Invoicing, Payroll & Accounting
Bill councils and private clients, pay staff and sync with your accounting software — all from one place
CareCallAI generates invoices directly from logged care visits. Bill local councils in their required format, invoice private clients automatically, and calculate staff payroll from shift hours. Connect to QuickBooks, Sage or Xero so your accounts are always up to date.
Key Benefits
Council Invoicing
Generate invoices in the format required by local councils and health boards. Upload to council portals or email directly. Track purchase order numbers, framework rates and contract hours.
Private Client Billing
Bill self-funding clients automatically based on logged visits. Set individual rates, generate branded PDF invoices and send by email with one click.
Payroll from Logged Shifts
Calculate staff pay from actual worked shifts, including overtime, bank holiday enhancements, sleep-in rates and mileage allowances. No manual timesheets needed.
QuickBooks Integration
Sync invoices, payments and expenses directly to QuickBooks Online. Client records, invoice lines and payment status stay in sync automatically.
Sage Integration
Export invoices and payroll data in Sage-compatible format. Push data directly to Sage 50 or Sage Business Cloud with one click.
Xero Integration
Connect to Xero to sync invoices, bills and bank reconciliation data. Approved expenses and mileage claims flow through automatically.
Mileage & Expense Claims
Staff mileage is logged automatically from GPS check-in locations. Parking, equipment and other expenses are submitted via the app and approved by managers.
Custom Rate Cards
Set different hourly rates per client, per call type (weekday, weekend, bank holiday, night, sleep-in) and per staff member. Apply council framework rates automatically.
How It Works
Set up rate cards and client billing type
Configure each client as council-funded or private. Set hourly rates, contract hours, purchase order numbers and invoice frequency (weekly, fortnightly or monthly).
Visits are logged automatically
As carers complete visits via the app, GPS-verified check-in/check-out times and durations are recorded. Mileage between calls is calculated automatically.
Generate and send invoices
At the end of each billing period, generate council invoices (grouped by purchase order) and private client invoices. Review, approve, then send by email or export as PDF.
Sync to your accounting software
Approved invoices and payroll data sync to QuickBooks, Sage or Xero automatically. Payments are reconciled and your books stay up to date without manual entry.
Frequently Asked Questions
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