Reducing administrative burden: How Pay by Link helps care homes focus on what matters

Care home payments often involve complex, time-consuming processes. From issuing paper invoices to manually chasing overdue payments, administrators are spending far too much time on routine finance tasks. It's estimated that the average UK care home administrator spends 5 to 10 hours per week managing payments, which could be far better spent supporting residents or handling more strategic duties.

And it's not just time that's lost. According to industry research, traditional invoice processing in the UK can cost anywhere between £4 and £25 per invoice. Multiply that by dozens, or even hundreds, of invoices each month, and the cost quickly adds up. For care providers striving to operate efficiently, this model is not sustainable.

Pay by Link is an easy-to-use tool that allows care homes to send secure payment requests via email or text. Families can click the link and pay online in just a few taps, from anywhere, at any time.

Here's how Pay by Link is helping to reduce admin in care homes:

1. Faster payment requests – Staff can generate and send a payment link in seconds.
2. Automatic record-keeping – Payments are instantly recorded and reconciled with resident accounts.
3. Fewer errors – Manual data entry is eliminated, reducing the risk of mistakes.
4. Less confusion – Families receive clear, simple payment instructions, reducing the number of queries and phone calls.

Care homes that have adopted Pay by Link have already seen significant efficiency improvements. For example:

• Fewer follow-ups – Automated reminders reduce the need for uncomfortable collection calls.
• Simplified reconciliation – Payments are matched directly to resident accounts, removing the need for manual cross-checking.
• Better reporting – Digital tools provide real-time financial visibility, with no need to compile spreadsheets by hand.
• Fewer errors – Research shows that 39% of manual invoices contain errors. Pay by Link eliminates most of them.

In short, Pay by Link isn't just a payment tool; it's a care sector efficiency tool that allows teams to spend less time chasing payments and more time improving care.

Perhaps the most essential impact of Pay by Link lies in its human benefits. Reducing the administrative burden doesn't just make operations more efficient, it makes life better for care staff and residents.

• Happier staff – Care professionals can focus on their core purpose: supporting and caring for residents.
• Less burnout – Reducing the paperwork load improves staff wellbeing and retention.
• Better care – With more time for face-to-face interaction, staff can deliver more personalised, compassionate care.
• Improved family relationships – Payment discussions can be a source of stress for both staff and relatives. A simple, transparent system helps shift the focus to building trust and understanding.

In a sector where recruitment and retention are critical issues, giving care teams the tools to work more efficiently and meaningfully is essential. Care home invoicing software that includes Pay by Link functionality is a practical, cost-effective way to achieve this.

Legacy payment systems are no longer fit for purpose. They slow down operations, drain resources, and contribute to staff dissatisfaction. In contrast, Pay by Link represents a simple, modern solution with big returns.

Whether you run a single residential home or manage multiple facilities, integrating Pay by Link into your care home invoicing software is a smart step towards a more sustainable future. It's quick to implement, easy for staff and families, and proven to improve care home payment processes.

If you want to cut through the admin noise and refocus your team on delivering outstanding care, it's time to explore Pay by Link. It's one of the simplest, most effective tools available for improving financial workflows in care homes, and it could be the key to transforming staff satisfaction and resident experience.

The technology is here. It's affordable. And it's making a difference in care homes just like yours.

1. What is Pay by Link for care homes?

Pay by Link is a digital payment method that allows care homes to send secure payment requests via email or text. Families can click a personalised link and pay online, making the payment process faster, easier, and more transparent.

2. How does Pay by Link reduce admin in care homes?

By automating key parts of the payment process, such as sending invoices, reconciling payments, and reducing errors, Pay by Link helps care homes spend less time on admin and more time on care. It cuts down on paperwork, follow-up calls, and manual data entry.   

3. Is Pay by Link safe to use for care home payments?

Yes. Reputable Pay by Link solutions use secure, encrypted technology to protect payment data. This ensures that payments from residents and families are processed safely and in line with data protection regulations.  

4. Can Pay by Link integrate with care home invoicing software?

Most modern care home invoicing software includes or integrates with Pay by Link features. This makes it easy to embed the tool within existing financial workflows, enhancing accuracy and efficiency without requiring a complete system overhaul.

5. Why should care homes modernise their payment systems?

Outdated payment systems are time-consuming, costly, and error-prone. By adopting digital tools like Pay by Link, care homes can improve operational efficiency, reduce costs, and create a better experience for staff and families.

6. Does Pay by Link help improve family relationships in care homes?

Yes. By offering a straightforward and convenient way to manage care home payments, Pay by Link reduces stress and confusion for families. This allows care staff to focus on building stronger, more positive relationships with residents' loved ones.