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.
By Caregiver Scheduling Team ·
Home care software is priced per caregiver, per client, per billed hour or visit, or as a flat monthly plan. Published prices run from free for up to 10 users on a general workforce app, and about $8 per user a month on a home care tool’s entry plan, to flat tiers like $199 a month for up to 10 caregivers, and many home care vendors publish no price at all. Compare total yearly cost at your current size and at the size you expect in two years, not the headline price.
Disclosure: we make Caregiver Scheduling. Prices below were checked on the vendor pages linked on November 2, 2026 and will change.
What pricing models will you see?
Four, plus “call us.” Each one rewards a different kind of agency.
| Model | How it works | Watch for |
|---|---|---|
| Per active user or caregiver | Monthly fee for each person with a login | Part-time and seasonal caregivers count as full seats |
| Per active client | Monthly fee per client served that month | Short-term and respite clients counted for a whole month |
| Per billed hour or visit | Cents to dollars per hour or visit | Costs grow with every Medicaid hour, where margins are thinnest |
| Flat plan | One price up to a size limit | What happens at the limit |
| Quote only | Custom pricing after a demo | Annual contracts, minimums, price increases at renewal |
What do vendors actually charge?
Here is what we could verify on public pricing pages. Where a vendor only quotes, we say so rather than guess.
| Product | Published price | Model | Source |
|---|---|---|---|
| Caregiver Scheduling | $199 a month up to 10 caregivers, $299 up to 50, custom above | Flat tiers | Pricing |
| ShiftCare | $8 to $20 per user a month on annual billing, $9 to $25 monthly, 5-user minimum | Per user | ShiftCare pricing |
| Connecteam Operations Hub | Free for up to 10 users; paid plans $29 to $99 a month for the first 30 users on annual billing, then $0.80 to $4.20 per extra user | Per block of users | Connecteam pricing |
| CareSmartz360 | Quote only; priced by active clients per month | Per client | CareSmartz360 pricing |
| Rosemark | Starter from $49 a month, without Medicaid integrations; Standard and Enterprise not published, with a $250 one-time setup fee | Flat on Starter; quote plus setup fee above | Rosemark pricing |
Two notes. ShiftCare counts every login as a user, including caregivers, and adds $2 to $3 per user a month for HR and certification modules. Connecteam is a general workforce app that also markets to home care agencies. Its home care page doesn’t mention Medicaid or authorizations, so ask how it handles EVV in your state.
For a 25-caregiver agency with three office staff, that works out to roughly $252 to $700 a month on ShiftCare’s per-user tiers billed monthly, or $224 to $560 billed annually, before add-ons, $299 a month on Caregiver Scheduling’s Growth plan, and an unknown number from quote-only vendors until you ask for a quote.
What hidden costs should you ask about?
Setup fees, EVV fees and contract terms. Ask every vendor these before you compare:
- Setup or implementation fees, and whether training is a paid add-on.
- EVV module or per-visit EVV fees, and any state aggregator connection charge.
- Payroll or accounting integration fees. See QuickBooks integration.
- Family portal, messaging, reporting or AI add-ons.
- Text message and telephony charges per message or call.
- Support tiers, and what “standard” support actually includes.
- Minimum contract length and early-cancellation fees.
- The renewal increase. Ask for it in writing.
How do you compare total cost at your size?
Build one table per vendor at today’s headcount and at the headcount you expect in two years. Divide one-time fees by 12.
| Line | Vendor A | Vendor B | Vendor C |
|---|---|---|---|
| Monthly subscription at your size | |||
| Add-ons you need | |||
| One-time setup and training divided by 12 | |||
| Monthly total today | |||
| Monthly total at two-year headcount | |||
| Contract term and cancellation fee |
Then weigh the total against what the software replaces. A scheduler spending ten hours a week on a spreadsheet costs more than most plans. See caregiver scheduling spreadsheets and software for small agencies.
Don’t forget the accounting software
QuickBooks is a separate line. On October 17, 2026, Intuit’s pricing page listed QuickBooks Online from $38 a month (Simple Start) to $340 (Advanced), with 50% off for three months. Its payroll pricing page listed Workforce Payroll with Simple Start at $88 a month plus $6.50 per employee. For 25 caregivers that is about $250 a month before discounts, similar to what the scheduling software itself can cost.
How Caregiver Scheduling handles this
Starter is $199 a month for up to 10 caregivers, with scheduling, route optimization, the caregiver app with geofenced GPS check-in, messaging and visit notes. Growth is $299 a month for up to 50 caregivers and adds caregiver matching, credential tracking and authorization caps. Timesheets, payroll export and private-pay invoicing are coming soon. There is no setup fee and no per-visit EVV charge. Agencies above 50 caregivers get a custom plan, and every plan is free for 30 days.
FAQ
How much should a small agency spend on software? Compare cost with what it replaces: scheduler time, payroll errors, overtime and unbilled hours. For most small agencies, software is a small share of overhead.
Is per-caregiver pricing better than per-client? It depends on your caseload. Agencies with many short-term clients often do better with per-caregiver or flat pricing. Agencies with few clients and many part-time caregivers do better per client.
Why don’t many vendors publish prices? Many quote after a sales conversation instead, and don’t say why. Treat a quote-only vendor as a sign that you should ask for monthly terms and a trial.
Are long contracts normal? Some vendors require annual contracts. Ask for monthly terms, or at least a trial, before you commit.