Stop Reconciling Care Visits Into Payroll Every Friday
Still doing this every Friday?
If payroll depends on spreadsheets, WhatsApp messages, rota exports, and memory, every pay run becomes a reconstruction job. Workmax connects the care record before the panic starts.
Exporting rota hours
Pulling hours from one tool, then cleaning them in another before payroll can even start.
Checking sleep-ins and changes
Manually checking visit changes, sleep-ins, rates, mileage, and missing clock events.
Chasing missing visit records
Messaging carers and coordinators for notes, no-access context, or forgotten timesheets.
Fixing payroll discrepancies
Explaining pay questions without a clean link back to the visit, shift, and approval.
One connected route through your care admin
HR
Keep care staff records, roles, documents, pay details, leave, and payroll context close to daily operations.
Care plans
Create client context, risks, preferences, visit tasks, and the care demand that scheduling should follow.
Scheduling and time tracking
Build rotas, manage visit changes, capture clock-ins, clock-outs, notes, and exceptions from mobile.
Payroll
Approve hours from trusted visit and shift records before moving into payslips, RTI, and pension-ready payroll.
HR gives every workflow a clean employee record
Start with one employee record for the details every care workflow depends on: role, documents, leave, pay context, compliance, and self-service.
Personal details, employment history, roles, pay information, documents, and manager relationships stay in one searchable HR record.
Digital onboarding, documents, right-to-work checks, references, and starter tasks reduce the admin before the first shift is scheduled.
DBS, training, certifications, document expiry, and compliance status can be tracked before missing records become operational risk.
Employees can access and update the information they are allowed to manage, reducing back-and-forth with office teams.
Care plans become the source of truth for work
Turn the care plan into operational instructions that scheduling, carers, managers, and payroll can all understand.
Reusable care plan templates help teams capture visits, risks, preferences, routines, notes, and tasks without starting from scratch.
Care plans can become scheduled visit demand so coordinators build rotas around the care that needs to happen.
Client context stays visible before care starts, including routines, transfer risks, preferences, and important notes.
Carers can confirm they have reviewed the brief before starting, giving managers confidence that instructions were seen.
Scheduling turns care demand into a controlled rota
Create the rota, assign carers, manage changes, and see coverage gaps before they turn into missed visits or payroll confusion.
Planned visits, coverage gaps, over-budget weeks, unassigned shifts, and care demand sit in one operational view.
Shifts, visit records, tasks, notes, and payroll hours stay connected instead of being retyped into separate systems.
Shift status, changes, approvals, and rota history help managers understand what changed and who changed it.
Daily budgets, headcount, hours, and cost projections help teams spot rota issues before publishing.
Time tracking and EVV prove the work happened
Capture the proof that removes guesswork: when carers arrived, where they clocked in, what they completed, and what needs manager review.
Clock events and optional location checks stay linked to the visit and shift record.
Carers can capture visit activity when signal drops, then sync records when the connection returns.
Mandatory tasks, optional tasks, skipped tasks, notes, and attachments keep evidence attached to the visit.
No access, falls, safeguarding concerns, medication issues, and follow-up notes can stay connected to the care record.
Manager approvals turn visit evidence into clean hours
Give managers a clear review point before payroll: approve good records, catch exceptions, and stop disputes earlier.
Timesheets and visit records can be reviewed before hours become earnings.
Late starts, missed visits, skipped tasks, unresolved incidents, and conflicting hours are easier to find before payday.
Managers can process multiple records efficiently when the underlying visit evidence is already connected.
Changes, approvals, notes, and versions stay traceable so teams spend less time reconstructing decisions.
Payroll starts from approved work, not admin scraps
Approved hours flow into payroll calculations, payslips, RTI, pensions, and statutory pay without rebuilding the week from spreadsheets.
Approved visit and shift records become cleaner inputs for payroll calculations.
Teams can review payroll before finalising payslips, RTI submissions, deductions, and net pay.
RTI, P45s, P60s, auto-enrolment, NEST, and pension-ready records sit closer to the approved work.
Cleaner inputs reduce disputes because hours, changes, and approvals are linked back to the underlying work.
Care payroll resources
Tools for payroll, mileage, EVV, and visit costs
Use these guides and calculators to check the money behind every care visit before it becomes a pay dispute, margin problem, or payroll correction.
Home care charge rate calculator
Work out the hourly care rate needed to cover wages, travel, mileage, payroll on-costs, overhead, and target margin.
Care staff cost per visit calculator
Work out the real cost of a care visit after care time, travel time, mileage, payroll on-costs, and admin.
EVV readiness checker
Score your visit verification process and find gaps in GPS evidence, missed visits, offline sync, and audit trails.
Missed visit risk calculator
Estimate the monthly revenue, admin, complaint, and compliance exposure created by unresolved visits.
Domiciliary care software
Explore the connected care workflow for EVV, audit trails, visit records, and payroll-ready approvals.
Care agency admin cost calculator
See how much rota rebuilds, payroll checks, chasing carers, and audit prep cost your agency every month.
