Custom systems / Care agencies
Custom business systems for care agencies
A care agency runs on rotas, compliance and referrals. The rota has to be filled with staff whose training is in date, the local authority and private referrals have to be chased, and every visit has to be evidenced. Most agencies run all three on spreadsheets.
Your week
The rota that fell apart at 7am
At 7am on Monday, two carers call in sick and the rota has thirty visits in the next four hours. You rebuild it from memory because the spreadsheet shows who should be in, not who is available, and nobody has checked whether the cover's training is in date. Meanwhile, the referral package you chased for six weeks is being allocated today, and the allocating manager has not heard from you since March.
Who we would contact for you
The people we would ring on your behalf
We build this list from your area and the work you want, inside a radius you set. You approve every batch before anything goes out.
Local authority commissioning teams
The county and borough teams allocating domiciliary packages in your patch, who need agencies they can reach and trust on short notice.
Hospital discharge teams
Discharge coordinators and case managers arranging packages that must start within 48 hours, or the patient stays blocking a bed.
Care home managers
Homes needing overflow and cover for their own staffing gaps, bought per shift on account terms.
Deputies and solicitors
Court of Protection deputies managing affairs for clients who need care arranged and reported on properly.
What the outreach would say
An example of what goes out
First message, sent under your name
"Hi [name], we're a domiciliary care agency covering [town] and the villages. When you're arranging a discharge and the package needs to start within 48 hours, do you have an agency in this area you can commission at short notice? We hold live capacity and our training records are current, so the paperwork doesn't hold up the discharge."
Nothing goes out without you. You see the list, the wording and the replies, and the conversation stays yours.
Your maths
One sentence, in your numbers
The build is one funded package a month across the year. One private client covers the yearly fee on its own.
What it looks like in the system
Your outreach call list
The list starts with the businesses nearest your base, and every call is logged with an outcome so nothing gets lost and nobody gets called twice by mistake.
blueprint / outreach / call list
6 contacts
Business
Contact
Area
Status
Herts County Commissioning
Ruth Adeyemi
County Hall
Framework application sentLister Hospital Discharge Team
Fiona Brace
Stevenage
Callback booked for TuesdayThe Pines Care Home
Colin Wakeford
Ware
Left message with the managerHartley Deputyship Services
Marion Gough
Hertford
Interested, price list sentEast Herts Social Work Team
Dev Saggu
Bishops Stortford
Panel meets in June, chasing thenChells Valley Practice
Dr Anna Wood
Cheshunt
Wants a quoteSample rows. Your list is built from the real businesses inside your radius, and every call is logged with its outcome.
Where work gets lost
The four ways this trade leaks money
Rotas rebuilt by hand every week, and one call-in on the morning shreds them.
Staff training and compliance tracked on a spreadsheet nobody trusts.
Referrals from local authorities and case managers only come to agencies that chase them.
Visit records and invoicing done in the evenings, unpaid.
How the system brings in more work
Growth, first
Built around who this trade actually sells to.
- Automated outreach to case managers, social workers and families looking for care.
- A call list of local authority teams and care homes, with every outcome recorded.
- Automatic follow-up on enquiries and referrals that go quiet.
- A website that explains your care clearly, so families trust you first.
What else it handles
The operational side, sorted
Results
What it's done for real businesses
Real results for Care agencies businesses - coming soon. We only publish quotes and numbers we've been given permission to use.
Pricing
Plain numbers
The setup fee covers the build. The yearly fee covers hosting, monitoring, updates, fixes and support, cancellable with 30 days notice.
Website
£350 to build
£150 a year to run
For businesses with no website, or with one that isn't generating results.
- A website built for your trade, effective on iOS and Android
- Enquiry form feeding a database you own, not a lost inbox
- Automatic confirmation to anyone who enquires, so nobody goes quiet
- Google reviews pulled in automatically
- Set up to show for local searches in your area
£150 a year is less than most trade businesses spend on a single month of advertising that does nothing.
Website + Core System
£1,800 to build
£360 a year to run
You're already getting enquiries. This package makes sure none of them go to waste and brings in more on top.
Everything in Website, plus:
- Automated outreach contacting potential customers for you every day
- A prioritised call list so you always know who to ring next
- Quoting built around your own pricing, so quotes go out in minutes
- Job tracker showing what's booked, what's done and what's owed
- Automatic follow-ups to customers after a job
You pay once, you own it, and it keeps running whether or not you renew.
If it brings in one extra job a year, it's paid for itself.
Complete System
£3,500 to build
£600 a year to run
For businesses with staff, vans, or several jobs running at once.
Everything in Core, plus:
- Crew management and job assignment
- Clock in and out with location logged
- Photo-verified quality checklists on every job
- Certification and compliance tracking with renewal reminders
- Invoicing and payment tracking
- Reporting showing where work actually comes from
You pay once, you own it, and it keeps running whether or not you renew.
When the system has to be the operation
Rotas, compliance dates and staff logins across the whole business is a bigger shape than a fixed package. A Custom Build is priced after a call about your business: from £6,500 to build and from £1,200 a year to run.
See the Custom BuildBook a free 15-minute call
Book a call, or message us on WhatsApp. We answer between 8am and 6pm, Monday to Friday.