Arizona ESA invoices in Pydia

For teachers · Last updated October 16, 2026

Pydia builds each ESA invoice from the offering, emails it to the family with the PDF and the ClassWallet steps, and follows up for you. The family submits it in ClassWallet, ClassWallet pays you, and you mark it paid in Pydia.

How an invoice gets paid

1. You send the invoice from the offering. Pydia emails it to the family as a PDF.
2. The family uploads it in ClassWallet under Pay for Services. The email walks them through each step.
3. ESA staff approve it and ClassWallet pays you, usually within 2 to 10 business days.
4. You mark the invoice paid in Pydia, on the Invoices page.

You never submit anything to ClassWallet yourself. The family does that part.

What goes on the invoice

Pydia fills in everything ClassWallet looks for: your full name and business name, your address, phone and email, the invoice date and number, the student's name, each class date, and the total.

Your full name has to match your ClassWallet registration exactly, so check it on your profile before your first invoice. If you charge a ClassWallet processing fee, add it in the offering's settings and it appears as its own line.

Sending invoices, by type of offering

Full course group classes. When a family signs up through your form and their spot is confirmed, Pydia sends their invoice automatically. While a class is still waiting to reach its minimum, invoices are held, then sent to everyone once it does. For a student you add yourself, send the invoice from the Students tab with Send invoice.

Monthly or per quarter group classes. Nothing goes out on its own. Each period, open the offering, pick the month or quarter at the top of the Students tab, and click Send all. Families who already have an invoice for that period are skipped.

Private lessons. On the Students tab, sessions that have passed are ticked for you. Uncheck any that were missed or moved, then click Send invoice.

Consultations. Send the fee from the student's line in the offering.

Each child gets their own invoice, even siblings in the same class, because ClassWallet pays from each child's own account.

Reminders Pydia sends for you

If an invoice is still unpaid, Pydia emails the family a reminder 3 days after you sent it and again on day 10. That is the last automatic one.

Every reminder has a link where the family can tell you they already submitted it. When they use it, the reminders stop and you get an email. You can also send a reminder yourself at any time from the Invoices page.

Recording payment

ClassWallet often pays several invoices in one deposit. On the Invoices page, tick the invoices that deposit covers. Pydia shows the running total so you can match it, then click Mark as paid. Pydia records the paid date.

Invoices still unpaid after 30 days show as Overdue.

When ClassWallet rejects an invoice

Mark it rejected on the Invoices page so you can track it. Then use Cancel & reissue: Pydia cancels the old invoice and takes you to the offering to send a corrected one. If the family's details were wrong, fix them on the student's page first so the new invoice is right.

Families can pay by card instead

If you accept card payments, each ESA invoice also offers a Pay by card option for families who would rather pay that period themselves. The card amount leaves out the ClassWallet processing fee. When they pay, Pydia marks the invoice paid and emails them a receipt. Families who claim ESA reimbursement for what they paid can use that receipt.

This is on for every offering once card payments are set up. To turn it off for an offering, open it and untick "Let families pay ESA invoices by card" on its Details tab.

ESA quarters

Families' ESA funds load once a quarter: July 15 to 31, October 15 to 31, January 15 to 31 and April 15 to 30. A single invoice for a long class may have to wait for the next quarter's funds. Monthly or per quarter billing keeps each invoice inside one quarter.

When a student withdraws

Withdrawing a student cancels their unpaid invoices. The family is not emailed.

Related: Emails Pydia sends for you and Monthly card payments.