This month we began rolling out CareBackOffice’s resident invoicing and payroll modules across three care homes — the first homes to run their day-to-day back office on the platform as part of our early adopter programme.
For most care homes, invoicing and payroll are where the admin burden bites hardest. Fees are split across councils, the NHS, FNC contributions and families, with rates that change mid-period and absences that need adjusting. Payroll depends on hours that are typically re-keyed from the rota by hand. Both are time-consuming, and both leave room for costly mistakes.
That’s exactly why we chose these two modules to go first.
Invoicing: less time, fewer errors
Each home’s residents and placements are now set up in CareBackOffice, with every payer and rate recorded against the dates it applies. At the end of each period, the billing engine calculates what every payer owes and produces the invoices automatically — including the part-periods, hospital absences and rate changes that used to be worked out by hand.
The feedback from the homes’ finance teams has been positive. They’re reporting a significant reduction in the time spent preparing invoices, and far fewer corrections — because the figures come from a single, consistent calculation rather than a collection of spreadsheets.
Payroll: straight from the rota
On the payroll side, managers now confirm the worked rota in CareBackOffice, and gross pay is calculated from it under each person’s contract — overtime, bank holidays, weekends, sickness and leave included — ready to export to the payroll bureau.
Here too, early feedback is encouraging. Removing the step of re-keying hours from the rota has noticeably cut the time it takes to prepare each pay run, and reduced the errors and follow-up queries that come with manual entry.
What early adopters are telling us: less time on month-end admin, more confidence in the numbers, and fewer corrections to chase afterwards.
Refining it together
As early adopters, these homes are working closely with us. We’re meeting regularly, listening to what works and what could be better, and making improvements as we go. That feedback is already shaping the next releases.
What’s next
- ✓ Continue the rollout of invoicing and payroll across the three homes
- ✓ Introduce further modules, including payments and reconciliation, rota and compliance
- ✓ Welcome a small number of additional early adopters ahead of general availability in January 2027
If you’d like your care group to be part of the early adopter programme, we’d love to hear from you.
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