Home care agency accounting
Bookkeeping and QuickBooks Cleanup for Home Care Agencies
Payroll runs every week and payers pay late. Non-medical and private-duty home care agencies need books that keep up with both. Ashmore Books cleans up QuickBooks Online, ties payroll and billing back to your agency software, and closes the books every month, so you can see what each care hour really costs.
Sound familiar
The agency is growing. The books have not kept up.
The books were never set up for a care business
QuickBooks was opened when the first client signed. Since then, deposits and payroll have been categorized however the bank feed suggested.
Scheduling, billing, and payroll do not agree
Hours in your agency software, hours billed, and hours paid each tell a different story, and nobody has tied them together.
Payroll is the biggest cost and the hardest to read
Caregiver wages, overtime, office staff, and payroll taxes all land in one or two accounts, so margins are a guess.
Several payers, one bank account
Private pay, long-term care insurance, VA, and Medicaid waiver payments arrive in batches that are hard to match to invoices.
What we do
Clean books first, then a monthly close you can rely on.
QuickBooks Online cleanup and catch-up
Books brought current from your first day of operations, with every bank and card account reconciled and the Balance Sheet reviewed.
A chart of accounts built for home care
Revenue by payer type, caregiver wages kept apart from office payroll, and payroll taxes and benefits in their own accounts.
Payroll tied to your payroll provider
Payroll from Paylocity, ADP, Gusto, or QuickBooks Payroll recorded in full and payroll liabilities tied to the provider reports.
Revenue tied to your agency software
Billing and payment reports from AxisCare, WellSky, HHAeXchange, CareSmartz360, or similar matched to the deposits that hit the bank.
Monthly financials by the 20th
Profit and Loss, Balance Sheet, and a plain-English summary each month, when records and access are received on time.
Cost per care hour and margin by payer
The numbers that tell you which clients, payers, and pay rates are working, and which are not.
Systems we work with
Keep your agency software. We work from what it already produces.
No migration is needed to get started. Your scheduling and billing system keeps doing its job, and the accounting is built from its reports alongside your bank, card, and payroll records.
- Accounting: QuickBooks Online (primary), QuickBooks Desktop, Xero
- Agency software: AxisCare, WellSky, HHAeXchange, CareSmartz360, and similar
- Payroll: Paylocity, ADP, Gusto, QuickBooks Payroll
- Payments: bank deposits, ACH remittances, card processors
How it starts
Review first. Fixed quote second. Then the work.
1. Free Books X-Ray
Read-only access to QuickBooks. We review reconciliations, payroll liabilities, revenue, and the Balance Sheet.
2. Written findings and a fixed quote
What we found, what should be corrected, the recommended scope, and a fixed price, within one business day.
3. Cleanup, then monthly accounting
The catch-up period is closed first. After that, books are closed every month so the gap does not reopen.
Related
More for home care owners
Before you ask
Common questions
We opened recently and the books are already behind. Can you start from day one?
Yes. Catch-up starts from the first day of operations, or from the last month that was reconciled properly, and is quoted as a fixed project after the free Books X-Ray.
Do we need to change our agency software or payroll provider?
No. AxisCare, WellSky, HHAeXchange, Paylocity, and similar systems keep doing their jobs. The accounting is built from the reports they already produce.
Do you work with agencies outside Texas?
Yes. Ashmore Books works remotely with home care agencies across the U.S. Where a state has its own rules, such as Medicaid programs or overtime rules, those are reviewed for your state.
Can you handle both the cleanup and the ongoing bookkeeping?
Yes. Most agencies start with a cleanup or catch-up project and then move to monthly accounting so the books stay current.
Can you also prepare the tax return?
Yes. Business and individual returns are prepared by the same team, so the books and the return stay connected.
Get the books caught up before the next payroll run.
Tell us which software you use, how many bank and card accounts you have, and how far behind things are. You get a read-only review, written findings, and a fixed quote within one business day.