Home Care Billing and Invoicing Software for UK Agencies
Independent billing and pay models built for home care complexity. Charge councils, private payers and the NHS on different terms, while paying your carers accurately every time.
Charge Right. Pay Right. Every Time.
In home care, what you charge and what you pay are two different questions. homecareOS keeps them separate, with a four-value time model that tracks planned time, actual time, paid time, and charged time independently on every visit. Council-funded visits billed at banded rates, private clients charged hourly, carers paid at their grade rate, all from the same schedule, with no workarounds or spreadsheets. For a deeper look at getting carer pay right, read our guide to carer payroll software in the UK.
Four times on every visit, and they need not match
Planned, actual, paid and charged are configured independently, because the hour you schedule, the hour worked, the hour you pay and the hour you bill are rarely the same number. The dashed line marks the planned hour.
- Planned, 60 min
- Actual, 68 min
- Paid, 68 min
- Charged, 60 min
Finance Without the Headaches
Every aspect of home care billing and pay, handled properly, from rate bands and pay grades to mileage claims and invoice generation.
Four-Value Time Model
Planned time, actual time, paid time, and charged time are all independently configurable per visit. Essential for council vs private billing scenarios where what you charge and what you pay rarely match.
Flexible Rate Bands
BANDED rates with 15/30/45/60-minute bands and hourly for visits over 60 minutes. FIXED rates for sleeping nights, waking nights, and live-in care. Rounding between bands is set per rate card, up as standard so nothing is billed short, or down or to the nearest band where the contract says so.
Independent Billing & Pay
What you charge (payer to service to rate) is completely separate from what you pay staff (pay grade to base rate). No forced relationship between the two, because real-world care finance doesn't work that way.
Pay Grade Waterfall
Most specific wins: visit override beats pay grade rate, which beats base rate. Enhanced days sit on top of grade and base rates. Set your bank holidays and special days once in your holiday calendar. England and Wales dates import in one click, and agencies in Scotland or Northern Ireland add their own.
Invoice Generation
Generate invoices from completed visits with proper line items, rate calculations, and payer details. Each invoice covers one payer and one billing period, and you choose the line detail: one line per visit, by service user, or by service type. Download it as a PDF or email it straight to the payer.
Mileage Claims
Travel between consecutive visits is measured by road distance and logged automatically from the visits carers check into, so nobody writes it up afterwards. Managers approve or reject each journey with the postcodes, miles and drive time already filled in. Approved claims feed straight into the pay run, no separate spreadsheets.
Complete Financial Control
Everything you need to manage the financial side of your home care agency, from payer setup to pay run completion.
Payer management (councils, private, NHS)
Service and rate band configuration
Four-value time model per visit
Banded and fixed rate types
Pay grade hierarchy
Pay run generation
Visit-based invoice generation
Invoice line item detail
Mileage claim submission and approval
Payroll exports for Sage, Xero and BrightPay
Bank holiday rate overrides
Financial reporting and exports
The Financial Impact
Take Control of Your Finances
See how homecareOS handles the billing and pay complexity that other platforms ignore. Book a demo and we'll walk you through your exact scenario.
Related Features
Compare homecareOS to your current software
See how we stack up against every major UK home care platform, feature-by-feature, transparent pricing, no fluff.