Bookkeeping for home health care agencies
A home care agency bills private clients, long-term care insurers and government programs, while paying caregivers every week. Mispar tracks receivables by payer, reconciles caregiver payroll, matches payments to the billing they cover, and prepares monthly books in your own QuickBooks Online or Xero file. Plans start at $229/mo.
Best for: Non-medical home care agencies, small home health providers and staffing-based care businesses.
By payer
Payer receivables
Reconciled
Caregiver payroll
Matched
Payments
Itemized
Insurance
Where home health care agency books usually go wrong
- Payer payments not matched to the visits or clients they cover.
- Caregiver pay, overtime and mileage lumped together.
- Billing delays that leave large receivables unnoticed.
- Licensing and insurance costs recorded unevenly.
How Mispar keeps your home care agency books clean
Industry-specific accounts and categorization, with the reporting scope agreed before work starts.
Private-pay, insurer and program billing
Keep each payer type as its own revenue stream, with open balances by payer listed monthly.
Payments and remittances
Match deposits to the invoices or claims they cover, with short pays and adjustments shown.
Caregiver payroll and employer costs
Reconcile weekly caregiver pay, overtime and employer costs to payroll reports.
Mileage and travel reimbursements
Track reimbursements for caregiver travel apart from wages.
Insurance and bonding
Categorize liability, workers compensation and bonding, which are large and recurring.
Cash timing between payroll and payment
Show the gap between weekly payroll and slower payer payments so cash needs can be planned.
Recruiting and onboarding costs
Categorize recruiting, background checks and training so the cost of adding caregivers is visible.
Client deposits and prepaid care
Record deposits and prepaid care as owed service until delivered, using a treatment agreed with your CPA.
Reports a home health care agency can use
- Receivables by payer and age.
- Revenue and caregiver cost by client.
- Payroll and overtime by week.
- Cash outlook that shows payroll against expected payments.
A simple, predictable process
From kickoff to your first clean close, here is exactly what happens.
Map payers and payroll
We list private clients, insurers, programs and how caregivers are paid.
Set up payer accounts
Each payer type gets its own revenue and receivable accounts.
Reconcile each month
Remittances, payroll, reimbursements and bills are matched to the bank.
Deliver monthly statements
Monthly statements arrive ready for your CPA with an open-items list.
Illustrative example
Payroll goes out every Friday, while an insurer pays three weeks after the care. Showing the receivable by payer makes the cash gap visible before it becomes a surprise. This is an illustration of the method, not a customer case or a guarantee.
Home Health Care Agencies bookkeeping — your questions
Can you track receivables by payer?
Yes, with open balances by payer in the monthly open-items sheet.
Do you handle claims or billing?
No. We work from your billing records and payments, and do not submit or appeal claims.
Do you see client health information?
No. We work from invoice, payment and payroll records only.
How is caregiver pay reconciled?
To payroll reports, with overtime and employer costs shown on their own lines.
Can you help with cash flow timing?
Monthly statements show the gap between payroll and payments received. We do not give financial or tax advice.
What do you need each month to keep home health care agencies books?
Billing system exports, payer remittances, payroll reports, insurance and bonding invoices and access to your bank and card feeds.
Can you track receivables by payer?
Yes. Payments are matched to the payer and period so slow accounts are visible.
Can you handle several offices?
Yes. Offices can be tracked separately when billing and costs can be identified by location.
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