Care Homes

Cloud bookkeeping for care homes and care providers.

Bookkeeping support for care homes and care providers dealing with resident fees, funding income, payroll, pensions, staff expense reimbursements, agency costs, supplier bills and management reporting. We help keep records organised, staff costs clearer and financial information easier to rely on.

Request a Discovery Call What We Handle

✓Payroll, Expenses & Staff Cost Support
Jibble time records, Pleo prepaid cards, payroll and reporting.

Care home bookkeeping challenges

Care home bookkeeping problems we help bring under control.

Care home bookkeeping can quickly become difficult when resident fees, funding income, payroll, staff reimbursements, agency costs, supplier bills and time records are not tracked clearly. We help bring those moving parts into one organised process, so owners and managers can understand income, staffing costs and profitability with more confidence.

Resident fees and funding fall out of sync

Private resident fees, local authority funding and care income need to be matched clearly to invoices, receipts and outstanding balances.

Payroll and time records move quickly

Care homes often have payroll-heavy teams, with starters, leavers, overtime, pensions, sickness, holiday pay and rota records to manage.

Staff expense reimbursements are hard to monitor

Employee out-of-pocket expenses for residents can be time-consuming to reimburse, difficult to validate and hard to track without a clear approval and recording process.

Agency staff costs become hard to monitor

Agency cover can quickly affect profitability if costs are not tracked clearly against payroll, income and staffing reports.

Supplier bills and care costs pile up

Food, cleaning, laundry, utilities, insurance, maintenance and care-related supplies need to be captured and reviewed regularly.

Reports do not show the full picture

Management reports need to show income, staff costs, agency spend, overheads and profitability clearly, otherwise decisions are made without reliable numbers.

What we handle

Care home bookkeeping support for fees, funding, payroll and reporting.

We support care homes and care providers with the bookkeeping processes that matter most, including resident fee reconciliation, funding income, payroll, pensions, staff reimbursements, agency costs, supplier bills, expenses and management reporting. Everything is handled through a clear process, with regular review points and practical reporting.

Request a Discovery Call

Resident Fee Reconciliation

Resident invoices, private fees, local authority payments and outstanding balances reconciled clearly to the accounting software.

Funding Income Tracking

Local authority funding, NHS-related income where relevant and care fee income recorded clearly for better reporting.

Payroll, Time Records & Staff Expenses

Payroll, pensions, starters, leavers, overtime, staff reimbursements, Jibble time records and Pleo prepaid card processes reviewed for clearer staff cost reporting.

Agency Staff & Rota Costs

Agency staff costs, rota-related spend and staff cover reviewed so labour costs are easier to understand.

Supplier Bills & Care Costs

Food, cleaning, laundry, utilities, maintenance, insurance and care-related supplier costs captured, posted and reviewed regularly.

Management Reporting

Monthly reporting to help understand income, staff costs, agency spend, overheads, occupancy and profitability.

Client snapshot

Care home bookkeeping streamlined after in-house finance team changes.

A 55-resident care home came to us after one full-time and one part-time member of the in-house accounts team left around the same time. The business had a long chart of accounts that made reports difficult to understand, staff timesheets were being collated manually, and managers were spending hours handling employee out-of-pocket expense reimbursements for resident costs. We reviewed the setup, restructured the chart of accounts, introduced Jibble GPS clocking for clearer staff time records and supported the move to Pleo prepaid cards to reduce manual reimbursements. This created a cleaner bookkeeping process, saved management time and improved the quality of reporting.
Client name withheld for confidentiality.

£40k annual savingAnnual employment costs reduced compared with replacing one full-time and one part-time finance role

4 hours per weekTimesheet collation reduced using Jibble GPS clocking records

0 routine reimbursementsPleo prepaid cards introduced to reduce employee out-of-pocket expense claims

1 weekAccounts tidied into clearer categories and more meaningful reports

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Book a free consultation.

A free 30-minute call to talk through your current bookkeeping setup, the challenges specific to your sector, and what we’d do differently.