We handle the billing.
You get paid.
CarebearBooks runs the whole billing cycle for your business — creating invoices, submitting claims, chasing what is overdue, and reconciling every dollar you are owed. The money goes straight to your own account. We never touch it.
- Invoices and claims go out on schedule, every single cycle
- Payments land in your own bank account — we never touch them
- One monthly report across every payer, so you always know what you are owed
No commitment • No setup fees • Free billing audit before you commit
recovered in a first audit
Six months of claims had never been submitted. We found them in week one and filed every one still inside the window.
Adult Family Home, King CountyWhich best describes you?
Billing works differently depending on who you invoice. Pick the path built around your business.
Adult Family Homes • Assisted Living • Nursing Homes
Caregiving facilities
Private pay invoicing, Medicaid claims through ProviderOne, and MCO billing across Molina, Coordinated Care, CHPW, Wellpoint and UnitedHealthcare. All three streams, one monthly report.
/caregiving
CPAs • EAs • Bookkeeping firms
Accountants & bookkeepers
White-label billing for your entire client base. Everything goes out under your brand and your clients never know we exist. Take on more work without adding admin hours.
/accountants
Consultants • Contractors • Agencies
Service businesses
Invoices created and sent on your schedule, payment collected online, and automatic follow-up on anything overdue. All of the billing, none of the admin.
/business
Whatever your business, the work is the same
Different clients, different payers, different paperwork. The outcome is identical: you stop doing billing.
You share the details
One onboarding form covering who you bill, what for, and how much. That is the only real work required from you.
We run your billing
Invoices created and sent. Claims submitted. Payments tracked and recorded. Overdue accounts followed up automatically, every cycle.
You get paid
Money goes directly to your bank account — we never touch it. One clear monthly report shows exactly where everything stands.
What changes when you hand it over
Billing it yourself
- Invoices go out when you find a spare hour
- Claims expire quietly past the filing window
- Nobody chases the awkward overdue account
- Three payers, three systems, no single answer
- Admin grows every time you take a new client
CarebearBooks Billing
- Every invoice and claim goes out on schedule
- Authorizations flagged 30 days before they expire
- Automatic follow-up at 7 and 14 days, in your name
- One consolidated monthly report across all payers
- Costs stay predictable whether you have 3 clients or 300
Five reasons businesses hand this over
- We never touch your moneyEvery payment goes directly into your own bank account. We manage the process, never the funds.
- You stay in controlNothing goes out without your approval, and you have full visibility through your own portal login.
- Built for complianceHIPAA-trained staff, a registered ProviderOne billing agent, and signed BAAs on every engagement.
- Scales with youThree clients or three hundred. The process is identical and the cost stays predictable.
- We own facilities tooMembers of our team own and operate Adult Family Homes. We understand the work from the inside.
- One firm, four servicesBookkeeping, payroll and tax sit alongside billing, sharing one file. Nothing is entered twice.
Start with the audit, not the invoice
Before you call
Do you handle my money?
No. Never. Payments go directly into your own bank account. We manage the billing process — you keep complete control of the funds.
How much of my time will this take?
After onboarding, almost none. We send draft invoices and claims for your approval each cycle — usually a five-minute review — plus a monthly summary report.
What if I already use QuickBooks or Xero?
That is fine. We work alongside your existing accounting stack, or handle billing independently. We will sort the cleanest setup on the call.
Can you start mid-cycle?
Yes. We pick up where your current process stopped, and the first audit usually turns up work that was never billed at all.
What clients say
“As a busy Adult Family Home, we needed an accounting service that understood our unique needs. CarebearBooks delivers exceptional service with attention to detail.”
Comfort HavenAdult Family Home
Not sure which applies to you?
Book a free 30-minute consultation. We will look at how you bill today, find what is slipping through, and tell you exactly what we would do differently. No obligation.
- Invoices and claims go out on schedule, every single cycle
- Payments land in your own bank account — we never touch them
Every unbilled hour is money
you will never see again.
We manage your entire billing cycle — private pay invoices, Medicaid claims through ProviderOne, and MCO billing. We create, send, track, follow up and reconcile every dollar you are owed. You keep caring for residents. We make sure you get paid for it.
- All three payer streams run in parallel, not one at a time
- Expiring authorizations flagged 30 days out, before services go unbilled
- Every denial researched, corrected and refiled before the deadline
No commitment • No setup fees • We audit your current billing free of charge
denial recovery
A backlog of denied managed-care claims sat untouched. We researched every code and resubmitted.
Adult Family Home, Snohomish CountyBilling is quietly costing you thousands
Most facility owners have no idea how much revenue slips through the cracks each month.
- It eats your time
- Hours every month creating invoices, chasing families and reconciling accounts — time that belongs to residents and staff.
- Revenue slips away
- Invoices go out late. Payments are never followed up. Medicaid claims expire past the twelve-month timely filing window and can never be recovered.
- Claims get denied and stay denied
- Authorization errors, expired auths, wrong service codes. Every denied claim is money you earned but will not be paid for unless somebody fixes it.
- Nobody enjoys the awkward call
- Chasing a resident's family for money is the job everyone puts off. So it gets delayed. And delayed again. And then forgotten.
- You cannot see the picture
- What is outstanding right now? Which claims are pending? How much are we actually owed? Three payers, three systems, no single answer.
The only billing partner that runs them in parallel
Most billing companies do private pay only. Caregiving facilities need more than that.
Private pay
Branded invoices sent to residents and families. Card and bank transfer payments online. Automatic reminders on overdue accounts. Recurring monthly billing set up once and running forever.
Best for Residents paying privately or families managing payment
Medicaid (ProviderOne)
Claims submitted directly through ProviderOne as a registered billing agent. Authorization monitoring, eligibility verification, denial resolution and ERA reconciliation. We catch expiring authorizations before they cost you.
Best for CFC, COPES and Medicaid LTSS residents
Managed care (MCO)
Molina, Coordinated Care, CHPW, Wellpoint and UnitedHealthcare. Credentialing, prior authorization tracking, claim submission and payment reconciliation across every plan your residents use.
Best for Residents on Apple Health managed care
What changes when you hand it over
A private-pay-only biller
- Handles invoices, leaves claims to you
- No ProviderOne access or billing agent status
- No managed-care credentialing
- Denials come back to your desk
- Separate reports that never reconcile
CarebearBooks Billing
- Private pay, Medicaid and managed care together
- Registered ProviderOne billing agent
- Credentialing across every Apple Health plan
- Denials researched and refiled by us
- One consolidated report every month
We become your billing department
You tell us who to bill and what for. We handle every single thing after that.
You share the details
Your residents, your rates, your payer sources. We handle setup from there — including ProviderOne access and MCO credentialing if needed.
We run your billing
Invoices created and sent. Medicaid claims submitted. MCO claims filed. Authorizations monitored. Denials researched and resubmitted. Payments recorded and reconciled.
You get paid and stay informed
Money goes directly to your bank account. One monthly report covering every payer source, plus portal access to check anytime.
Everything you need. Nothing you don't.
- Invoice creation and deliveryBranded invoices sent on your schedule — monthly, weekly or per cycle.
- Medicaid claim submissionFiled through ProviderOne with correct codes, units and authorization numbers.
- MCO claim submissionAcross every managed care plan, each to its own portal.
- Authorization monitoringExpiring authorizations flagged 30 days out so services never go unbilled.
- Automatic recurring billingSet once for consistent residents, then it runs every cycle.
- Online payment collectionFamilies pay by card or bank transfer. Funds land directly in your account.
- Overdue follow-upAutomatic reminders at 7 and 14 days, so you never make the awkward call.
- Denial research and resubmissionEvery denied claim researched, corrected and refiled before deadlines pass.
- Payment reconciliationEvery payment matched to its invoice or claim, across all three streams.
- ERA and remittance processingWe read the remittance advice so you do not have to decipher payment codes.
- Monthly consolidated reportingOne report covering private pay, Medicaid and MCO — billed, paid, outstanding.
- Read-only portal accessLog in anytime to see everything. Full transparency, zero admin work.
What happens when billing gets handled properly
Six months of Medicaid claims had never been submitted. We found them in the onboarding audit and filed every one still inside the timely filing window.
Adult Family Home, King CountySaved every month. The owner had been spending nearly three hours a week on invoicing and payment chasing.
Assisted Living, Pierce CountyDenial recovery on a backlog of untouched MCO claims, once every denial code was researched and resubmitted.
Adult Family Home, Snohomish CountyClient results as published on carebearbooks.com. Replace with named, dated case studies before this page goes live.
Transparent pricing that pays for itself
| Plan | Who it is for | What you get | Price |
|---|---|---|---|
| Private pay | Residents and families paying privately | Branded invoicing, online payment collection, automatic reminders, reconciliation, monthly reporting | $15per resident / month |
| Medicaid | CFC, COPES and Medicaid LTSS residents | ProviderOne submission, authorization monitoring, denial research and resubmission, ERA reconciliation | $25per resident / month |
| Full service | Facilities with a mixed payer census | All three streams run together, MCO credentialing and claims, one consolidated report, a dedicated billing contact | Custombased on resident mix |
Rates as drafted for the billing division. Confirm with leadership before this page goes live.
Start with the audit, not the invoice
Questions from facility owners
Do you handle my money?
No. Never. Payments from residents, the state and the MCOs go directly into your own bank account. We manage the billing process — you keep complete control of your funds.
Are you registered to bill Medicaid?
Yes. CarebearBooks is a registered billing agent authorized to submit claims through ProviderOne on behalf of our provider clients.
What happens to denied claims?
We research the denial code, correct the issue and resubmit before the timely filing deadline. Every denial is tracked until it is resolved or formally appealed.
What if my residents have mixed payer sources?
That is the norm, and exactly what we are built for. We run all three streams together and give you one consolidated monthly report.
How much of my time will this take?
After onboarding, almost none. Draft invoices and claims come to you for approval each cycle — usually five minutes — plus a monthly summary.
Is my resident data secure?
Yes. Our staff are HIPAA-trained, we sign a Business Associate Agreement with every client, and resident data is handled through secure compliant systems.
What clients say
“As a busy Adult Family Home, we needed an accounting service that understood our unique needs. CarebearBooks delivers exceptional service with attention to detail.”
Comfort HavenAdult Family Home
Find out what your billing is costing you
Book a free 30-minute consultation. We will review your resident mix, audit your current billing for unfiled claims and missed revenue, and give you a clear quote. No obligation, no pressure.
- All three payer streams run in parallel, not one at a time
- Expiring authorizations flagged 30 days out, before services go unbilled
Take on more clients
without adding admin hours.
You are an accountant, not a collections department. We run billing for your entire client base — invoices out, payments in, follow-ups handled. Everything goes out under your brand. Your clients never know we exist.
- Your logo, your colors, your domain — on every invoice and payment page
- We never contact your clients, and non-solicitation is in every engagement
- Add clients without adding a single admin hour
No commitment • No setup fees • Fully white-labeled under your firm's name
faster collection
Average days-to-payment fell from 41 to 19 once invoices went out on schedule and reminders became automatic.
CPA practice, Snohomish CountyYour billable hours are being eaten by non-billable work
Every hour spent invoicing is an hour you cannot bill a client for.
- Admin eats capacity
- Invoicing, chasing payments, reconciling receipts. Hours of unbillable work that stop you taking on more clients.
- You cannot scale
- Every new client adds admin load. At some point you either hire someone or stop growing. Both are expensive.
- Chasing damages relationships
- You are their trusted advisor. Sending a third payment reminder puts you in an uncomfortable position with a client you value.
- Your own receivables slip
- Ironic but common — you manage everyone else's books perfectly while your own receivables quietly age out.
- Cash flow is inconsistent
- Invoices go out when you find time, not on schedule. Payments arrive unpredictably and planning becomes guesswork.
We are invisible. Your brand is everything.
Your client relationships are your business. We protect them completely.
Your brand on everything
Invoices carry your firm's logo, colors and details. Payment portals use your domain. Reminder emails come from your address. Nothing references CarebearBooks anywhere.
We never contact your clients
All communication flows through you or appears to come from you. Your clients deal with your firm — they have no idea a third party is involved.
Your relationships stay yours
We have zero interest in your client list. Contractual non-solicitation on every engagement. We are infrastructure, not competition.
Think of us as your back office, not a vendor. You keep the relationship, the brand and the credit. We just make sure the money comes in on time.
What changes when you hand it over
Keeping billing in-house
- Partners and staff on unbillable admin
- Invoices go out when someone has time
- You make the awkward chase calls yourself
- Growth means hiring an administrator
- Your own receivables are always last
CarebearBooks Billing
- Billable hours stay billable
- Every cycle goes out on schedule
- Reminders sent under your firm's name
- From $9 per client a month, no hiring
- Aging reports in front of you every month
We become your billing department
You send us your client list and rates. We handle everything after that.
Send us your client list
One spreadsheet with your clients, the services you provide each, and your rates. We also collect your branding so invoices go out looking like yours.
We run your billing cycle
Invoices created and sent under your brand. Recurring retainers automated. Payments tracked. Overdue accounts followed up. All of it, every cycle.
You approve and get paid
You review draft invoices before anything goes out. Payments land in your account directly. One monthly report shows billed, collected and outstanding.
Everything you need. Nothing you don't.
- White-labeled invoicingYour logo, your colors, your firm details. Zero CarebearBooks branding anywhere.
- Recurring retainer billingMonthly retainers set up once and billed automatically every cycle.
- Project and hourly billingVariable engagements billed accurately from the details you provide.
- Online payment collectionClients pay by card or ACH through a portal on your domain.
- Overdue follow-upAutomatic reminders at 7 and 14 days — sent under your firm's name.
- Payment reconciliationEvery payment logged and matched to its invoice. Your AR stays clean.
- Client statementsOn-demand account statements for any client who asks for one.
- Aging reportsKnow exactly what is outstanding and how overdue it is, at any moment.
- Monthly firm reportingTotal billed, total collected, outstanding balance and collection rate.
- Multi-client dashboardEvery client's billing status in one view. No spreadsheet juggling.
- Read-only portal accessLog in anytime to check anything. Full transparency, zero admin.
- Non-solicitation agreementA contractual guarantee that we never approach your clients directly.
What firms get back
Saved every month at a three-partner firm that had been splitting invoicing across staff. That time went back to billable client work.
Bookkeeping firm, King CountyFaster collection. Average days-to-payment dropped from 41 to 19 once invoices went out on schedule and reminders became automatic.
CPA practice, Snohomish CountyNew clients onboarded in a single quarter, without hiring, once admin capacity was freed up.
Tax and advisory firm, Pierce CountyClient results as published on carebearbooks.com. Replace with named, dated case studies before this page goes live.
Priced to pay for itself in recovered hours
| Plan | Who it is for | What you get | Price |
|---|---|---|---|
| Starter | Solo practitioners and small practices | White-labeled invoicing, online payment collection, automatic reminders, monthly reporting | $12per client / month |
| Practice | 16 to 50 clients — where most firms land | Everything in Starter plus recurring retainer billing, aging reports, multi-client dashboard, client statements | $9per client / month |
| Firm | 50+ clients, full white-label setup | Everything in Practice plus a dedicated account manager, custom reporting and priority onboarding | Customvolume pricing |
Rates as drafted for the billing division. Confirm with leadership before this page goes live.
Ninety days, or your money back
Questions from firm owners
Will my clients know you are involved?
No. Every invoice, portal and reminder carries your branding only. Payment pages sit on your domain. Nothing anywhere references CarebearBooks.
Do you handle my money?
No. Never. Client payments go directly into your firm's own bank account. We manage the billing process — you keep complete control of the funds.
Could you poach my clients?
Every engagement includes a contractual non-solicitation clause. We have no interest in your client list — we are infrastructure, not competition.
What if I already use QuickBooks or Xero?
That is fine. We work alongside your existing accounting stack or handle billing independently. We will figure out the cleanest setup on our call.
How much of my time will this take?
After onboarding, almost none. You review draft invoices each cycle — usually five minutes — and receive a monthly summary report.
What if a client disputes an invoice?
We flag it immediately and escalate to you with full documentation. You decide how to handle it — we never negotiate with your clients directly.
What clients say
Add two or three real, named quotes here before launch. Named clients with photographs are the single biggest lift on a page like this.
“A short, specific quote from an accounting or bookkeeping firm owner — the number they got back, or the job they stopped doing.”
Client name, an accounting or bookkeeping firm ownerFirm owner • replace before launch
Get your admin hours back
Book a free 30-minute consultation. We will look at your client count and current billing process, and show you exactly how much capacity you would get back. No obligation, no pressure.
- Your logo, your colors, your domain — on every invoice and payment page
- We never contact your clients, and non-solicitation is in every engagement
You did the work.
Now get paid for it.
Invoices that go out late get paid late — or not at all. We create and send every invoice on schedule, collect payment online, and follow up on anything overdue. You do the work. We make sure the money arrives.
- Invoices go out on schedule whether you are busy, away or on site
- Online payment collection, so clients can pay the moment they open it
- Automatic reminders at 7 and 14 days — no awkward calls from you
No commitment • No setup fees • Live in under a week
recovered in one audit
Scope additions and out-of-hours work had never been invoiced. The onboarding audit caught six months of it, all still billable.
Contractor, Pierce CountyInvoicing is the job nobody wants to do
So it gets pushed to Friday. Then next week. Then it is the 20th and nothing has gone out.
- Invoices go out late
- Billing happens whenever you find a spare hour. Late invoices mean late payments and unpredictable cash flow.
- Work goes unbilled
- That extra scope you took on. The out-of-hours call. Small items that never make it onto an invoice and quietly vanish.
- Chasing feels awful
- You are good at your craft, not debt collection. So the third reminder never gets sent and the invoice ages out.
- No system, just memory
- Who has been invoiced? Who paid? Who owes what? It is scattered across email, spreadsheets and your head.
- Cash flow you cannot plan
- Money arrives whenever clients get around to it. Forecasting becomes guesswork and growth decisions get delayed.
A real billing department, without hiring one
A part-time admin costs $2,000 or more a month. We do the billing part for a fraction of that.
Invoices always go out on time
Your billing cycle runs on schedule whether you are busy, on holiday, or heads-down on a project. Consistency is what turns unpredictable income into reliable cash flow.
Everything carries your brand
Your logo, your colors, your business details on every invoice and payment page. Clients see a polished, professional business — not an afterthought.
Follow-up happens automatically
Overdue reminders go out at 7 and 14 days without you doing anything. No awkward phone calls, no unpaid invoices quietly ageing out.
What changes when you hand it over
Hiring a part-time admin
- $2,000 or more a month before payroll taxes
- You recruit, train, cover and manage them
- Billing stops when they are on leave
- One person's memory is the whole system
- Fixed cost whether you have 5 clients or 50
CarebearBooks Billing
- From $99 a month, no employer costs
- Live in under a week, nothing to manage
- Runs every cycle regardless of who is away
- A tracked system with reports you can check anytime
- Scales with your client count, up or down
We become your billing department
You tell us who to bill and what for. We handle everything after that.
You share the details
One onboarding form covering your clients, your services and your rates. Plus your logo, so invoices go out looking like yours.
We run your billing cycle
Invoices created and sent on schedule. Recurring clients automated. Payments tracked. Overdue accounts chased. Every cycle, without you.
You approve and get paid
You review drafts before anything sends. Money goes straight to your bank account. One monthly report shows billed, paid and outstanding.
Everything you need. Nothing you don't.
- Branded invoice creationYour logo and details on every invoice. It looks like it came from your office.
- On-schedule deliveryInvoices go out on your cycle — monthly, weekly, or on project completion.
- Recurring billingRetainer and subscription clients billed automatically every cycle.
- Project and hourly billingVariable work invoiced accurately from the details you send us.
- Online payment collectionClients pay by card or bank transfer through a secure link. Funds go straight to you.
- Automatic remindersOverdue nudges at 7 and 14 days under your business name. No awkward calls.
- Payment trackingEvery invoice monitored — sent, viewed, paid, or overdue. Nothing gets lost.
- Payment reconciliationEvery payment logged and matched to its invoice. Your records stay clean.
- Client statementsOn-demand account statements whenever a client asks for one.
- Aging reportsKnow exactly what is outstanding and how overdue, at any moment.
- Monthly reportingBilled, collected, outstanding, and average days-to-payment in one summary.
- Read-only portal accessLog in anytime to see everything. Full transparency, zero admin work.
What changes when billing runs properly
Faster payment. Invoices had been going out an average of 12 days late; average days-to-payment dropped from 47 to 28.
Consulting firm, King CountyRecovered. Scope additions and out-of-hours work had never been invoiced. The onboarding audit caught six months of it, all still billable.
Contractor, Pierce CountySaved every month. The owner had been spending most of a working day each month on invoicing and chasing.
Marketing agency, Snohomish CountyClient results as published on carebearbooks.com. Replace with named, dated case studies before this page goes live.
Less than a single unpaid invoice
| Plan | Who it is for | What you get | Price |
|---|---|---|---|
| Solo | Sole traders and small operations, up to 10 clients | Branded invoicing, online payment collection, automatic reminders, monthly reporting | $99per month |
| Growing | Up to 40 clients — where most businesses land | Everything in Solo plus recurring billing, aging reports, client statements and payment reconciliation | $199per month |
| Established | 40+ clients, reporting built around your business | Everything in Growing plus full setup and migration, a dedicated account manager and custom reporting | Customvolume pricing |
Rates as drafted for the billing division. Confirm with leadership before this page goes live.
Ninety days, or your money back
Questions from business owners
Do you handle my money?
No. Never. Client payments go directly into your own business bank account. We manage the billing process — you keep complete control of the funds.
Will my clients know you are involved?
Only if you want them to. Every invoice and payment page carries your branding. Most clients prefer to keep it that way.
What if my billing is different every month?
That is common and completely fine. You send us the details each cycle — hours, materials, scope changes — and we build the invoices from that.
How much of my time will this take?
After onboarding, almost none. You review draft invoices each cycle, usually five minutes, and receive a monthly summary.
What if a client does not pay?
We send automatic reminders on your behalf at 7 and 14 days. If it stays unpaid, we escalate to you with full documentation so you decide next steps.
I already use QuickBooks — does that matter?
Not at all. We work alongside your existing accounting software, or handle billing independently.
What clients say
Add two or three real, named quotes here before launch. Named clients with photographs are the single biggest lift on a page like this.
“A short, specific quote from a consultant, contractor or agency owner — the number they got back, or the job they stopped doing.”
Client name, a consultant, contractor or agency ownerBusiness owner • replace before launch
Stop doing billing on a Friday night
Book a free 30-minute consultation. We will look at how you bill today, find what is slipping through, and give you a clear quote. No obligation, no pressure.
- Invoices go out on schedule whether you are busy, away or on site
- Online payment collection, so clients can pay the moment they open it