Hours arrive every which way
Texts, paper timesheets and late entries all have to be chased, checked and re-typed.
CARECLOCKR · FOR HOME CARE AGENCIES
Caregiver time in.
QuickBooks invoices out.
CareClockr captures caregiver hours, sends them to QuickBooks Online, and turns them into invoices for exactly the billing period you choose — reviewed by you before anything reaches a client.
Built with and used daily by a working home care agency.
THE PROBLEM
Billing day shouldn't take a day.
Early entries sneak onto the wrong invoice
A visit logged ahead of time ends up billed in the wrong period, and then you're issuing credits.
One mistake means a second bill
Billing the same hours twice is easy to do by hand and awkward to explain to a family.
HOW IT WORKS
Four steps. Most of them automatic.
- 01
Caregivers log time their way
Check in by GPS at the client's door, speak the shift, snap a photo of a paper timesheet, or type it in plain English. Managers review and approve.
- 02
Time lands in QuickBooks
Each entry arrives with the right client, caregiver and rate, ready for payroll and billing.
- 03
One button. The exact billing period.
Pick the 1st–15th or the 16th–end of month. CareClockr previews every client's invoice, then creates them in QuickBooks.
- 04
You're always in control
AI drafts entries and invoices, but nothing goes out without your approval. Every invoice comes to your inbox first.
APPROVALS
AI does the work. You make the call.
Time read from a photo or a voice note is a draft until a manager confirms it. Invoices are created in QuickBooks and sent to you, never straight to your clients. Nothing is released without your approval.
WHAT'S INSIDE
Everything between the shift and the invoice.
Smart time capture
GPS check-in, voice, a photo of a paper timesheet, or plain typing.
Exact-period invoicing
Bills only time dated in the period. Early entries wait; nothing is billed twice.
Training compliance
Required onboarding and annual training, tracked for every caregiver.
QuickBooks payroll
Approved caregiver time synced to QuickBooks for payroll.
AI Insights
AI insights to help you grow and run your business. Ask questions in plain English, like who's behind on training or which caregivers saw a client, and get answers from your own data.
Document locker
Every client and caregiver file in one organized place: care sheets, IDs, tax forms and contracts, with hours reports alongside.
HOW AGENCIES BILL TODAY
Compare the options.
| Feature | CareClockr | Spreadsheets + QuickBooks | Time-clock apps | All-in-one care suites |
|---|---|---|---|---|
| Caregivers log time on their phone | — | |||
| Voice, photo or plain-English time entry | With review | — | Rare | Rare |
| Invoices for the exact billing period | One button | By hand | Invoicing still manual | Usually |
| Invoices live in your own QuickBooks Online | Time only | Often a separate billing system | ||
| AI insights: ask your data in plain English | — | — | Varies | |
| Caregiver training compliance tracking | By hand | — | Usually | |
| Medicaid billing / state EVV | Talk to us | — | — |
Need Medicaid billing or EVV? A full care suite is probably the right call. We'll tell you honestly on the demo.
Based on typical tools in each category. Features vary by product.
FAQ
Questions
No. Invoices are created in QuickBooks and emailed to the review address you choose, usually the owner. You send them to clients when you're ready.
It stays unbilled until the period it's dated in. CareClockr only bills time dated inside the period you pick.
QuickBooks Online.
Pricing depends on agency size. Book a demo and we'll walk you through it.
Less time on billing.
More time on care.
by IlluminatingAI