Procare and Brightwheel are two of the most-reviewed childcare management platforms in the US, and on review sites they are close. Brightwheel rates slightly higher for ease of use, while Procare scores higher for attendance and billing and still offers an installed desktop version.
The biggest practical differences are pricing model and fit. Brightwheel has a free plan for very small programs and quotes Premium based on enrollment and locations. Procare quotes one monthly price with no per-child charges, and processes payments through its own Tuition Express service.
This comparison covers both platforms side by side: company background, ratings, features, pricing and payment fees, support, switching, and which type of center each one tends to suit.
Best for
Directors choosing between Procare and Brightwheel
Covers
Ratings, features, pricing models, payment processing fees, support, and switching
Based on
Both vendors' websites and help centers, Capterra, G2, GetApp, Trustpilot, and the BBB (Better Business Bureau)
Updated
November 2026
Key takeaways
- On Capterra, Brightwheel rates 4.7 and Procare 4.6, and the two are close on most scores.
- Brightwheel rates higher for ease of use, while Procare scores higher on GetApp for attendance and billing.
- Brightwheel has a free plan for very small programs and quotes Premium by enrollment and locations. Procare charges one monthly price with no per-child charges.
- Neither publishes its payment processing rates, so get written card and ACH (automated clearing house) rates from both.
- Procare still offers an installed desktop version, Procare Desktop, alongside its cloud product, Procare Online.
Procare vs Brightwheel at a glance
| Procare | Brightwheel | |
| Founded | 1992, Denver, Colorado | 2014, San Francisco, California |
| Ownership | Roper Technologies (agreed to acquire in 2024) | Independent company |
| Products | Procare Online (cloud) and Procare Desktop (installed) | Cloud and mobile app |
| Capterra rating | 4.6 (2,809 reviews) | 4.7 (3,257 reviews) |
| G2 rating | 4.4 (398 reviews) | 4.6 (161 reviews) |
| Free plan | No | Yes, for 1 staff member and fewer than 20 students |
| Pricing model | One monthly price, no per-child charges, quote on request | Custom quote based on enrollment, locations, and features |
| Payment processing | Tuition Express, Procare's own processor | Built into Brightwheel billing |
| Live support hours | Monday to Friday, 7 a.m. to 7 p.m. Eastern Time | Live chat for Premium admins, 9 a.m. to 6 p.m. Eastern Time |
Both are mature, widely used platforms. The choice usually comes down to how you want to be charged, how your families pay, and how much your center relies on desktop software, phone support, or a parent-first mobile app.
What is Procare?
Procare Solutions, often called Procare Software, has made childcare management software since 1992. It is based in Denver, Colorado, and Roper Technologies agreed to acquire it in January 2024. Procare says it serves more than 40,000 customers.
Procare sells Procare Online, a cloud platform, and Procare Desktop, installed software that Procare still supports. Payments run through Tuition Express, Procare's own payment processing service. In September 2026, Procare announced it had acquired Playground, another childcare management platform.
For a full breakdown of what users say, see our roundup of Procare Solutions reviews.
What is Brightwheel?
Brightwheel was founded in 2014 by Dave Vasen and is based in San Francisco. It is a cloud and mobile platform for preschools, childcare centers, in-home daycares, camps, and afterschool programs.
Brightwheel combines billing and payments, parent communication, check-in, lesson planning, staff tools, and enrollment in one app that administrators, teachers, and families all use. It offers a free plan for very small programs and a paid plan called Brightwheel Premium.
For what directors, teachers, and parents say about it, see our roundup of Brightwheel reviews.
Brightwheel vs Procare: ratings compared
Here is how the two platforms compare on the main review sites as of November 2026.
| Measure | Procare | Brightwheel | Source |
| Overall rating | 4.6 (2,809 reviews) | 4.7 (3,257 reviews) | Capterra |
| Ease of use | 4.4 | 4.6 | Capterra |
| Functionality | 4.4 | 4.5 | Capterra |
| Value for money | 4.5 | 4.5 | Capterra |
| Customer service | 4.6 | 4.6 | Capterra |
| Overall rating | 4.4 (398 reviews) | 4.6 (161 reviews) | G2 |
| Ease of setup | 8.9 | 9.1 | G2 (out of 10) |
| Quality of support | 8.8 | 9.1 | G2 (out of 10) |
| Time to implement | About 1 month | About 1 month | G2 |
| Return on investment | About 5 months | About 13 months | G2 |
| Parent app on Google Play | 4.6 (about 50,700 reviews) | 4.8 (about 11,400 reviews) | Google Play |
| Trustpilot | No reviews | 1.3 (309 reviews) | Trustpilot |
| BBB | A+, accredited, 12 complaints in 3 years | A+, not accredited, 11 complaints in 3 years | BBB |
Brightwheel edges ahead on most user-experience scores on both Capterra and G2. Procare matches it on customer service on Capterra and scores higher on G2's return on investment measure, about 5 months against 13 months for Brightwheel.
Off the software review sites, the picture splits. Brightwheel has a 1.3 rating on Trustpilot from 309 reviews, many of them from parents with billing complaints. Procare has no Trustpilot reviews. Both hold an A+ rating with the Better Business Bureau (BBB), with similar complaint counts over three years.
Feature ratings
GetApp also rates individual features. The two platforms are rated on slightly different feature labels, so the comparison is approximate.
| Feature (GetApp rating) | Procare | Brightwheel |
| Attendance | 4.7 (attendance management) | 4.2 (attendance tracking) |
| Billing and payments | 4.5 (billing and invoicing) | 3.8 (payment processing) |
| Daily reports and communication | 4.5 (daily reports) | 4.3 (communications and daily reports) |
| Parent portal | Not separately rated | 4.5 |
The clearest gap is in payments and attendance. Procare's attendance management and billing scores are among its highest, while payment processing is Brightwheel's lowest-rated feature.
Procare vs Brightwheel features
Both platforms cover the core of running a center: attendance and check-in, family communication, billing and online payments, lesson planning, staff scheduling, admissions and waitlists, reporting, and multi-site management.
Each vendor publishes a comparison page claiming features the other lacks. These are marketing claims, and neither page cites a source for the competitor's column, so treat them as questions to confirm in a demo rather than facts.
| Vendor | What its comparison page says the other platform lacks |
| Procare, about Brightwheel | Fixed pricing regardless of enrollment, AI-powered enrollment planning, drop-in care scheduling and forecasting, curbside GPS (global positioning system) sign-in and sign-out, a dedicated customer success manager for every customer, and live call-in support |
| Brightwheel, about Procare | Mobile check deposits, in-person Tap to Pay, quarterly or annual payment plans, passing service fees to parents, agency and family payments on one invoice, overtime calculations, photos in messages, Spanish in the app and help center, and sign-up forms for tours and events |
A few of these claims conflict with each other. For example, Procare's page says Brightwheel offers support by scheduled calls only, while Brightwheel's help center lists live chat for Premium administrators during business hours. Ask each vendor to show the specific feature you care about, live, in your demo.
Procare vs Brightwheel pricing
Neither platform publishes a full price list, and both quote by request. The pricing models are different, though, and that difference matters more as you grow.
| Procare | Brightwheel | |
| Published prices | No, quote on request | No, quote on request |
| What sets your price | One monthly price for your program, with no per-child charges | Enrollment capacity, number of locations, and features |
| Free option | None; an in-home solution covers up to 15 children, priced by quote | Free plan for 1 staff member and fewer than 20 students |
| Setup fees | None, per Procare | Not published; ask in your quote |
| Contracts | No contracts or lock-in, per Procare | Monthly or yearly billing, per Brightwheel's help center |
| Paid add-ons | Procare Early Learning, Professional Development, third-party integrations | Experience Curriculum, Experience Assessments, Professional Development, Payroll, Tuition Insurance |
| Processing rates | Not published | Not published; one card fee and one ACH and check fee, specific to each program |
The short version: Brightwheel's price depends on your size, and the free plan suits very small programs. Procare's subscription stays flat as enrollment changes, which can make budgeting easier for growing centers.
For more detail on each, see our guides to Procare pricing and Brightwheel pricing.
Payment processing fees
Payment processing fees grow with the tuition you collect, so over a year they can add up to a large share of your software costs. This is where Procare and Brightwheel differ most in how they work:
- Brightwheel charges one service fee for card payments and one for ACH (automated clearing house) bank transfers and check deposits. Its help center says the fees are specific to each program, and centers can pass them to families if they choose.
- Procare processes payments through Tuition Express, its own processor. Procare's comparison page says this lets it offer lower transaction fees than Brightwheel, which is Procare's own claim. GetApp reviewers of Tuition Express raise concerns about high card fees.
- Neither company publishes its processing rates on its pricing page.
To compare the two fairly, ask both for written card and ACH rates, then run them against your real payment mix:
- Total the tuition you collect electronically each month
- Split it between card and bank transfer payments
- Apply each vendor's quoted rates to each part
- Check whether either vendor adds monthly minimums, batch fees, or failed payment fees
- Decide whether you will absorb the fees or pass them on to families
Customer support
Support comes up often in reviews of both platforms, so it is worth comparing closely.
| Procare | Brightwheel | |
| Live help | Phone and chat, Monday to Friday, 7 a.m. to 7 p.m. Eastern Time | Live chat for Premium administrators, 9 a.m. to 6 p.m. Eastern Time |
| After hours | Tucker, an AI chat assistant, at any time | AI chatbot at any time, or leave a message |
| Phone | (800) 964-1729 | Listed for Premium; Procare says Brightwheel calls must be scheduled |
| Vendor's own claim | Call-in support with no appointment needed | Live chat response times averaging 30 seconds |
On review sites, both score well. Capterra rates customer service 4.6 for each, and G2 rates Brightwheel's quality of support slightly higher, 9.1 against 8.8. The written complaints are similar for both: some users report long waits or trouble reaching a person when something urgent, usually billing, goes wrong.
Switching between Procare and Brightwheel
Both vendors advertise help moving over from the other.
- Brightwheel's comparison page says it imports rosters and billing rate cards in under 24 hours, and that programs are typically fully live in the first week with a one-to-one specialist
- Procare says setup support, staff training, and data migration help are included in its monthly price, with no setup fees
- G2 reviewers report about one month to implement either platform
Before you switch in either direction, confirm which records the vendor imports for you, which you enter yourself, and how outstanding family balances and payment methods move over. Families usually need to re-enter card or bank details in a new payment system.
Procare or Brightwheel: which fits your center?
Based on public information and review themes, here is how the two tend to line up:
| Your situation | Tends to fit |
| A very small program with one staff member and fewer than 20 children | Brightwheel, which has a free plan |
| A growing center that wants the subscription to stay flat as enrollment rises | Procare, which has no per-child charges |
| A center that relies on installed desktop software | Procare, which still offers Procare Desktop |
| A program where a polished parent app is the top priority | Brightwheel, which scores higher for ease of use |
| A center where attendance and compliance reporting come first | Procare, which scores higher for attendance management |
| A program that wants payment options like Tap to Pay or mobile check deposit | Brightwheel, per its own feature list |
If you are also weighing Lillio, our Brightwheel vs Lillio vs Procare comparison covers all three side by side.
Where illumine fits
illumine is an AI-native childcare management platform used by more than 4,000 centers across 60+ countries. It covers the areas where Procare and Brightwheel reviewers most often ask for more:
- Billing with automated invoicing, autopay, and subsidy tracking, tied to attendance
- Parent communication with AI-assisted daily reports, so teachers spend less time writing updates
- Multi-site management and reporting, with plans structured by number of centers rather than per child
Read our direct comparisons, illumine vs Procare and Brightwheel vs illumine.
Disconnected tools are a common reason centers switch platforms. Guidepost Montessori, which moved its US network to illumine, described what came before:
"Previously, many processes relied on manual work across disconnected tools, from updating data between systems to calculating seat availability through spreadsheets and custom solutions. It worked, but only because people were holding it together." Matthew Sears, Senior Vice President, Technology, Guidepost Montessori, in illumine's Rethinking Montessori Operations white paper
Why trust this article
This comparison is built from public sources only: Procare's and Brightwheel's websites, pricing pages, help centers, and published comparison pages, side-by-side data from Capterra, G2, and GetApp, the platforms' app store listings, and their public Trustpilot and BBB profiles. We have not used either platform hands-on and have not received a quote from either company.
Where a claim comes from a vendor, such as a feature the other platform supposedly lacks or a lower fee, we have labeled it as that vendor's claim. Where a figure is not published, such as subscription prices or processing rates, we have said so rather than repeat third-party estimates.
Customer and expert quotes come from illumine's published white papers and are attributed to the named speaker.
Frequently asked questions on Procare vs Brightwheel
Is Procare or Brightwheel better?
Neither is better for every center. On Capterra, Brightwheel rates 4.7 and Procare 4.6, with Brightwheel higher for ease of use and Procare higher for attendance and billing features. Brightwheel suits very small programs with its free plan, while Procare's flat monthly pricing suits centers that expect enrollment to grow.
What is the difference between Procare and Brightwheel?
Procare, founded in 1992, offers cloud and installed desktop software, one monthly price with no per-child charges, and its own payment processor, Tuition Express. Brightwheel, founded in 2014, is a cloud and mobile platform with a free plan for very small programs and Premium pricing based on enrollment and locations.
Is Brightwheel cheaper than Procare?
It depends on your size. Brightwheel's free plan costs nothing for programs with one staff member and fewer than 20 students, but its Premium price rises with enrollment and locations. Procare charges one monthly price with no per-child charges. Neither publishes prices, so compare written quotes for your exact setup.
Which has lower payment processing fees, Procare or Brightwheel?
Neither Procare nor Brightwheel publishes its processing rates. Procare says its Tuition Express service offers lower fees because it is its own processor, which is Procare's claim, while Brightwheel charges one card fee and one ACH fee specific to each program. Ask both for written rates and compare them against your card and bank payment mix.
Which is better for a small daycare center, Procare or Brightwheel?
For a very small program with one staff member and fewer than 20 children, Brightwheel's free plan is the lowest-cost option. Procare's in-home solution covers up to 15 children and is priced by quote. Once a center has several staff members, compare Premium and Procare quotes including payment fees.
Can I switch from Procare to Brightwheel, or from Brightwheel to Procare?
Yes. Brightwheel says it imports rosters and billing rate cards in under 24 hours, and Procare says data migration help is included in its monthly price. Confirm which records each vendor moves for you, and plan for families to re-enter their payment details in the new system.
Did Procare buy Brightwheel?
No. Procare acquired Playground, a different childcare management platform, in September 2026. Brightwheel remains a separate company, and Procare itself is owned by Roper Technologies.
