Home care software for small agencies
Aides is home care software for small private pay agencies. Run the weekly schedule, caregiver GPS clock in, care plans, hours and client invoices from one place, with unlimited caregivers and no setup fee. The Starter plan covers up to 25 clients and 3 office users for 149 USD per month, so you can leave the spreadsheet before you hire your first scheduler.
What a small agency needs from software
A small agency with 5 to 25 clients does not need a hospital grade system. It needs the owner to stop being the human switchboard. That means one schedule instead of a spreadsheet and a group text, a way to know a caregiver arrived, a running total of hours so nobody drifts into overtime unnoticed, and an invoice that matches the visits that happened.
Most home care platforms are priced and onboarded for agencies with a dozen office staff. For an owner who is also the scheduler, a quote process, a paid setup phase and per user fees are the wrong shape. Aides is priced by client band, caregivers are unlimited, and you can try the scheduling demo before you create an account.
What you get on the Starter plan
- Weekly schedule with recurring visits, so a regular Monday and Thursday client is built once.
- Conflict checks for overlapping visits and caregivers booked outside their availability.
- Caregiver web app on any phone, with assigned visits, care plan tasks, visit notes and GPS clock in and out. No app store download.
- Care plans and client records with weekly hours, preferred days and required skills.
- Hours report by caregiver that flags time above 40 hours.
- Client invoices created from completed visits.
Agency at 249 USD per month adds payroll CSV export and overtime alerts for up to 75 clients. Growth at 449 USD per month adds EVV CSV export, roles and permissions and an audit log for up to 200 clients. Yearly billing is half the monthly price. See the full home care software pricing.
How a small agency gets started
Enter your caregivers and clients
Add each caregiver's availability, skills and weekly limit, then each client's care plan, weekly hours and bill rate. Ten clients take an afternoon, not a project.
Place the recurring visits
Build the standing week once. Auto fill proposes caregivers for open visits by skills, availability and continuity, and states why a visit cannot be filled.
Send caregivers to their phone
Each caregiver signs in from the phone browser, sees their visits and clocks in with GPS.
Review hours and invoice
Compare planned with recorded time on Friday morning, fix exceptions, then create the invoice from the visits that actually happened.
When a small agency outgrows a spreadsheet
There are a few clear signals. You have double booked a caregiver. A client called to ask who is coming and nobody could say. A caregiver worked more than 40 hours and you learned on payroll day. You under billed a client because hours lived in a text thread. Any one of these costs more than a month of Starter.
Who it fits and who it does not
Aides fits private pay, non medical and private duty agencies with roughly 5 to 200 clients. It is not built for Medicare certified home health, clinical documentation, Medicaid billing or submission to a state EVV aggregator, and it does not plan driving routes or send text messages. Clock in uses GPS at the start and end of a visit, not continuous tracking. If your state requires an aggregator submission, check that first. For the non medical focus, see non medical home care software.
Related pages
Compare how the home care scheduling software builds a balanced week, how caregiver scheduling software handles availability, and how home care billing software turns visits into invoices. Agencies choosing between vendors can read how other tools price in the AxisCare pricing breakdown.
FAQ
What is the best home care software for a small agency?
The best fit for a small private pay agency is software priced by client count, with unlimited caregivers, recurring schedules, caregiver clock in and invoices in one place. Aides does this from 149 USD per month, without a setup fee or a sales call.
How much does home care software cost for a small agency?
Aides costs 149 USD per month for up to 25 clients and 3 office users, and half that on yearly billing. Caregivers are unlimited, so hiring does not raise the price. Many other vendors do not publish prices and quote after a demo.
Do I need an app for my caregivers?
No app store download is needed. Caregivers sign in from the phone browser, view visits, tick care plan tasks and clock in with GPS. It works on iPhone and Android.
Can a small agency use it without an office manager?
Yes. The owner can schedule, review hours and create invoices alone. Starter includes 3 office users, so you can add a scheduler or biller later.
Can I switch from a spreadsheet?
Yes. You enter caregivers, clients and recurring visits by hand, which for a small agency takes an afternoon. Then the same data drives the schedule, hours and invoices.
Put your next week on one schedule
Try the scheduling demo with example clients and caregivers, then start your agency account and enter your own week.