Scheduling & Payroll
The 5am Call and the Friday Night Reconcile — Both Handled Before You Get There.
Two crises. Same operational data. CareBravo delivers scheduling and payroll as one connected flow — so the shift that was scheduled is the shift that gets paid, with no reconciliation between systems on a Friday night.
The Model
The Friday Night That Owns You.
Most agencies run scheduling and payroll on two different systems. The schedule is built in one place. Shifts are verified through EVV. Payroll is processed in a third system — Viventium, ADP, Paychex, or a spreadsheet. Every Friday, someone reconciles all three.
It does not work. The schedule shows 47 visits. EVV shows 44. The payroll spreadsheet shows 49 because a caregiver clocked in for a shift she did not have. Someone has to figure out which version is right before Friday at 5pm or the payroll is wrong.
That someone is you, or your sister, or Keisha at the front desk, every single Friday. And the time spent on reconciliation is not the worst part. The worst part is that you do not trust any of the numbers anymore — so you check them again.
Scheduling and payroll are not two operational functions. They are one operational function that the software industry split into two because two subscriptions sell better than one connected system.
What's Delivered
One Connected Flow. Schedule to Pay.
Schedule built and resolved.
Shift matching against caregiver availability, certifications, and travel-time constraints. Call-out coverage at 5am, 8pm, midnight — whenever the call comes in. The replacement is found and offered before you wake up. You open your phone to a confirmation, not a scramble.
EVV-verified.
Clock-in, clock-out, GPS validation, payer-specific rules. The exceptions that would block billing are caught and resolved in the moment, not surfaced at the end of the week.
Payroll calculated from the same data.
The hours that were scheduled and verified are the hours that get paid. No spreadsheet reconciliation between three systems. Overtime rules, differentials, and payer-specific pay rates applied automatically. Integration with Viventium, ADP, and Paychex for the payment run itself.
One source of truth.
Schedule, EVV, and payroll all read from the same operational record. When a shift moves, the payroll record moves. When EVV flags an exception, billing and payroll see it before the issue compounds.
At Every Stage
For the Owner You Already Are.
Tasha — pre-launch through 20 patients
You are running the schedule from your phone and processing payroll yourself every other Friday. Done For You handles both from the first hire. The Friday night you used to spend reconciling EVV against the schedule becomes the Friday night you build referral relationships for next month.
Jackie — 30 to 70 patients
Your scheduler is overwhelmed. Your sister does payroll part-time and you check it on Saturday morning because you do not fully trust the spreadsheet. Done With You replaces the scheduler-and-spreadsheet model. Your advisor watches the numbers; you watch the agency.
Denise — 71+ patients
You have a payroll person and a scheduler and they do not talk to each other because they do not have to — each runs her own system. The reconciliation work that fills the rest of the back-office team's week is what Done With You absorbs. Operating leverage in the place you cannot get it through more headcount.
Connections
How This Connects to the Other Eight Outcomes.
Questions
What Owners Ask About Scheduling & Payroll.
Why combine scheduling and payroll into one service?
Because they are the same operational data viewed at two moments. The schedule defines what shifts should happen. EVV verifies what shifts did happen. Payroll calculates what gets paid for the shifts that did happen. When these run on separate systems, every Friday becomes a reconciliation crisis. When they run on one system, the schedule that was verified is the payroll that gets calculated. There is no "Friday night reconcile" because there is nothing to reconcile.
How does CareBravo handle 5am call-outs?
When a caregiver calls out, CareBravo matches the open shift against available, certified, in-area caregivers and offers the shift to the highest-fit option. The offer goes out automatically. The replacement confirms. The schedule updates. The EVV expectations update. The payroll record updates. You see the confirmation on your phone when you check it — usually before you have made coffee.
Does CareBravo integrate with Viventium, ADP, or Paychex?
Yes. The payroll calculation happens inside CareBravo on the same data as scheduling and EVV. The payment run — direct deposit, tax withholding, paycheck generation — connects to whichever payroll provider you already use. You do not switch payroll providers. You stop reconciling between them.
What about overtime, differentials, and waiver-specific pay rates?
Built in. Overtime rules calculated per shift, per pay period, per state. Holiday differentials, weekend differentials, certification differentials applied automatically based on the caregiver's credentials and the shift's classification. Waiver-specific pay rules — CCSP, SOURCE, NOW/COMP, ICWP, EDWP — applied at calculation, not at reconciliation.
What if my caregivers clock in for shifts they did not have?
The EVV exception is caught at the moment of clock-in, not at the end of the week. The discrepancy is resolved before it touches payroll — either the shift was legitimate and the schedule was missed, or the clock-in was incorrect and the caregiver is notified. The wrong-shift-clocked-in problem that creates payroll disputes does not propagate into payroll under CareBravo.
How does this affect caregiver retention?
Pay accuracy is one of the top three reasons caregivers leave or stay. When pay is wrong even occasionally, caregivers stop trusting the agency. When pay is consistently accurate and the same data shows in their app that they clocked, that they earned, and that they were paid for — trust accumulates. The 100-day cliff narrows. Retention data builds as a byproduct.
The five drains of CareDrain™ run through scheduling and payroll first. Every hour of reconciliation, every wrong paycheck, every Saturday spent verifying numbers — all of it shows up as Economic Drain and Time Drain. The diagnostic shows you the dollar number.