Financial operations built around care
The financial side of care, finally in one place.
CareBook helps UK care providers manage invoicing, expenses, cash flow, payroll preparation, bank reconciliation and accountant collaboration without stitching together multiple systems.
Purpose-built for domiciliary care, supported living and care home providers.
Outstanding invoices
£8,240.00
Overdue balance
£4,906.50
Cash collected
£12,480.00
Bank balance
£31,650.20
Upcoming commitments
Why CareBook
Running care is complicated enough.
Financial administration shouldn't make it harder.
Care providers often have invoices in one place, expenses somewhere else, payroll evidence scattered across emails and spreadsheets, and accountants repeatedly asking for information. CareBook brings the financial workflow together.
Money in
Get paid for the care you deliver.
Manage the complete receivables process — from raising an invoice to following up overdue balances.
Overdue
£4,906.50
DSO
34 days
Collected
£12,480
Birmingham City Council
24 days overdue
Sandwell Metropolitan BC
9 days overdue
Private client — J. Okafor
Due in 6 days
Invoicing
Create, edit, issue and duplicate professional invoices.
A purchase order reference can be tracked inline, and CareBook can flag where relevant information may be missing before an invoice is sent.
Funding-aware customers
Keep every funder organised, not just contact details.
Local Authority, NHS/ICB, Continuing Healthcare, private, direct-payment and supported-living customers are all kept distinct, since how they pay affects how they should be chased.
Credit control
Overdue balances, aging, DSO and risk in one place.
See overdue balances, aging, days sales outstanding, cash collected and customer risk without building your own spreadsheet.
Payment tracking
Record payments and credit notes as they happen.
See exactly what's outstanding on any invoice at any time — no reconciling a separate ledger by hand.
Reminder support
Friendly, firm or final — matched to how overdue it is.
CareBook prepares a reminder tone based on how long an invoice has been overdue, ready for you to review and send.
Money out
Know where the money is going.
Keep expenses, supplier bills and recurring costs organised without turning finance administration into another full-time job.
Expenses & bills
Category-tagged expenses with receipt uploads.
Already paid or still owed to a supplier — both are recorded the same way, with what's outstanding and when it's due tracked automatically.
Payment tracking
Part-pay a supplier bill and watch the balance drop.
See what's owed to each supplier and when it's due, alongside everything else in Money Out.
Supplier directory
One place for who you pay, reused across the platform.
Suppliers are shared across every expense and bill, so you're not re-typing the same contact twice.
Recurring costs
Rent, subscriptions and insurance, kept visible.
A running register of fixed commitments that feeds directly into the cash-flow forecast below.
CareBook can warn when an expense looks like it may already have been entered — while still leaving the final decision with you.
Staff & payroll support
Cleaner payroll preparation. Better accountant handovers.
CareBook helps gather the information your accountant needs to process payroll — without pretending to be a payroll engine.
Timesheets
Submit, approve and lock timesheets by period.
A clear approval workflow, with a period locked once it's signed off.
Mileage
Record journeys and mileage with approval workflows.
The same submit-and-approve pattern as timesheets, so staff and approvers already know how it works.
Staff expenses
Submit and review staff expenses with receipt evidence.
Direct entry is available to both the person submitting and the person approving.
Payroll information
Securely store authorised payroll information.
Date of birth, National Insurance number, bank details and address, with tightly controlled, separately permissioned access.
Payroll handover
Period-based information, ready for your accountant.
Prepare what your accountant needs for a period and keep a history of exactly what's already been sent.
Daniel Brown
12–18 Aug
Jane Smith
12–18 Aug
Nadia Hussain
12–18 Aug
CareBook does not calculate PAYE, National Insurance or pension contributions and does not submit payroll to HMRC. This is an intentional product boundary, not a missing feature.
Cash & bank
See today's bank position — and the weeks ahead.
Connect supported UK bank accounts through Open Banking, or enter transactions manually. Recurring costs are projected against your current cash position, so a dip shows up weeks before it happens.
Projected balance dips to £2,140 in the week of 15 Sep.
Reconciliation
CareBook can suggest matches between bank transactions and financial records when the amount and date match exactly. Human confirmation is always required.
Early warning
If the projected balance falls below zero, CareBook clearly identifies the first affected week.
CareBook + your accountant
Built for the relationship between care providers and accountants.
CareBook gives accountants access to the financial information they actually need — without agencies emailing spreadsheets, documents and screenshots back and forth.
MeadowCare Support Ltd
SwitchBluebird Home Care Ltd
SwitchAccountant invitations
Invite an accountant directly, with no separate account juggling.
Granular permissions
Document requests and exports — controlled independently for each client.
Request threads
Raise a request, get a reply, mark it resolved — all logged.
CSV exports
Invoices, expenses and bills, payments and payroll, exported cleanly.
Payroll handovers
The same period handovers your accountant already relies on.
Organisation switching
Move between every client organisation from one login.
Accountant access is always free.
Accountants are not charged based on how many CareBook clients or branches they work with.
Reporting
Know what the numbers are telling you.
Practical reports, not an accounting textbook.
Service profitability
Compare branch revenue, direct costs and allocated overhead.
Expense reporting
Understand costs by category and by branch.
Mileage reporting
Keep staff mileage visible across the organisation.
Month-end
See what still needs attention before closing a period.
Revenue
£18,240
Direct cost
£11,960
Margin
34%
North Birmingham Domiciliary Care — service profitability.
Multi-branch
One organisation. Every branch.
CareBook allows care organisations to manage multiple branches under one organisation while keeping financial administration consistent. How many branches you can add depends on your plan.
Documents & branding
Your paperwork should look like your business.
Upload your logo and brand colour once, and CareBook carries them through your financial documents. Supporting documents can also be stored privately within your organisation.
Security
Financial information deserves serious protection.
Organisation isolation
Financial records are scoped to the organisation they belong to — nothing crosses that boundary by construction.
Permission-based access
Access is controlled through permissions rather than relying only on job titles.
Audit trail
Sensitive activity is logged, so organisations can see who changed what and when.
Field-level encryption
Sensitive payroll information — National Insurance numbers, bank details and home addresses — is encrypted before it reaches the database.
- AES-256-GCM encryption for sensitive payroll fields
- Sensitive payroll data separately permissioned from general staff records
- Viewing a sensitive value is itself an audited action
- Sensitive-value access is rate-limited
- Sensitive values are never displayed by default
Who it's for
Designed around how care organisations actually work.
Domiciliary Care
Manage Local Authority, NHS, private and other funding arrangements alongside expenses, staff mileage and financial administration.
Supported Living
Bring financial operations, staff information and branch visibility into one workspace.
Care Homes
Keep invoicing, costs, supplier information and accountant handovers organised.
Accountants
Work across multiple CareBook clients from one accountant workspace.
Pricing
Simple pricing.
One branch free, forever. Unlimited branches on the Agency plan for £149.99 a month. Accountant access is always free.
Boundaries
Focused on the financial operations that sit around your care business.
CareBook is deliberate about what it doesn't try to do. Trust matters more than pretending the product does everything.
CareBook currently does not:
- Calculate payroll tax
- Calculate Employer National Insurance
- Calculate pension auto-enrolment
- Submit PAYE to HMRC
- Provide direct HMRC/MTD filing
- Provide direct Xero or Sage sync
- Collect customer payments inside CareBook
- Offer public self-service account registration
Ready when you are
Spend less time piecing the finances together.
Bring invoicing, expenses, cash flow, payroll preparation, reporting and accountant collaboration into one CareBook workspace.