Terms of Service

1. Who you are agreeing with

esadesk is operated by Sunday Maple LLC, a New York limited liability company (New York Department of State ID 7975537). In this document we, us and esadesk mean that company, and you means the person or business using esadesk. You can reach us at requests@esadesk.com, and formal notices go to:

By creating an account or using esadesk you accept these terms. If you are using esadesk on behalf of a business, you are confirming you can accept them for that business.

2. What esadesk does

esadesk is a desk for education vendors who get paid through state ESA programs. It:

• checks a draft invoice against the rules we hold for that state’s program, and shows you what a reviewer would bounce and how to fix it
• produces the invoice document
• gives you a link to send the family: a page with no login that shows the invoice and explains what the parent has to do on the platform
• records what we actually observe after that, such as the link being opened, the PDF being downloaded, the parent saying they submitted it, or the parent reporting a rejection
• keeps your invoices, your documents and that history together, and exports the whole lot as a folder you can keep

We hold rules for eighteen programs today. Where a rule has not been verified against a primary source, the product says so on the rule itself, and an unverified rule never blocks a send.

3. What esadesk is not

Not affiliated with the platforms or the states

esadesk has no relationship with ClassWallet, Odyssey, Step Up For Students or EMA, Student First (Theo), or with any state department of education, treasurer’s office, or scholarship-granting organisation. We are not their agent, partner, reseller or contractor, and none of them sponsor, endorse or review esadesk. Where we name a platform or a state program, it is to say which rule came from where.

Not connected to your account on those platforms

esadesk never signs into a platform for you, never submits anything on your behalf, and never asks for your platform username or password. We do not store platform credentials, and you should not send them to us. Everything a platform needs is submitted by you or by the parent, on the platform’s own site.

Not a payment service

None of your ESA money moves through esadesk. The state or its platform pays you directly. When esadesk shows an amount, it is describing your invoice, not funds we hold. When esadesk says money was received, it means someone or something confirmed it to us, and where nothing has confirmed it we say it is not yet confirmed rather than calling it unpaid. The only payment that runs through us is your own subscription, which is section 9.

Not a guarantee of approval or payment

Our checks, which the product calls Preflight, compare the fields on your invoice against the rules we have written down for that program at the time you run them. Program rules change, sometimes without notice, and reviewers apply judgement we cannot see. An invoice that clears every check can still be rejected, delayed, paid short, or paid late. We do not promise approval, payment, or any timeline, and we are not responsible for a platform’s or a state’s decision.

Not legal, tax, or accounting advice

esadesk checks program rules and tracks claims. It is not legal or tax advice. Our guides, rule summaries and export documents are information, not professional advice about your situation. Talk to a lawyer or an accountant about that.

4. Your side of it

• What you invoice. Amounts, dates, hours, descriptions and whether the work was actually done are yours to get right. esadesk composes what you enter and what you confirm.
• Your standing with the program. Getting registered or approved with a state program, and staying in good standing, is between you and that program.
• The family’s information. You enter parent and student details about your own customers. You must have the right to do that, be straight with families about it, and follow whatever law and professional obligation applies to you. We hold that information for you; the relationship with the family is yours, not ours.
• The links you send. A parent link is the credential. Anyone holding it can see that invoice, and from it the family’s other invoices with you. Send it to the right person, and see the Privacy Policy for what a link exposes.
• Statements you tick. Where a program requires you to state something, the checkbox records that you stated it. It is your statement, not ours.

5. Your account

Signing in is by a code or link emailed to you. There is no password, which means whoever controls that inbox controls the account. Keep it secure. If you think someone else has got in, sign out on every device from Settings, and tell us at requests@esadesk.com.

An account is one vendor’s book. Do not share a sign-in with another business, and do not use esadesk to hold records for a vendor who is not you.

6. Acceptable use

Do not use esadesk to:

• invoice for services that were not delivered, or help anyone claim money they are not owed
• hold information about a family you do not actually work with
• reach, or try to reach, another vendor’s book
• probe, scan, overload or interfere with the service or the people using it
• upload malware, or files you do not have the right to hold
• copy, scrape or resell esadesk, including our rules data and program guides, into a competing product
• send a family anything through esadesk other than their invoice and what they need in order to submit it

We may suspend or close an account that does these things, and we will tell you why unless we are not allowed to.

7. Document reading

Some screens can read a document you upload, such as an old invoice, a W-9, or a certificate, and fill a form in from it. This is optional, and it only happens when you ask for it. The file is sent to our document-reading provider to be read, and what comes back is a suggestion you check and edit. Nothing saves until you save it. There are limits per account per day and per month, and the feature can be unavailable, in which case every screen still works by hand. The Privacy Policy explains what is sent and what is kept.

8. Beta, availability and changes

esadesk is early software run by a very small team. We do not promise any level of uptime, response time or support. Features may change or be removed, and we may take the service down for maintenance. We think the records in esadesk matter, which is why the export exists: use it, and keep your own copies of anything you would be sorry to lose.

9. What it costs

The registration desk, the invoice checker and the program guides are free, and you do not need an account to use them. The vendor desk, which is where invoices are composed, sent and tracked, is a paid subscription. Current prices are published on the pricing page.

• The trial. Your first subscription starts with 10 days of the full vendor desk free. A payment method is collected when you pick a plan, and the first charge happens when the trial ends, unless you cancel before then. The trial applies once per account. Some invitations carry a longer trial that needs no payment method, and where they do the invitation says so.
• What a plan buys. Plans differ only in how many students you bill in a month, counted as the distinct students who appear on an invoice you send that calendar month. Desk covers 15 a month, Practice covers 60, and larger programs are by arrangement. Nothing in the product is held back behind a higher tier, and your archive never counts toward the number.
• What happens at the limit. When a subscription or trial ends without a plan in place, or when a month’s allowance is used up, sending pauses. Nothing is deleted and nothing is hidden: drafts save as usual, records and history stay where they are, and the export keeps working. Sending resumes when you pick a plan, move up a tier, or the month turns over.
• Paying. Subscriptions are billed monthly in US dollars through a payment processing company. Card details are entered on that company’s own pages and never reach esadesk. If a payment fails we leave sending switched on while the card is retried, rather than cutting you off mid-month.
• Cancelling. You can cancel any time from the billing portal, reachable from Settings. Sending pauses at the end of what you have paid for, nothing is deleted, and subscribing again picks up where you left off. We do not give refunds for part of a month unless something went wrong on our side.
• Price changes. We may change what a plan costs. If a change affects a plan you are on, we will email you before it applies to you, and you can cancel instead.

10. Ending it

You can stop using esadesk at any time, and you can ask us to close your account at requests@esadesk.com. We may suspend or close an account for the reasons in section 6, if the law requires it, or if we stop running esadesk. If we are winding the service down we will give you notice and time to export your records first.

Closing an account is not the same as erasing every record. The Privacy Policy sets out what we can and cannot delete, and it is honest about the limits.

11. What is yours and what is ours

What you enter stays yours. You give us permission to store it, process it and display it as needed to run esadesk for you, including showing an invoice to the parent you send it to. We do not sell it, we do not rent it, and we do not use it to train AI models.

esadesk itself is ours: the software, the rules data, the program guides, the words and the design. The documents esadesk produces for you, your invoices, your packets and your exports, are yours to use however you like.

12. Warranties

esadesk is provided as it is and as available. We do not warrant that it will be uninterrupted or error free, that it will find every problem with an invoice, or that its rules are complete or current for your situation. To the fullest extent the law allows we disclaim implied warranties, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

13. Limits on liability

To the fullest extent the law allows:

• We are not liable for indirect, incidental, special or consequential loss, or for lost profits, lost revenue, claims that were rejected, delayed or never paid, or lost data, even if we were told it was possible.
• Our total liability for all claims in any twelve-month period is limited to the greater of what you paid us in the twelve months before the claim and one hundred US dollars. If you have paid us nothing, that is one hundred US dollars.
• Nothing here limits liability that cannot be limited by law.

14. If we are pursued over something you did

If someone brings a claim against us because of information you entered without the right to, or because of the way you used esadesk, you will cover our reasonable costs of dealing with it. We will tell you promptly, and you can take part in the defence.

15. Changes to these terms

We may update these terms. The date at the top of the page changes when we do. If a change matters to you we will email the address on your account before it takes effect. Continuing to use esadesk after that means you accept the new version.

16. Governing law

These terms are governed by the law of the State of New York, without regard to its conflict-of-law rules. Any dispute goes to the state or federal courts sitting in New York, and we both agree those courts have jurisdiction. If any part of these terms is unenforceable, the rest stays in force.

17. Contact

Email requests@esadesk.com. Formal notices go to: