, plus the breakdown of past due balances! I can’t even put a numberon the amount of time I’ve saved, it’s been amazing.”
Crystal H, Director at DaVinci Academy in Belvidere, IL
“100% of my payments are on time, because I use autopay. After being in this industry for 28 years, I know this has saved me so much stress because I don’t need to charge late fees or send parents extra notifications about payments.”
Monique R, Owner at World Elite Academy in San Diego, CA
“Billing on brightwheel and moving out of spreadsheets has been a lifesaver. There are some things brightwheel took off our plate that we weren’t even aware of! My advice is to start using brightwheel billing before you think you need it. I know I wish we did.”
Kalen & Kaitlyn S, Owners at Grow Together Learning in Hilliard, OH
Plus, many more valuable features including:
Build quality connections with families and staff. 95% of administrators & staff report brightwheel improves communication with families.
Simplify administrative tasks with brightwheel’s all-in-one app & save up to 20 hours per month.
Create lesson plans for your preschool or daycare. You and your staff will save more time and stay more organized. And your families will be better connected to their children’s learning.
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
Join millions of childcare providers on brightwheel
Take a tour and see how brightwheel can help you, your staff, and your families.
How much does brightwheel software cost? ›
Brightwheel's pricing beings at $125 USD per month for 50 children. They offer a free trial and also have a free version. They have two pricing structures – standard and premium. While the standard version offers basic features, the premium version supports many enhanced features and functionalities.How much is Himama monthly? ›
Himama charges a flat $50 per month per classroom. So your cost increases linearly with the number of classrooms you create.
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.What does brightwheel offer? ›
The #1 childcare software that enables you to centralize and send real-time messages, emergency alerts, and newsletters all from the same platform you use for billing, admissions, and classroom management. 95% of administrators and staff report brightwheel improves parent communication.Does brightwheel work with Quickbooks? ›
With brightwheel billing, you can easily use our reports to transfer your billing data to Quickbooks Online so you can complete your accounting processes.Does brightwheel report to the IRS? ›
The IRS form 1099-K is issued for all programs that process more than $20K and 200 ONLINE transactions in the given tax year. This form reports the total gross volume of online payment transactions made through brightwheel. Brightwheel will mail a 1099-K for each program that meets these requirements by January 31st.