Bring your billing across from Brightwheel: opening balances, tuition plans, past invoices and autopay

Modified on: Thu, Oct 29, 2026, 7:39 AM

After your children and families are in Bloomz, bring your money across: what each family owes or holds as credit, their tuition plans, and their past invoices. Then ask families to set up autopay again.

Who this is for

Center directors and billing staff, with Payments set up for the center.

Before you start

Import your roster first. Balances and plans are matched to children who are already in Bloomz, by ID or full name. See Move your center's records from Brightwheel to Bloomz.
Open Payments from your center: Centers → your center → … (More) → Payments. Every import below is under Select an action.

Step 1 — Import opening balances

Select Select an action → Import opening balances.
Upload a file with two columns: the child (ID or full name) and the balance from Brightwheel's student balance report. A positive number is what the family owes; a negative number is a credit.
Check the preview. It says how many children owe, how many hold a credit, how many were already imported, and which rows need fixing, such as "no student with that id". Nothing is saved yet.
Fix the rows and select Import now.

Each family that owes gets one "Opening balance" invoice; each family with a credit gets a credit for their next invoices. Nothing is emailed. Tell families before they see it. Running the same file again does not import anyone twice.

Step 2 — Import tuition plans

Select Import tuition plans and follow the instructions on the screen. Use a first bill date of today or later, so families are not billed for a month Brightwheel already billed.

Step 3 — Import past invoices

Select Import invoice history to bring in paid invoices, so families can still find old invoices and statements. These show as paid in the previous system. Unpaid amounts belong in opening balances, not here.

Step 4 — Ask families to set up autopay

Saved cards and bank accounts cannot be moved from Brightwheel, so each family sets up autopay again.

Select Ask families to set up autopay. The screen shows how many families have a plan, how many are on autopay, and how many have been asked.
Select Choose a deadline and pick a date.
Check the summary, for example "This will notify 41 families", and select Send request.

Families get a notification that opens their Payments screen. Asking again with the same deadline only reaches families you have not asked yet.

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