Care Home software for Finance Teams

Make accurate invoicing and payroll a speedy task. Reduction in errors, less admin and mispend, alongside increased revenue soon boosts the bottom line. (...and makes your working life more enjoyable)

learn to love your admin.

(within reason…obviously)

More Efficient Admin

Take the legwork out of invoicing and payroll with automated rules. Configure your settings once and CoolCare sorts it for you.

Reduce Errors

More automation means less manual changes. Any exceptions are easy to see and jump on with live reporting and dashboards.

Prevent Misspend

Staffing mistakes are expensive and add up. CoolCare adjusts shifts to prevent overspend whilst agency ledgers easily reconcile spend.

Increase Revenue

CoolCare flags fee discrepancies and missing contracts. You’ll know you are charging correctly and not letting anyone have a free stay.

accurate Invoicing.

Complex finance arrangements are made simple with CoolCare.

“Every Monday the team run a report to check that all occupied rooms are being billed correctly, the system flags up any rooms not being billed at standard fees, and allows front of house, managers and head office to address the issue.”

Mike Whitehead,

Halcyon Care Homes

quicker payroll.

With auto adjustments, pre-set break deductions and faster processes, running payroll takes no time.

“Payroll administration time was reduced from 23 hours per month (3 working days) to just 4 hours per month.”

Nikki Canbek,

St Vincent Care

agency cost control.

Agency ledgers show you how much of a bill you’re racking up and lets you take control of it.

“Absenteeism is now virtually non-existent and the home is making huge savings on agency costs. “

Chris Bainborough,

Grosvenor

Customers Love Us

I’d highly recommend Coolcare to any care home provider looking to streamline administrative processes and save valuable time.

As the CEO of a small care home group, I’m always looking for ways to streamline our administrative processes and save valuable time. The interface is clean and intuitive, making it easy for staff to pick up. Some key areas where Coolcare has helped us include occupancy management, rostering and payroll. Their occupancy dashboard gives a real-time view of vacancies and enquiries in progress. The scheduling tool allows managers to easily create and adjust staff rotas and Coolcare’s payroll features integrate with accounts, saving hours each month. Resident records and finance ledgers are now fully digital too, reducing errors and paperwork. Staff are happier not having to juggle paper forms. Their UK-based support is responsive to any questions. Overall we’ve found the software incredibly useful to use while streamlining our operations. I’d highly recommend Coolcare to any care home provider looking to streamline administrative processes and save valuable time.

Kevin Humphyrs

CEO Oakland Care

I love that I can use Coolcare on the go from anywhere.

Coolcare is very easy to use system which is great for staff and management. It makes Rotas easier to manage, along with holidays, sickness and other absences. The residents side of it is equally as easy to use and manage. I love that I can use Coolcare on the go from anywhere.

Kathleen Spencer

Kiln Lodge Care Home

CoolCare is already impacting the bottom line for the better

The speed at which the team has been able to adapt to the new system is already impacting the bottom line for the better, with the rota system paying its way within weeks of implementation. I was impressed with the ‘Snap-to-Shift’ functionality that automatically adjusted early and late clock-ins to the shift patterns.

Keith Milton

CEO St. Martin’s Care Group

Helpin the bottom line.

Another area where CoolCare has impacted the bottom line is the intelligent invoicing features. Every Monday the team run a report to check that all occupied rooms are being billed correctly, the system flags up any rooms not being billed at standard fees, and allows front of house, managers and head office to address the issue.

Michael Whitehead

CEO Halcyon

Payroll reduced to just 4 hours per month.

The difference that CoolCare has made in terms of payroll efficiencies is dramatic – payroll administration time was reduced from 23 hours per month (3 working days) to just 4 hours per month. In financial terms, the streamlining on admin time alone saves in excess of £300 per month, which has now been re-invested in other areas of the business.

Nikki Canbek

Financial Controller St Vincent’s Care Homes

Faster and more accurate.

Not only is the timesheet–authorisation and payroll process faster, the payroll data is also much more accurate.

Clare Shann

Managing Director St Vincent’s Care Homes

Really easy system to use

We have been using Coolcare for over a year now, and have found it a really easy system to use. We use it for Residents and Staff payroll and it has been amazing. The sales support is really helpful with online chat and any issues that we have are sorted out promptly.

Amanda Jackson

Administrator, Lexicon Healthcare

Trusted by the UK’s leading operators

take the ‘Arghhh’
out of your admin.

Our care home software lets your staff get more done, with less effort.

Occupancy Management

Quickly fill your empty beds with no fuss. No more calls from Head Office to “check” latest figures. Just seamless enquiry tracking to increase occupancy , self-funder ratio and weekly fees, supported by live reporting to show you’re on track.

Time & Attendance

Manage staff hours efficiently. No more paper timesheets or hours of reconciliation. Just automated clock-ins, accurate shift adjustments and quick checks. Trust us: your team and bank account will thank you.

Finance

Streamline your resident finances; everyone’s a winner! The team saves time and your invoicing is more accurate. With automated billing rules, speedy invoicing and analysis, you’ll have time to dedicate to business improvement.

Workforce Management

Smarter staff management = better recruitment and retention. With less work for everyone, smart workforce processes mean improved outcomes, less cost and more time. It’s a no-brainer.

Care Home Administration

Take the “Aaargh” out of your admin. Say goodbye to reams of paper, endlessly clicking through spreadsheets and human errors of care home admin. Have your records saved digtally with smart features that are easily accesible across multiple care homes and teams.

Read More about easier Care Home Administration>