How it runs for home care and home health agencies
You release every payment; we never move money. Reimbursements are matched to the caregiver's timesheet so mileage between clients is paid once and coded to cost of care, not lost in general expenses.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for home care and home health agencies
- Capture vendor bills from Bill.com, Dext or a shared inbox and code by department
- Match caregiver mileage and expense claims to timesheets before reimbursement
- Schedule insurance, licensing and software renewals so nothing lapses
- Route every bill for your approval; you release all payments
- Reconcile vendor statements from supply and screening vendors monthly
The KPI that matters here
Every bill coded and awaiting approval within two business days of receipt, with zero duplicate reimbursements.
Home care compliance notes
EVV
The 21st Century Cures Act requires electronic visit verification for Medicaid personal-care and home-health visits, captured through state aggregators such as HHAeXchange or Sandata. We bill only from verified visits and keep an exception log for visits that need a manual correction before they can be claimed.
HIPAA
Client names, diagnoses and authorizations are protected health information. We sign a BAA, our staff are HIPAA-trained, access is limited to the roles that need it, and PHI never appears in ledger memos or emailed spreadsheets.
State Medicaid and MCO rules
Each state waiver and each managed-care organization sets its own authorization limits, unit rounding, timely-filing window and recoupment process. We track authorizations against billed units and record recoupments as reductions to the original claim, not as unexplained bank debits.
FLSA Home Care Rule
Most agency caregivers are entitled to minimum wage and overtime, and travel time between clients counts. Your payroll provider computes the pay; we make sure the ledger and the labor-cost reports reflect it correctly and that live-in and sleep-time arrangements are coded as your counsel directs.
Home care software we work in
- QuickBooks Online
- Gusto
- ADP
- Bill.com
- AxisCare
- WellSky
- Alora
- HHAeXchange
- All 50 platforms
More for home care and home health agencies
Other services for home care
Frequently asked questions
How do you keep caregiver mileage reimbursements accurate?
Each mileage claim is matched to the caregiver's scheduled visits for that day, so miles between clients are reimbursed and commuting miles are not. Duplicate claims for the same date are flagged before payment. The reimbursement runs through your payroll provider or a reimbursement tool and is coded to cost of care so gross margin reflects it.
Do you approve or pay our vendors?
No. We capture, code and prepare each bill, then route it to you for approval inside Bill.com or your accounting software. You release the payment from your own bank or payment tool. This separation keeps you in control of cash and satisfies the internal-control questions a lender or a state auditor may ask.
Can you track licensing and insurance renewals for multiple states?
Yes. We keep a renewal calendar listing each state license, liability policy, workers' compensation policy and bond, with the due date and the vendor. Bills for renewals are expected in advance, and you receive a note 30 days out so a lapse never interrupts your ability to bill Medicaid in that state.
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