--- title: "Billing" id: "5052" type: "page" slug: "billing" published_at: "2025-06-30T23:15:13+00:00" modified_at: "2026-06-10T22:05:22+00:00" url: "https://brightwhedev.wpengine.com/features/billing/" markdown_url: "https://brightwhedev.wpengine.com/features/billing.md" excerpt: "Common childcare center tasks that slow you down Running a childcare center involves dozens of daily tasks: Inefficiencies can add up quickly, whether you’re working manually or juggling multiple tools. If these challenges sound familiar, explore the common pain points..." taxonomy_language: - "English" --- # #1 childcare billing software ## Simplify your childcare billing ## Simplify your childcare billing Brightwheel makes billing stress-free with easy setup, secure payments, and tools to track every dollar with ease. ## Calculate your savings with brightwheel Billing Enter details to estimate your time and cost savings How many children are at your center? 1500 Average monthly tuition per child? $ $1$1,500 Hours spent managing billing per month? 180 Calculate your savings Based on data from thousands of childcare centers using brightwheel Billing ## Calculate your savings with brightwheel Billing ⏰45.3 hours saved every month That is 5 full workdays back! 💰$1,063 in staff time monthly $12,756 annually [Get a demo](/demo) Recalculate ## Why millions of educators and families love brightwheel billing ![Run billing on autopilot](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/clock.svg "Run billing on autopilot")### Run billing on autopilot Save up to 5 hours each week with automated invoicing, payment notifications, and autopay. ![Create reliable cash flow](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/money.svg "Create reliable cash flow")### Create reliable cash flow 90% of preschools see an increase in on-time payments. Eliminate late payments with automated billing services and payment reminders. ![Give families a convenient way to pay](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/experience-curriculum.svg "Give families a convenient way to pay")### Give families a convenient way to pay 4 out of 5 admins agree that families prefer paying through brightwheel over other payment methods. ![Gain financial clarity](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/charts-blue.svg "Gain financial clarity")### Gain financial clarity 2 out of 3 admins agree that brightwheel’s reporting helps them make better financial decisions for their program. ![Run billing on autopilot](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/clock.svg "Run billing on autopilot")### Run billing on autopilot Save up to 5 hours each week with automated invoicing, payment notifications, and autopay. ![Create reliable cash flow](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/money.svg "Create reliable cash flow")### Create reliable cash flow 90% of preschools see an increase in on-time payments. Eliminate late payments with automated billing services and payment reminders. ![Give families a convenient way to pay](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/experience-curriculum.svg "Give families a convenient way to pay")### Give families a convenient way to pay 4 out of 5 admins agree that families prefer paying through brightwheel over other payment methods. ![Gain financial clarity](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/charts-blue.svg "Gain financial clarity")### Gain financial clarity 2 out of 3 admins agree that brightwheel’s reporting helps them make better financial decisions for their program. ## Explore these key billing and payment features ### Brightwheel’s all-in-one childcare software allows you to: - Quickly set up billing, create billing plans for multiple students, and automate invoicing tasks. - Specify payment amounts across multiple payers and enable automatic payment notifications. - Centralize tracking with a complete view of your finances across agency and family payers. - Access reports and billing data to see balances, deposits, transactions, revenue, and more. ### Make billing easier for you and your families - Flexible billing plans: Easily edit a billing plan, set plans to recur on a regular basis, add discounts, and divvy up charges between payers. - Convenient one-time charges: Quickly bill families for one-time fees and send invoices immediately or schedule them for a future date. - Create and share tuition agreements: Send your tuition contract to families and collect signatures and payment methods in one step. - Effortless attendance-based invoicing: Charge accounts based on check-in records.attendance-based invoicing: Charge accounts based on check-in records. - Protect your business: Your information is protected using best-in-class security and compliance standards. - Less tax work: We notify families when their tax statements are ready for self-serve access. You don’t have to do a thing! ### Conveniently manage your program’s payments online - Offer multiple payment methods: Accept ACH transfers, debit and credit cards, and checks from families — including checks from subsidy agencies. - Autopay: Invite families to enroll in autopay to ensure payments are submitted on time, and families never worry about late fees. - Automated payment alerts: Know immediately when tuition payments with a credit or debit card failed. - Online payments for Canadian schools: Accept credit/debit cards or PADs and receive payments directly in your deposit account. ### Track childcare payments end-to-end - Customizable billing dashboard: Stay informed with a real-time snapshot of account balances, payments, and cash flow. - Subsidy tracking: Set up recurring bill plans, log agency payments, and waive balances. - Fast deposits: Funds are deposited into your account as soon as the next business day if the payment is submitted by 7 pm ET. ### Offer administrators full access to reports & data - Centralized record keeping: Keep track of your balances, payments, and cash flow in one place. - Instant statements: View, download, and print billing and tax statements in seconds. - QuickBooks compatible: Easily transfer your billing data into QuickBooks Online. - Individualized payment & credit reports: Access payment and credit information for each individual student. ### Automatically track expenses - Organized expenses: Connect your bank accounts and credit cards to Brightwheel and have your expenses tracked and transactions synced every night. - Full financial visibility: Easily view, categorize, analyze, and report on transactions for a comprehensive snapshot of your financial health. - Receipt management: Upload, store, and download your receipts digitally at your convenience. - Customizable financial tracking: Personalize your chart of accounts with specific categories and GL codes tailored to your business needs. [Learn more](https://brightwhedev.wpengine.com/expense-management/) ### *New* Brightwheel Billing Feature #### Flexible payments, seamless check deposits Snap, deposit, and track checks from families and subsidy agencies - Simplify administration: Eliminate trips to the bank and manual logging. - Track all payments in one place: All payment types—digital and checks—are centralized in brightwheel, offering clear payer visibility with no additional work required. - Break free from bank limits: Deposit checks your way, every day. - Faster access to funds: Funds will appear in your account in 1-2 business days. ![Image](https://brightwhedev.wpengine.com/wp-content/uploads/2025/10/Kimmie-Checks-500-x-400-px-2.png "Deposit checks in brightwheel")![Image](https://brightwhedev.wpengine.com/wp-content/uploads/2025/10/Kimmie-Checks-500-x-400-px-2.png "Deposit checks in brightwheel") [Get a Demo](https://brightwhedev.wpengine.com/demo/) ## What customers are saying about brightwheel’s customizable billing tools ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)Brightwheel is so much more stress-free than using something like Venmo. You don’t need to worry about transferring money in and out of accounts, because the deposits go directly into your bank. Kalen S. Accountant and Owner at Grow Together Learning Center in Hilliard, OH ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)It’s fantastic to have the money deposited so quickly with brightwheel billing. I love that the system is set-it and forget-it. I don’t have to worry at all about managing bills. Audra T. Executive Director and Owner at Happy Campers Preschool in San Carlos, CA ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)95% of my parents are now on track with payments. Before, it was really bad. Parents love that they can see exactly how much they owe, right on their phones. Munisha M. Director at Excelsior University for Children Seabrook, TX ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)Brightwheel billing is so easy to use. It’s 10x better than the childcare software we used before. I love being able to see monthly income and a breakdown of past due balances! It’s been amazing. Crystal H. Area Director at DaVinci Academy in Belvidere, IL ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)Brightwheel invoices are easy to set up. With autopay, we don’t even have to think about it! Julianna B. Parent in Dallas, TX ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)Brightwheel is so much more stress-free than using something like Venmo. You don’t need to worry about transferring money in and out of accounts, because the deposits go directly into your bank. Kalen S. Accountant and Owner at Grow Together Learning Center in Hilliard, OH ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)It’s fantastic to have the money deposited so quickly with brightwheel billing. I love that the system is set-it and forget-it. I don’t have to worry at all about managing bills. Audra T. Executive Director and Owner at Happy Campers Preschool in San Carlos, CA ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)95% of my parents are now on track with payments. Before, it was really bad. Parents love that they can see exactly how much they owe, right on their phones. Munisha M. Director at Excelsior University for Children Seabrook, TX ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)Brightwheel billing is so easy to use. It’s 10x better than the childcare software we used before. I love being able to see monthly income and a breakdown of past due balances! It’s been amazing. Crystal H. Area Director at DaVinci Academy in Belvidere, IL ![Quote](https://brightwhedev.wpengine.com/wp-content/themes/_brightwheel/img/redesign/quote.svg)Brightwheel invoices are easy to set up. With autopay, we don’t even have to think about it! Julianna B. Parent in Dallas, TX ## 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 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 and check deposit. 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://brightwhedev.wpengine.com/compare-brightwheel-vs-procare/) Switch to brightwheel for a modern billing experience that saves time with automated invoicing, offers flexible payment plans, and ensures secure transactions—all included without hidden fees. ## Common childcare center tasks that slow you down Running a childcare center involves dozens of daily tasks: Inefficiencies can add up quickly, whether you’re working manually or juggling multiple tools. If these challenges sound familiar, explore the common pain points below to see how they impact your day-to-day, and how the right software can help you save time, stay organized, and focus more on your staff and families. - [https://brightwhedev.wpengine.com/childcare-centers/copying-pasting-attendance-between-tools/](https://brightwhedev.wpengine.com/childcare-centers/copying-pasting-attendance-between-tools/) [Calling Families One-by-One About Invoices](https://brightwhedev.wpengine.com/childcare-centers/calling-families-one-by-one-billing-and-invoices-large-centers/) - [Collecting Tuition Payments Manually From Families](https://brightwhedev.wpengine.com/childcare-centers/collecting-tuition-payments-manually-from-families-large-centers/) - [Depositing Tuition Payments Manually](https://brightwhedev.wpengine.com/childcare-centers/depositing-tuition-payments-manually-at-the-bank-large-centers/) - [Emailing Families Individually About Tuition Payments](https://brightwhedev.wpengine.com/childcare-centers/emailing-families-individually-tuition-payments-large-centers/) - [Entering Tuition Payments Manually Into a System](https://brightwhedev.wpengine.com/childcare-centers/entering-tuition-payments-manually-into-a-system-large-centers/) - [https://brightwhedev.wpengine.com/childcare-centers/collecting-attendance-manually-from-families/](https://brightwhedev.wpengine.com/childcare-centers/collecting-attendance-manually-from-families/) [Logging into Multiple Systems to Manage Billing and Invoices](https://brightwhedev.wpengine.com/childcare-centers/logging-into-multiple-systems-to-manage-billing-invoices-large-centers/) - [https://brightwhedev.wpengine.com/childcare-centers/collecting-billing-invoices-manually-from-families/](https://brightwhedev.wpengine.com/childcare-centers/collecting-billing-invoices-manually-from-families/) [Manually Adjusting Billing or Invoices When Changes Happen](https://brightwhedev.wpengine.com/childcare-centers/manually-adjusting-billing-invoices-when-changes-happen-large-centers/) - [https://brightwhedev.wpengine.com/childcare-centers/collecting-enrollment-waitlist-manually-from-families/](https://brightwhedev.wpengine.com/childcare-centers/collecting-enrollment-waitlist-manually-from-families/) [Manually Reconciling Billing Across Systems](https://brightwhedev.wpengine.com/childcare-centers/manually-reconciling-billing-across-systems-large-centers/) - [https://brightwhedev.wpengine.com/childcare-centers/collecting-subsidy-vouchers-manually-from-families/](https://brightwhedev.wpengine.com/childcare-centers/collecting-subsidy-vouchers-manually-from-families/) [Printing Invoices and Handing Them to the Families](https://brightwhedev.wpengine.com/childcare-centers/printing-invoices-and-handing-them-to-the-families-large-centers/) - [https://brightwhedev.wpengine.com/childcare-centers/collecting-tuition-payments-manually-from-families/](https://brightwhedev.wpengine.com/childcare-centers/collecting-tuition-payments-manually-from-families/) [Tracking Subsidy Manually](https://brightwhedev.wpengine.com/childcare-centers/tracking-subsidy-manually-large-centers/) ## Brightwheel has more ways to support your childcare program ![Icon image that represents parent-teacher communication tools in brightwheel](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/comunication.svg "parent-teacher communication tools in brightwheel")### Communication Build quality connections with families and staff. 95% of administrators & staff report brightwheel improves communication with families. [Learn more](https://brightwhedev.wpengine.com/communication/) ![An icon image that represents childcare center management tools in brightwheel.](https://brightwhedev.wpengine.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://brightwhedev.wpengine.com/center-management/) ![An icon image of shapes that represents the learning feature of brightwheel.](https://brightwhedev.wpengine.com/wp-content/uploads/2023/07/experience-curriculum-1.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://brightwhedev.wpengine.com/experience-curriculum/) ## Frequently asked questions about brightwheel billing ### How does brightwheel billing work? 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 payment methods can be used for brightwheel billing? Families can connect and pay tuition online directly from their brightwheel app using bank account transfers (also known as ACH or direct deposit), credit cards, debit cards, or check deposit. It is entirely up to your program to decide what payment methods to accept. Most programs on brightwheel today receive electronic 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. Checks will be deposited in 1-2 business days. 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. ### How does brightwheel billing compare to Procare? Brightwheel’s billing system offers a modern, user-friendly experience designed to simplify financial management for childcare programs. With automated invoicing, flexible billing plans, and secure online payments powered by Stripe, brightwheel streamlines the entire billing process. Families can easily pay online with options for recurring payments, and programs can customize plans to include agency payments, family payments, and even pass service fees to parents if desired. Additionally, brightwheel includes features like digital signatures on tax statements, real-time payment tracking, and the ability to combine multiple payment types on a single invoice—all at no extra cost or hidden fees. These capabilities make brightwheel a comprehensive and efficient solution for managing your program’s finances. ### Does brightwheel 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. Please refer to our [Quickbooks Compatibility Guide](https://help.brightwhedev.wpengine.com/en/articles/6321247-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. ### Does brightwheel accept online payments in Canada? Yes, brightwheel now accepts online payments in Canada. Canadian schools can use brightwheel to accept online payments through credit/debit card or PADs and these payments will be received directly in the linked deposit account. Families can also easily make payments to Canadian schools through the brightwheel app they are already familiar with. Plus, leverage autopay to get paid on time every time. ### What else comes with brightwheel billing? 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. ### How does brightwheel help me prepare for tax season? 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](https://brightwhedev.wpengine.com/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! ### Can I give an accountant or bookkeeper access to billing data only in brightwheel? Yes, you are able to assign specific staff roles, such as an accountant or bookkeeper, with access to only billing information in brightwheel. The Billing Only role can take the same actions as administrators from the billing page (e.g. create/void charges, pull billing reports), but cannot view any additional student information or invite families. The role does not have access to edit billing settings, non-billing reports, or account deposit information. ### How are payment receipts sent? Once a payment is successfully processed through brightwheel, the receipt is sent to the payer’s email address on file. For payments made via credit card, expect prompt receipt delivery. ACH payments, however, may take up to 5-7 business days due to processing times. To effectively manage the payment history, log into your brightwheel account where you can generate a payment summary report for any specified timeframe, allowing you to view and print detailed invoices or statements. For further details about how brightwheel simplifies issuing receipts, visit our [childcare receipts page](https://brightwhedev.wpengine.com/childcare-receipts/) . ### Can I collect payments in registration forms? Yes, you can collect payments from families as you move them through your enrollment process. The form sent to families from brightwheel includes all the charge details they need to make a payment for items such as registration or deposit fees. This eliminates the need to manually create invoices when registering new families. ### How do tuition agreements benefit my childcare program? Brightwheel’s new tuition agreements streamline the enrollment and billing process by allowing you to create and share customized tuition contracts with families. These agreements include your program’s policies, pricing, discounts, and assigned billing plans, ensuring clear communication and expectations. Families can review and sign the agreement digitally while adding their payment method in one seamless step, reducing administrative work and ensuring a smooth start to billing. This feature helps improve compliance, enhances professionalism, and simplifies financial management for your program. ## Review the latest ECE resources about childcare billing and payments - Business - Blog post ### The 7-Step Guide to Stress-Free Childcare Billing A streamlined childcare billing system is essential to the financial success of your business. Here are our steps for creating an efficient billing process [Read Now](https://brightwhedev.wpengine.com/blog/child-care-billing) - Business - Blog post ### Payment Reminders: Helping Your Childcare Business Get Paid On Time Late or unpaid invoices can have a negative effect on your business. Sending a polite and professional payment reminder can prevent late payments and ensure you get paid on time. [Read Now](https://brightwhedev.wpengine.com/blog/payment-reminder) - Business - Blog post ### How to Automate Tuition Billing and Invoicing with Childcare Software Learn how daycare billing software automation simplifies tuition management, saves time, and ensures accurate invoicing for your childcare program. [Read Now](https://brightwhedev.wpengine.com/blog/daycare-billing-software-automation) ### Tour the easiest all-in-one childcare and preschool app