How Pay by Link can solve cash flow challenges for UK care homes

Care homes across the UK face a perfect storm of financial pressures. Inflation, rising energy costs, staffing shortages, and regulatory requirements all contribute to a fragile financial ecosystem. And while these factors may be outside a care provider’s control, slow and inefficient payment collection doesn’t have to be.

Many care homes still rely on outdated invoicing systems, including Bacs and Direct Debit, which can take anywhere from 3 to 5 days to process. On top of that, families are often juggling their own busy lives, making it easy to forget to post a cheque or complete a manual transfer. According to UK Finance, over 25% of invoices across all sectors are paid late, adding to significant cash flow headaches for care providers.

When payments are delayed, the knock-on effects can be serious. Care homes may struggle to pay staff on time, invest in vital equipment, or perform routine maintenance. Ultimately, this undermines the quality of care they can provide.

Pay by link turns a complex, manual process into a fast, intuitive one. Rather than sending paper invoices or relying on Direct Debits, care homes can simply email or text a secure payment link to a resident's family. The recipient clicks the link and pays instantly from their phone, tablet or computer—no apps to download, no portals to log into.

Here's how it benefits care homes and their residents:

• Faster payments: Families can settle invoices in seconds, often the same day.
• Reduced admin time: No need to chase payments, process cheques, or manage bank details
• Improved compliance: A frictionless payment experience encourages timely payment.
• Better family experience: Paying for care home fees becomes less stressful and more convenient.

One of the major time-saving benefits comes from automation. In other sectors, freelancers using Pay by Link tools have reported up to 62% time savings on admin. Imagine what your care home staff could do with that extra time, more focus on residents, fewer hours on the phone chasing payments.

Let's break it down. If a medium-sized care home processes around 100 invoices a month, the cost of processing each invoice manually, through staff time, postage, and admin, adds up quickly. Research suggests that automating this process with Pay by Link could reduce admin costs by up to 80%, saving around £13 per invoice.

That's £1,300 per month that could be redirected toward essential services or staff training. More importantly, quicker payments improve predictability. Managers can plan, invest wisely, and build financial resilience with more reliable incoming cash.

This isn't just about improving efficiency, it's about protecting your care home's long-term sustainability.

Many payment providers now offer care home invoicing software with built-in Pay by Link features. These systems are designed with the care sector in mind, making them straightforward to implement and easy for staff to use. Most don't require technical expertise and integrate seamlessly with existing systems, whether you're using Sage, Xero, or sector-specific platforms.

In fact, for care homes looking to modernise without a complete IT overhaul, Pay by Link provides a low-barrier entry point to digital transformation.

The way families pay for care home fees is changing. People expect quick, secure, and mobile-friendly payment options, and care homes that offer this convenience stand out. At a time when every operational advantage matters, Pay by Link can be the difference between a care home that's just coping and one that's confidently growing.

By adopting care home payments solutions that are built for speed and ease, care providers can strengthen their finances, lighten the load on staff, and offer families a better, more responsive service.

There's never been a better time to embrace a smarter way to get paid. Pay by Link technology is accessible and secure, and is already making a difference in care homes across the UK.

Whether you're looking to reduce late payments, free up staff time, or create a better experience for residents and families, Pay by Link offers a practical, future-ready solution. Discover how Access PaySuite can help you streamline your payment processes and take control of your cash flow.

What is Pay by Link, and how does it work for care homes?

Pay by Link is a digital payment method where a care home sends a secure link via email or text, allowing families to pay fees instantly online. It simplifies the payment process, reduces admin time, and improves cash flow in care homes.

Can Pay by Link integrate with existing care home invoicing software?

Yes. Most modern Pay by Link solutions are designed to work with existing care home invoicing software and accounting platforms. This makes setup quick and ensures a smooth transition without disrupting your current processes.

Is Pay by Link secure for care home payments?

Absolutely. Reputable providers use encrypted, PCI-compliant technology to protect sensitive data. Families can pay with confidence, knowing their information is secure.

How does Pay by Link help improve cash flow in care homes?

Pay by Link speeds up the payment cycle by enabling instant payments and reducing late or missed invoices. This means care homes receive funds faster, helping them manage payroll, supplies, and day-to-day expenses more effectively.

Do families need to download an app or log into a portal?

No. That's the benefit! Pay by Link requires no app or account. Families just click the link and complete payment in seconds from any device.