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What Home Care Software Does an Agency Under 25 Caregivers Need?
A small agency needs scheduling, GPS check-in, timesheets, payroll export and invoicing in one tool, set up in days with no add-on fees. What to prioritize and skip.
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Running a home care agency day to day: intake, service agreements, billing, bill rates, rate increases, marketing, referrals and policies.
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Buying or Selling a Home Care Agency: Valuation, Financing and Change of Ownership
How home care agencies are valued, how buyers finance a purchase with SBA loans, and the license and Medicaid steps a change of ownership triggers.
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How Much Does Home Care Software Cost?
Published prices run from free on a general workforce app to flat tiers like $199 for up to 10 caregivers; many vendors only quote. How to compare total cost.
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No Tax on Overtime for Home Care Agencies: W-2 Box 12 Code TT for 2026
From 2026 W-2s, agencies must report each caregiver's qualified overtime (the half-time premium only) in box 12, code TT. How to calculate it and what to check before January.
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How to Calculate Your Home Care Bill Rate from Caregiver Wages
Bill rate = loaded wage plus overhead, divided by one minus your margin. The formula, a quick table by wage, the payroll taxes behind it, and where shortcuts mislead.
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January Bill Rate Update Checklist for Home Care Agencies
Nine steps before January 1, 2027: find your new wage floor, update payroll, recheck overtime and payroll taxes, rerun your bill rate, check payer rates and give private-pay clients notice in time.
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Raising Your Home Care Rates: How to Tell Clients (Letter Template)
Raise private-pay rates when costs rise, give at least 30 days' written notice (60 in Connecticut), explain the reason in one sentence. Sample letter included.
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Caregiver Mileage Reimbursement: Rates and Policies
Federal law requires reimbursement only when car costs push pay below minimum wage; California and Illinois require it outright. The 2026 IRS rate is 72.5 cents, 76 cents from July 1.
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Caregiver Payroll Burden: What Each Hour Really Costs
Payroll taxes, unemployment insurance, workers' comp and paid leave add 13–22% to every caregiver hour. Line-by-line breakdown and why turnover makes it worse.
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Home Care Agency Insurance: Which Policies You Need
Home care agencies need general and professional liability, workers' comp, non-owned auto, a fidelity bond and cyber cover. What states require, with minimums.
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Home Care Agency Profit Margins: What's Typical and What Moves Them
Gross vs. net margin for non-medical home care, a worked hour at the 2025 median rate and wage, and the five levers that move profit most.
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Home Care Invoice Template for Private Pay Clients
A private-pay home care invoice lists every visit with date, caregiver, times, hours and rate. Sample invoice, the fields that matter, and how to get paid on time.
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Home Care Payroll: How to Run It Accurately Every Week
Run home care payroll from verified hours: add travel, apply differentials, calculate overtime across clients, approve, export. The errors, taxes and records that matter.
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Home Care Rates by State: Private Pay and Medicaid
Non-medical home care cost a median $35 an hour in 2025. What drives state differences, what Medicaid pays for personal care in four states, and how to price your agency.
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How Do You Collect Late Payments from Private-Pay Home Care Clients?
Prevent most of it with a signed agreement, deposit and autopay. Then remind at 3 days, call at 7, send written notice at 14, and never stop care abruptly.
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How Many Clients Does a Home Care Agency Need to Break Even?
Break-even for a home care agency is a weekly-hours number, not a client count. The formula, a worked example with labeled assumptions, and what moves it.
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How Much to Charge for Home Care Per Hour (With the Math)
Build your private-pay hourly rate from caregiver wage, payroll burden, unpaid-but-paid time, overhead and margin. Worked example and national benchmarks.
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How to Bill Long-Term Care Insurance for Home Care
Most long-term care policies reimburse the client, not the agency. How benefit triggers, elimination periods and assignment of benefits work, and what to send the insurer.
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How to Run Caregiver Payroll with QuickBooks
A weekly caregiver payroll process for QuickBooks: lock the period, review hours, calculate overtime and travel, approve, export, and keep the records the FLSA requires.
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Live-In Care Rates: How to Price a Daily Rate
Build a live-in daily rate from the hours you actually pay: a 24-hour shift minus excludable sleep and meals, plus burden, overtime risk, overhead and margin.
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Minimum Visit Length: Making Short Visits Profitable
One-hour home care visits lose money once paid travel and overhead are counted. Set a 2 to 4 hour minimum or a short-visit rate, and cluster Medicaid visits by route.
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Private Pay vs. Medicaid: Choosing Your Agency's Payer Mix
Private pay means higher rates and fast payment; Medicaid means steady volume at state-set rates with authorizations and EVV. Compare rates, cash timing and admin before you mix them.
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Should a Home Care Agency Collect a Deposit from Private-Pay Clients?
Yes, for most private-pay clients: one to two weeks of scheduled care, applied to the final invoice, or weekly billing in advance. How much, how to word it, and when a deposit is not allowed.
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Should You Charge a Cancellation Fee for Home Care Visits?
Yes. Require 24 hours' notice and bill late cancellations at your minimum visit length. What to charge, when to waive it, and what you owe the caregiver.
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Should You Pay Caregivers Weekly or Biweekly?
Weekly pay helps you hire and keep caregivers and costs little extra once hours flow from visits. Some states require it. Here is how to decide and switch.
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What Should a Home Care Client Service Agreement Include?
Services, rates, minimums, cancellations, billing, overtime and termination, with a fill-in template and the state disclosure rules that shape it.