ESA reimbursement tracking built for microschool founders
Stop checking Step Up and ClassWallet manually. Cohorta tracks every reimbursement request, flags anything stalled over 21 days, and generates submission-ready PDF packets in one click.
Real-time view of every ESA request across Step Up and ClassWallet. Red means action required today.
Family
Student
Program
Amount
Days
Status
Chen family
Emma Chen
Step Up
$1,400
5d
Martinez family
Liam Martinez
Step Up
$1,200
14d
Okafor family
Zara Okafor
ClassWallet
$1,600
19d
Sullivan family
Noah Sullivan
Step Up
$1,100
23d
Kim family
Mia Kim
ClassWallet
$1,400
31d
2 requests stalled >21 days · $2,500 at risk
How microschools lose ESA money
Most ESA reimbursement losses aren't caused by rejections. They're caused by stalled requests that nobody noticed until it was too late.
Stalled requests nobody caught
A Step Up submission sits in pending for 38 days. The follow-up window closes. The request is denied. Nobody logged in to check.
28 days
avg. time before a stall is noticed
Manual packet assembly
Every reimbursement submission requires an enrollment letter, invoice, and receipts. Assembled manually, it takes 3–4 hours per student per cycle.
3–4 hrs
to assemble one submission packet manually
No visibility across families
When you have 20 Step Up families, you can't hold the status of every active request in your head. Spreadsheets go stale. Portals require logins.
20+
active requests to track simultaneously
What Cohorta's ESA reimbursement tracking does
Real-time status across Step Up and ClassWallet
One dashboard shows every active request — approved, pending, stalled, deficient — across all ESA programs your school participates in. No portal logins required.
21-day stall detection
Requests flagged yellow at 7 days, orange at 14 days, red at 21 days. The 21-day threshold is the standard window for a Step Up follow-up call. You see the alert automatically.
One-click PDF packet generation
Generates a complete submission packet — enrollment letter, invoice, uploaded receipts — formatted exactly as Step Up and ClassWallet require. One click per student, not 3 hours.
Dual ESA + private-pay billing
Each invoice shows the ESA portion and the private-pay portion with separate status indicators. Works for fully ESA-funded families, fully private-pay families, and split families in the same school.
Per-family ESA history
Every submission, approval, denial, and payment logged by family and student going back to enrollment. Searchable. Exportable for audits.
Document vault with annual renewal tracking
Enrollment letters, ASLPs, sworn compliance statements, and receipts stored per student with automatic reminders when annual documents are due for renewal.
Questions about ESA reimbursement tracking
Know where every ESA dollar stands before Monday morning.
30-day free trial. No credit card. Set up in one afternoon with your existing student roster.
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