Home Care Billing and Payroll Software
Hailo bills clients and prepares payroll from the same approved visits, so the hours you invoice are the hours you pay. Billing groups approved visits by client and billing cycle, prices them from each client’s rates, and lets you email an invoice, charge a saved card or split it with another payer. Payroll adds up regular time, overtime and reimbursements for each pay period and exports the run for ADP, QuickBooks Payroll, Paychex Flex or a direct deposit file.
Your agency, connected.
From completed visits to billing and payroll.
Visit completed · Priya S.
With Mr. Chen · 12:00 to 4:00 PM
Care notes logged
Meal prep, mobility support, medication reminder
Visit hours
One visit supplies the hours for billing and payroll
BillingMr. Chen4.0 billable hours
DraftReady to invoicePayrollPriya S.4.0 payable hours
DraftReady for payroll
Review Priya’s visit hours
Invoices from approved visits.
Billing starts from the same approved visits as payroll. Hailo groups them by client and billing cycle and prices them from each client’s rates.
- Ready to invoice lists the approved visits not yet billed this cycle
- New invoice for one client, or Invoice all to go through every client
- Split an invoice between the client and another payer
- Email it, charge a saved card, or save it without sending
- Record checks and transfers; Unpaid and Paid show where each invoice stands
Billing · This cycle
- Invoice sent · Robert DavisSent
- Saved card charged · Chen familyPaid
- Split with a second payer · MartinezDraft
- Check recorded · NguyenToday
Payroll from the hours you checked.
Payroll is built from approved visits only. Hailo adds up regular time, overtime and approved reimbursements for each caregiver.
- 01
Pick the pay period
The period bar shows the current period from your pay schedule.
- 02
Check each caregiver
Hours, overtime and gross pay; Needs review shows anything to check.
- 03
Add pay items
A bonus or other one-off item for this period.
- 04
Run and export
Preview the run, export it, and its visits lock so nothing is paid twice.
Payroll · This period
- Priya S. · regular and overtime hoursReady
- James T. · visit waiting for approvalReview
- Bonus added as a pay item · Nora K.Added
- Run exported for ADP RUNLocked
The file your payroll provider takes.
Hailo prepares payroll; your provider or bank pays it. Each run exports in the format you pick.
- CSV
- ADP RUN
- ADP Workforce Now
- QuickBooks Payroll
- Paychex Flex
- Direct deposit (NACHA) file
Does Hailo run payroll?
Hailo prepares payroll for you to review and export; it does not pay caregivers itself. Each run exports as a CSV, ADP RUN, ADP Workforce Now, QuickBooks Payroll, Paychex Flex or direct deposit (NACHA) file for your payroll provider or bank.
Which visits end up on invoices and payroll?
Only approved visits. Visits still waiting for approval stay out of billing and payroll until your office approves them, so you never bill or pay hours nobody checked.
Can an invoice be split between payers?
Yes. Each invoice can be split between the client and another payer you add under Payers.
How do clients pay?
Email the invoice or charge a card saved on file. When a check or transfer arrives, record the payment on the invoice, and Unpaid and Paid show where every invoice stands.
Can the same visit be paid twice?
No. Once a payroll run is exported, it is saved in History and its visits are locked, so the same work is never paid twice.
How much does Hailo cost?
Hailo plans are monthly, with every feature included, and are priced with each agency on a short call. Billing and payroll are part of every plan.
Related guides.
Scheduling and EVV
Home care scheduling and EVV software: fill open shifts with suggested caregivers, verify visits from the caregiver app and send approved hours to billing.
CRM and intake
A home care CRM built for intake: calls, interest forms and hailocare.com families become leads, then assessments, proposals and one-step client setup.
Best software (2026)
Hailo, AxisCare, WellSky Personal Care and AlayaCare compared on AI call answering, scheduling, billing, payroll and client leads. Checked October 2026.
Less time on admin.
More time on care.
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