The core fields on every ClassWallet invoice
- Vendor name and contact details — the business registered with the program and ClassWallet.
- Student name — as recorded by the program.
- Itemized services or items with dates of service — ClassWallet's DirectPay page says it captures vendor name, date, invoice number and line items.
- Total due — ClassWallet's pay-a-vendor steps ask the family to enter a payment amount that matches the invoice total.
- Program-specific extras — invoice number and date (Arizona), parent of record (North Carolina), license number for therapists (Arizona).
Uploads can include invoices, quotes, receipts, screenshots and other evidence of services, as JPEG, PNG or PDF (10 MB, 5 pages max). ClassWallet's FAQ is explicit that administrators approve or reject transactions, not ClassWallet — so read the program's rejection reason, not a platform-wide rule. If an invoice was already rejected, use the ClassWallet rejected-invoice workflow.
State-by-state ClassWallet invoice rules
| Program | Required on the invoice | Watch out for |
|---|---|---|
| Arizona ESA | Vendor name, address and contact; invoice date; invoice number; student name; itemized services and charges with dates of service; total. Therapists and examiners add their license number. | Reimbursement needs proof of payment — an invoice alone is denied. ClassWallet charges vendors a 2% processing fee (2025-26 handbook). |
| North Carolina ESA+ | Provider name (enrolled with NCSEAA); student name matching MyPortal; parent of record; date(s) of service; type of service; amount due. | A 2.5% fee, if charged, must be its own line. In product orders one unallowable item rejects the whole order. |
| Arkansas EFA | Vendor's name; a clear name or description of each item (services include the dates or period); itemized prices and total; the EFA student's name. | Administered by the Arkansas Department of Education through ClassWallet. |
Other ClassWallet programs (for example Tennessee, Alabama and South Carolina) set their own rules — check each state guide and the current program handbook.
Fees: don't assume one number
ClassWallet describes a processing fee assessed as a percentage of orders but does not publish one universal rate. Program documents differ: Arizona's 2025-26 handbook says ClassWallet charges vendors 2%, and North Carolina ESA+ guidance says a 2.5% fee, if the provider charges it, must be its own invoice line and parents should not add to the payment to cover it. Record the invoice total, approved amount, fee and bank deposit separately.
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ClassWallet invoice FAQ
What does a ClassWallet invoice need to include?
Across the programs we checked, a ClassWallet vendor invoice needs the vendor name and contact details, the student name, an itemized description of each service or item with dates of service, and the total. Arizona also requires an invoice date and number; North Carolina ESA+ also requires the parent of record. The family enters a payment amount that matches the invoice total.
Does ClassWallet approve or reject invoices?
No. ClassWallet's FAQ says administrators are responsible for approving or rejecting transactions, not ClassWallet. The state program decides what is allowed and why an invoice is rejected.
What file types can be uploaded to ClassWallet?
ClassWallet's pay-a-vendor article says uploads can include invoices, quotes, receipts, screenshots and other evidence of services, as JPEG, PNG or PDF files up to 10 MB and 5 pages.
What is the ClassWallet vendor fee?
It depends on the program. Arizona's 2025-26 ESA handbook says ClassWallet charges vendors a 2% processing fee; North Carolina ESA+ guidance refers to a 2.5% fee that must appear as its own line if the provider charges it. ClassWallet does not publish one universal percentage.
Where do ClassWallet vendors log in?
DirectPay vendors log in at vendor.classwallet.com, where ClassWallet says they can manage their profile and upload certificates, licenses and qualifying documents.
Sources
- ClassWallet: How to pay a vendor (updated Jun 30, 2026)
- ClassWallet: Frequently asked questions
- ClassWallet: DirectPay
- ClassWallet: DirectPay vendor profile and settings (Sep 17, 2026)
- Arizona ADE: ESA 2025-2026 Parent Handbook
- NCSEAA: ESA+ Invoices for Services (August 2026)
- Arkansas EFA Family Handbook 2025-26
Reviewed October 6, 2026. Program rules change — verify against the current handbook for your program before submitting. Not legal or tax advice.
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