Home Care Provider Invoice Template
A home care provider invoice bills hr, lists services, fees and materials on separate lines and states the terms (Billed weekly in arrears, due Net 7). This template is pre-filled for one week of non-medical home care for an older adult: weekday morning visits, weekend companion care and one awake overnight: 7 lines totalling $1,447.40 before tax. Edit it and download the PDF.
Pre-filled for a home care provider: one week of non-medical home care for an older adult: weekday morning visits, weekend companion care and one awake overnight. Example prices: replace them with your own.
From
Lakeside Home Care Agency
178 Market Street
Madison, WI 53703
billing@example.com
(615) 555-0178
Invoice
Bill to
Robin Okafor
311 Pine Road
Salem, MA 01970
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Weekday personal care, 4-hour minimum visitsBathing, dressing, medication reminders, light meals | 20 hr | $32.00 | $640.00 |
| Weekend companion careSaturday and Sunday afternoons | 8 hr | $36.00 | $288.00 |
| Overnight shift, awake caregiver, 10 hours | 1 night | $380.00 | $380.00 |
| Holiday premium, half rate on top of regular hours | 4 hr | $16.00 | $64.00 |
| Errands and appointment driving in caregiver's car | 42 mile | $0.70 | $29.40 |
| Care plan review visit by care coordinator | 1 visit | $0.00 | $0.00 |
| Gloves and continence supplies bought for client, at cost | 1 lot | $46.00 | $46.00 |
- Subtotal
- $1,447.40
- Balance due
- $1,447.40
Notes
Thank you for choosing Lakeside Home Care Agency. Terms: Billed weekly in arrears, due Net 7.
Payment details
Bank transfer or card. Please quote the invoice number.
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Home Care Provider invoice at a glance
| Typical job | One week of non-medical home care for an older adult: weekday morning visits, weekend companion care and one awake overnight |
|---|---|
| Main billing unit | hr |
| Usual payment terms | Billed weekly in arrears, due Net 7 |
| Deposit practice | Agencies often ask for a deposit equal to one or two weeks of scheduled care, held against the final invoice. |
| Sample lines | 7 lines, $1,447.40 before tax |
| Largest line | Weekday personal care, 4-hour minimum visits: $640.00 (44%) |
| Trade-specific fields | Agency license no. (where required), Client name and care address, Caregiver names, Care plan no., Long-term care insurance policy no., Billing week |
Sample home care provider invoice line items
One week of non-medical home care for an older adult: weekday morning visits, weekend companion care and one awake overnight: 7 lines adding up to $1,447.40, split into services $1,308.00 (90%), fees $64.00 (4%) and materials $46.00 (3%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Weekday personal care, 4-hour minimum visits (Bathing, dressing, medication reminders, light meals) | 20 hr | $32.00 | $640.00 |
| Weekend companion care (Saturday and Sunday afternoons) | 8 hr | $36.00 | $288.00 |
| Overnight shift, awake caregiver, 10 hours | 1 night | $380.00 | $380.00 |
| Holiday premium, half rate on top of regular hours | 4 hr | $16.00 | $64.00 |
| Errands and appointment driving in caregiver's car | 42 mile | $0.70 | $29.40 |
| Care plan review visit by care coordinator | 1 visit | $0.00 | $0.00 |
| Gloves and continence supplies bought for client, at cost | 1 lot | $46.00 | $46.00 |
| Subtotal | $1,447.40 | ||
| Total before tax | $1,447.40 |
What a home care provider invoice should include
- Your home care agency name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Robin Okafor in the sample)
- A unique invoice number (INV-2472) and the issue date
- Payment terms and a due date: Billed weekly in arrears, due Net 7
- Agency license no. (where required): for example LIC-733692
- Client name and care address: for example 311 Pine Road
- Caregiver names: for example See notes
- Care plan no.: for example See notes
- Line items in hr or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How home care providers bill
Bills hourly against a weekly care schedule, with a minimum visit length, higher rates for nights, weekends and holidays, and live-in or overnight care priced per shift.
Home care providers commonly use "Billed weekly in arrears, due Net 7", so payment is due 7 days after the invoice date. Agencies often ask for a deposit equal to one or two weeks of scheduled care, held against the final invoice.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Home Health and Personal Care Aides $16.78 (employees, not contractor rates).
Home Care Provider invoicing tips
- Attach or summarize the caregiver time sheet with clock-in and clock-out times for every visit, because families and long-term care insurers both reconcile hours against those records.
- Long-term care insurance usually pays the policyholder only after an elimination period and up to a daily benefit limit, so show a total for each day of care, not just the weekly sum.
- Price nights, weekends and holidays on separate lines at their own rate and name the holiday; premium hours folded into the regular rate are the charge families question most.
- When a caregiver buys groceries or supplies for the client, list each purchase at cost with its store receipt total, kept apart from billable care hours.
Home Care Provider billing disputes to head off
- A visit cut short by a hospital admission or a relative arriving early still falls under the minimum-hours rule; printing that minimum on every invoice avoids a fight over two hours billed as four.
- Siblings often share the cost of a parent's care, and payments slip when no one knows who was billed. Naming the responsible payer on the invoice, and splitting it when the family asks, prevents that.
How to make a home care provider invoice
-
Add both parties
Enter Lakeside Home Care Agency (your business) and the customer, Robin Okafor, then agency license no. (where required).
-
Number and terms
Give it a unique number such as INV-2472 and set the terms to Billed weekly in arrears, due Net 7.
-
List the work
One line per item: the sample runs from "Weekday personal care, 4-hour minimum visits" (20 hr) to "Gloves and continence supplies bought for client, at cost" (1 lot).
-
Check the total
The 7 lines come to $1,447.40; add sales tax only if your state taxes home care services.
-
Download and send
Download the PDF or print it, then keep a copy with the home care services records.
Frequently asked questions
How do I make a home care provider invoice?
Add your home care agency details, the customer, agency license no. (where required), client name and care address, caregiver names and care plan no., then one line per item with quantity and rate. The template above is pre-filled with 7 lines for one week of non-medical home care for an older adult: weekday morning visits, weekend companion care and one awake overnight totalling $1,447.40; change the prices and download the PDF.
How do home care providers charge?
Mostly hr. Bills hourly against a weekly care schedule, with a minimum visit length, higher rates for nights, weekends and holidays, and live-in or overnight care priced per shift.
When should a home care provider invoice be paid?
Billed weekly in arrears, due Net 7 is the usual arrangement. Agencies often ask for a deposit equal to one or two weeks of scheduled care, held against the final invoice. Put the terms and the due date on the invoice so there is no doubt.
How much do home care providers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Home Health and Personal Care Aides $16.78 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.