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Never miss a billable day for any funder.
CareLedger is the daily ledger for UK care homes. It tracks every resident, every day and every funder — Local Authority, NHS and private — so charges are calculated as care happens, not pieced together at month end.
How CareLedger works
Three steps from resident admission to clean, defensible invoices — with revenue leakage caught along the way.
Admit the resident and their funders
Capture care type, room and start date alongside the funding mix — LA contracts, NHS CHC/FNC, private top-ups and uplifts — in one onboarding flow. CareLedger turns the whole picture into ledger rules from day one.
Daily ledger auto-bills
Every day, CareLedger calculates what each funder owes, posts it to the ledger split by component and prorated for admissions, discharges and absences, then assembles invoices straight from that trail.
Revenue protection flags leakage
Unfunded days, expired uplifts and missing rates surface on a live action queue before you bill. Fix the underlying rule once and the ledger reconciles itself with credits and supplementary charges.
Everything a UK care home billing team needs — in one ledger
Not a generic accounting tool with care home labels bolted on. CareLedger is built end-to-end for the daily realities of UK care home revenue.
Daily ledger billing
Every resident, every day, every funder — broken down by charge component (core fee, FNC, top-up, room uplift). Invoices are assembled from the ledger, not typed up by hand.
- Per-day charges, not monthly estimates
- Component-level breakdown on every line
- Mid-period changes prorate automatically
Split funding across LA, NHS & private
One resident, multiple funders. CareLedger splits each day between Local Authority, NHS CHC/FNC, and private top-ups — and bills each party only for what they owe.
- Mix LA, NHS and private on the same stay
- Per-funder rates, contracts and uplift cycles
- Top-ups invoiced separately to family
Billing dry-runs & invoice forecast
See exactly what next month’s invoices will look like before you issue a single one. Catch missing rates, broken funding agreements, or mis-coded charges while it’s still cheap to fix.
- Forecast invoices weeks ahead
- Dry-run a billing cycle without committing
- Side-by-side compare cycle vs. forecast
Real-time revenue protection flags
CareLedger watches for the things that quietly cost care homes money: residents with no active funding, gaps between contracts, expired uplifts, and unbilled days. You see them before the auditor does.
- Unfunded days highlighted automatically
- Stale rates and missing uplifts surfaced
- Action queue, not just a wall of warnings
Backdated recalculations with auto credits
When an LA backdates a rate change three months, CareLedger replays the affected days and generates the credit notes and additional charges automatically — no spreadsheets, no manual journal entries.
- Replay any historical period
- Auto-issue credits and supplementary charges
- Full audit trail of what changed and why
Family portal with online payments
A branded portal where families view statements, download invoices, and pay top-ups online via Adfin — Direct Debit or card. Fewer phone calls, faster cash collection.
- Self-serve invoice & statement access
- Online payments via Adfin
- Direct Debit mandates without paper
In-person card payments via Stripe Reader
Take card payments in the home or on family visits straight from the CareLedger mobile app. Pair a Stripe card reader, tap to pay, and the payment lands against the right invoice automatically — no separate terminal app, no manual reconciliation.
- Tap-to-pay with Stripe card readers
- Works in the CareLedger mobile app on-site
- Payments auto-match to the resident’s invoice
Credit control & aged debt
Aged debt by funder, automated reminder schedules, and a credit-control workspace that tells your finance team exactly who to chase next.
- Configurable ageing buckets
- Automated email reminders
- Dispute, write-off and refund workflows
Multi-site operator support
Run multiple care homes from one CareLedger account, with platform-admin tools to manage tenants, users and billing across the group — without losing site-level isolation.
- Group-wide reporting and KPIs
- Per-site permissions and data scope
- Platform admin for operators with many homes
Adfin Direct Debit + Xero accounting
Adfin handles Direct Debit collection and pushes invoices, payments and credit notes straight to Xero. CareLedger is the system of record; Xero stays in sync.
- Direct Debit collection via Adfin
- Invoice & payment sync to Xero
- Reconciled cash without re-keying
Tamper-proof audit trail
Every rate change, charge, credit note and approval is recorded with the user, timestamp, and reason. Built for CQC scrutiny and finance-team peace of mind.
- Immutable financial event log
- Who changed what, when and why
- Exportable for auditors
Built for the way UK care homes actually bill
The awkward bits — pro-rata, hospital absences, backdated uplifts — are first-class features, not workarounds.
Mixed funding on the same resident
LA pays the core fee, NHS contributes FNC, family covers the top-up — all on one stay. CareLedger splits each day across funders and bills each party only for what they owe.
Pro-rata mid-period admissions & discharges
Residents arrive and leave on any day of the month. CareLedger bills the exact days, not a notional pro-rata fudge.
Annual uplifts
April rate uplifts per funder, scheduled in advance and applied without rebuilding next month’s invoices by hand.
Hospital absence rules
Different funders pay different rates while a resident is in hospital. Configure the rule once and let the ledger apply it.
Room uplifts & moves
Track room moves, en-suite uplifts and temporary upgrades — billed from the day they happen, not the start of the month.
Security bonds & deposits
Hold bonds against a resident, draw against them on discharge, and refund the balance with a clean audit trail.
Backdated LA rate changes
When a Local Authority rate is agreed retrospectively, CareLedger replays the period and reconciles the difference.
Plays nicely with the tools you already use
CareLedger is the system of record for care home revenue. Adfin and Stripe collect the cash, Xero keeps the books.
Direct Debit collection and online payments for top-ups, with invoices and credit notes pushed downstream automatically. Families pay through the portal; cash lands without manual reconciliation.
Invoices, payments and credit notes sync into Xero so your accountant sees the same numbers as your billing team. No CSV re-imports, no end-of-month re-keying.
Pair a Stripe card reader with the CareLedger mobile app and take in-person payments at the home or on family visits. Each tap-to-pay posts straight to the resident’s invoice — no separate terminal, no manual reconciliation.
What changes when you switch to CareLedger
The day-to-day differences finance teams notice in the first month.
Month-end billing is a 3-day spreadsheet marathon
Invoices assembled from the daily ledger in minutes
LA backdates a rate and you rebuild three months by hand
Replay the period, credit notes and charges issued automatically
Families call the office to ask for invoices
They self-serve in the portal and pay online
Simple, transparent pricing
One plan that scales with your home. No setup fees, no long-term contracts.
+ £3 per active resident, per month
No credit card required to start your trial.