Billing, enrollment, Step-Up scholarships, family portal, field trips, admissions, reporting, and AUP compliance — all connected in one purpose-built system. No duct tape, no spreadsheet bridges.
Collections are steady, Step-Up credits are posting cleanly, and only two families need a follow-up this week.
Microschool Ledger replaces spreadsheets, yes — but the bigger win is confidence. You can see what families owe, what's been collected, how scholarship credits are affecting the year, and whether your school is on track.
See the whole billing lifecycle in one place, from enrollment and charge generation to collections and year-end reporting.
Parents stop emailing "What do I owe?" because they can check their own balances, payments, and invoices whenever they need to.
The Microschool Ledger Family Portal gives parents a calm, self-service view of tuition, payments, invoices, and enrollments. It removes a whole category of repetitive admin emails and helps families feel informed instead of uncertain.
Parents can check their balance, review what each student is enrolled in, pull up an invoice on their own, and RSVP to upcoming field trips — without creating data-entry risk or forcing your staff into the middle of every question.
Families can also pay online directly through the portal — credit card, ACH bank transfer, Apple Pay, or Google Pay via Stripe. Autopay enrollment is available so monthly tuition charges settle automatically, with a dunning sequence that handles failed payments before they become a collections issue.
Two-household families are covered: a family can authorize more than one parent email, so each parent gets their own sign-in to the same account. And for families who would rather not log in, you can send a secure payment link — it opens a no-login payment page that always shows the family's current balance, so a parent can pay in a couple of taps straight from a reminder or invoice email.
Getting families in is effortless: a parent signs in with any email address you already have on file— there's no separate invitation to send and track first, so you can switch the portal on for every family at once. Once in, they can keep their own contact details current from a self-service My Info tab — parent names, email, phone, mailing address, a second guardian, and how they'd like to hear from you — and their corrections flow straight back into your records. Need the whole roster refreshed before a new year? Send the built-in "Confirm your family info" campaign: every family gets a private, no-login link to the same form, and you can test it on one family before the full send.
Every part of Microschool Ledger is designed for the annual rhythm of a microschool or homeschool co-op — not bolted on from software made for a completely different business.
Health indicators, smart status badges, sibling order, student sequence numbers, and family-level billing relationships.
Guided enrollment flow with automatic charge generation, deposits, monthly or quarterly payment plans, and support for overlapping school years.
Manual payment entry, Stripe imports, Step-Up scholarship credits, and bank transaction imports that don't require cleanup marathons.
For enrichment programs, elective classes, and workshops that don't run on an annual tuition model — terms instead of school years.
Your invoice looks like it came from your school — custom title, payment instructions, and reply-to email. No code changes required.
A self-service portal that lets parents see balances, pay online, view invoices, and RSVP to field trips — without any admin involvement.
Plan trips, manage RSVPs through the family portal, enforce capacity limits, and generate charges for confirmed attendees in one click.
One-click family statements, automated reminders with a preview-before-send queue, and a clear view of who needs follow-up this month.
Send targeted announcements to the right families — returning vs. new, enrolled in a specific program, or the full roster — without a separate email tool.
Revenue, expenses, and year-to-date context that help you move from reactive bookkeeping to confident decisions — and satisfy Step-Up AUP compliance requirements.
Connect your QBO account and reconcile families, students, and payments without manual exports or duplicate data entry.
Not every school runs on annual tuition. Add a $300 Writing Workshop fee or a $50 materials charge as a flat charge alongside any enrollment. Or flag a program as short-term and run it by term (Fall 2026, Spring 2027) with a flat fee per session — complete with a roster view showing enrolled vs. paid per term.
Florida statute requires every private school receiving Step-Up scholarship funds to demonstrate an adequate accounting system, proper classification of scholarship deposits, and documented educational expenditures. Schools receiving more than $250,000 must contract a licensed CPA for a formal AUP engagement under Florida Statute 1002.421(1)(q). Microschool Ledger's P&L, expense tracking, Step-Up reconciliation, and audit log satisfy all three criteria — and the Export for CPA button generates the exact workbook your auditor needs.
Most schools run admissions in a spreadsheet and billing in another tool — which means every new family requires double data entry and a manual handoff. Microschool Ledger's admissions pipeline connects inquiry to enrollment with no re-keying: a public interest form captures leads, a six-step application workflow moves applicants through the funnel, and a single "Convert to Family" action creates the family record, assigns sibling order, and opens the enrollment wizard.
See how it fits your school in a short 20-minute demo. No commitment, no sales pitch — just an honest look at whether it solves your problem.