Benefits of Integrating Care Management and Finance Systems

5 benefits of integration for the Care sector

There are many reasons to integrate your business and finance systems, all of which revolve around better access to data and informed decision-making, as a result. The Care sector is no different; it relies on these factors to operate effectively and compliantly.

Finance and care management systems must work together — only then can finance leaders gain true oversight of an organisation’s position. Research in the Journal of Education and Finance Review states:

“Some [finance] models place more emphasis on cost containment, while others place more emphasis on patient-centred care and quality improvement. In order to guarantee that healthcare finance systems support both clinical efficacy and financial efficiency, these priorities must be balanced.” [3]

With clinical efficacy and financial efficiency in mind, we explore five ways software integrations benefit care home organisations.

1. Better flow of data across disparate systems

Disconnected systems are a devastating obstacle when operating a multi-site care home organisation. They cause data siloes, invoicing and billing delays, and lead to duplicated data that scrambles decision-making.

Integrated systems offer a smooth alternative. By integrating care management and finance systems, multi-site care homes ensure that their business data is stored in a single system — a single source of truth.

This centralised data hub seamlessly shares real-time data to provide you with the insights you need. This not only reduces the risk of errors but also frees up time for your teams to perform value-adding analysis and support to key stakeholders.

2. Reduced costs and increased cost control

Cost control is often a stumbling block that catches business leaders out across all sectors. Excessive system maintenance costs can be even more detrimental when restricted funds don’t cover digital transformation or technological upkeep.

It’s no wonder, then, that with 60%-80% of IT budgets spent on maintenance of disconnected systems, care home organisations are left with very little time, money, and human resources to enact digital transformation. [1] In addition to a lack of budgets, Found CRM research shows that the Care Home sector loses £11,000 per day due to paper wastage of paper records. [4]

With a digital system, this number decreases dramatically — not to mention the elimination of lost paper records, unreadable handwriting, or systems that don’t speak to each other.

Xledger’s true-cloud finance solution ensures that paper wastage, bolt-on functionality, and clunky legacy software are a thing of the past. Not only is there no update fee, as all updates are automatically rolled out free of charge, but back-office finance functions can also leverage advanced automation, system integrations, and real-time reporting capabilities to produce value-added finance support.

3. Streamlined financial planning

Whether your care home organisation is for-profit or not-for-profit, financial planning is crucial to staying afloat. When data from disconnected systems is needed for strategic management reports or donor meetings, finance teams have to spend excessive effort collating, reporting, and analysing this data.

Despite this effort, the data becomes outdated as soon as it’s pulled for reporting. However, with integrated business systems, financial planning is streamlined. Finance teams can pull up reports that link resident costs to specific care services, for example, with just a few clicks, providing complete visibility into individual homes, departmental budgets, and group spending.

Finance leaders then have the tools to create proactive long-term plans (rather than reactive short-term ones) that focus on financial sustainability and quality resident care.

4. Improved resident and family care

A care home’s primary mission is to provide high-quality support to people in need. Achieving this requires more than just compassionate care; it depends on efficient financial management.

When invoicing, billing, budgeting, and forecasting are handled effectively within a unified system, key stakeholders can focus their time on strategically planning the best way to provide premium care. The alternative is a disruptive finance system that creates delays and errors in the invoices of vulnerable residents.

Care home organisations can reduce these obstacles by adopting highly automated finance software to streamline processes and give staff, residents, and families complete peace of mind.

5. Future-proofed software that aids scalability

The Care Home sector is already subject to stringent reporting and auditing regulations, and, as healthcare develops and technology evolves, this will only increase. Accessing the tools to meet updated reporting requirements or to adapt to industry changes could make or break an organisation.

Care homes that leverage Xledger’s true-cloud finance software can confidently keep pace with industry demands. Xledger’s open API makes integrating with care management or billing systems quick and painless.

Instead of outdated tools or bolted-on functionality, benefit from a truly scalable solution that grows with you, no matter what tools you need.

Integrate with ease with Xledger’s in-house integration consultants

Xledger’s seamless integration offerings ensure that your finance team always has the right tools, whether that is year-end reporting, auditing and compliance, analysing cost per bed data, or any other task at hand.

Our expert in-house integration consultants work with care organisations to scope out requirements, ensuring your software integration works efficiently for your business. With Xledger, you can eliminate time-consuming manual tasks and create space for your team to provide value-adding analysis, ultimately leading to better resident well-being.

Contact our dedicated team today to begin your care management and finance system integration.

References

[1] Tagscout (2023), Costly and slow: Legacy systems and processes are undermining Care Home performance.

[2] Hft and Care England launch 2024 survey to analyse challenges in the adult social care sector — Care England (2024), Care England.

[3] View of The Intersection of Finance and Healthcare: Financing Healthcare Delivery Systems (2025), (p.27).

[4] Lottie (2023), Care sector accounting wastage, The Hippocratic Post.