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.
Manage complex and variable fee structures with ease, relieving you and your team of mounting administration. Yes, accurate invoices can be run in just three clicks!
Set up contract rules for automatic adjustments once – invoices will be automatically adjusted following those rules every time.
Back-dated fee changes take two minutes with CoolCare. No need to manually calculate: apply the correct fee and CoolCare will calculate any adjustments required.
Keep finances simple and quickly add your residents’ billable extras to their account as they use extra services. At the end of the month, just choose to invoice them separately or with the main invoice.
CoolCare has a powerful care home invoicing feature. It makes it so simple, there’s not much to say. Set-up your rules and you’re off!
Fee payers have preferences for how they’re invoiced. That’s why CoolCare gives the option to print, export or email invoices making your invoicing more person-centred.
Export your invoices straight into your accountancy package via uploads tailored to:
Ask our team if your package is compatible.
Make looking after spend in the home less of a headache with CoolCare’s easy to reconcile ledgers. Your team can keep track of all care home ledgers from wherever they are. Even on the beach…if they are so inclined.
Lots of small spends in care homes can quickly add-up and impact your budget without you even noticing. CoolCare’s petty cash ledger shows you exactly what has been spent and authorised, giving you peace of mind that your spend is controlled.
Often used for a residents’ fund, CoolCare’s Home Ledger gives an audit of how funds are being managed. Using the live running balance, plan your fundraisers or take the decision to buy that gazebo the residents want.
Make auditing and monitoring resident funds a doddle. Use CoolCare’s individual resident ledger to record their spend. When you’re ready to do a spot-check, you can report on all residents to make sure everything balances across the care home.
CoolCare’s suite of reports gives insight into your business performance so you can strategise for success.
By allowing timely and accurate invoicing through the application of fee contracts that can cater for various local authorities and private billing for residents. It can also manage purchase ledgers for residents to help keep things clear and transparent. Through the enquiry function, you can also ensure that your pipeline is strong to make sure your occupancy (and accompanied billing) is kept as high as possible.
Coolcare has several customisation options to ensure invoices created by the system match your branding. This includes the layout of the invoice, the information displayed in headers and footers, as well as adding a company logo or using a layout that fits on headed paper.
There are several ways CoolCare helps the finance team. A home’s invoices can be run with just 3 clicks, automated invoicing and email invoicing reduce hours of work to minutes. Multiple staff members such as Managers, Deputies and Home Admins can be given access to the system using strict access privileges, this allows junior team members to enter data into the system within strict parameters, with selectable options and drop-down menus, staff can enter data that finance knows is correct. CoolCare will hold data on individual room-recommended weekly fees to help managers keep on track. Fee contribution changes can be updated and back-dated with just two parameters, CoolCare automatically calculates credits and debits, CoolCare also links to Person Centred Software or Nourish as a care planning system the resident data will be transferred. This means a new service user will be automatically created in the care planning software and the data core will be auto-populated. Thus, reducing the need to duplicate data.
There are numerous ways. Individual fee contracts are automatically compared against the residents’ total weekly fee and discrepancies are flagged up, CoolCare Also flags where there are missing contracts and where residents have missing information. Not only that, if you use Person Centred Software or Nourish as a care planning system the resident data will be transferred. This means a new service user will be automatically created in the care planning software and the data core will be auto-populated thus reducing the risk of transcription errors and mistakes.
Yes!! By being a one-stop shop for payroll, invoicing, rostering, occupancy as well as certain admin support functions like maintenance, recruitment, and billable extras, you can keep real-time oversight on all of the key functions. Our dashboard widgets allow you to spot and resolve any issues as early as possible so that you are billing effectively and paying staff accurately making sure you are always on budget.
Yes, depending on your current system. CoolCare can export important payroll data into Sage CSV, ADP, Iris, Money Soft or you can export into pay rates.
If you’re using CoolCare for invoice management, CoolCare exports into the following programmes Xero, Access Dimensions, Netsuite, Open Accounts, PSF, Sage 2000 Cloud, Sage Intacct, Sage Line 200. Sage Line 50 and Sun.
Software is only as good as it is used. Effective implementation and user adoption is key to success. That’s why our software is so intuitive and implementation is easy, with teams on hand to help your ongoing digital journey. CoolCare is more than just software, it’s great service.
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 digitally with smart features that are easily accessible across multiple care homes and teams.
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.
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.
We'd love to show you our easy-to-use software for care home operators. Arrange a free demo.
