Caregivers check in and out of each visit through a geofenced mobile link. Verified hours flow straight into timesheets, payroll exports, and client invoices, while any mismatch between schedule and reality is flagged to a coordinator before the billing run — not after.
Typical results
100%
Visits GPS-verified
-89%
Invoice disputes
12 hrs/wk
Coordinator time saved
Figures reflect typical results for this kind of automation.
The challenge
Billing ran on paper timesheets handed in weekly — often late, sometimes illegible, occasionally optimistic. The office spent five days each cycle reconciling sheets against schedules, families disputed invoices they couldn't verify, and caregivers waited on payroll corrections. Every billing run was a fight the agency was losing on both ends.
Before and after
Billing cycle
−97%Invoice disputes per month
−89%Weekly reconciliation time
−86%The automation
We gave every caregiver a mobile check-in link geofenced to each client's address — tap to start the visit on arrival, tap to close it on leaving. Verified hours write themselves into digital timesheets, and a Make scenario compares actuals against the schedule: matched visits flow straight through to the payroll export and client invoices, while gaps, short visits, or missed check-ins land in a coordinator's exception queue for resolution before billing runs.
How it works
- 01
Geofenced check-in
The caregiver taps a mobile link on arrival; the geofence confirms she's at the client's address.
- 02
Check-out closes visit
Tapping out on departure stamps the verified duration onto the digital timesheet.
- 03
Auto reconciliation
Make compares verified hours against the schedule for every visit, every day.
- 04
Exceptions flagged
Short visits, gaps, or missed check-ins route to a coordinator queue before billing.
- 05
Bill & pay
Clean hours export to payroll and generate client invoices in the same run.
Starts from
- Geofenced check-ins
- Visit schedule
Delivers
- Timesheets & payroll
- Client invoices
- Mismatch flags
The impact
The billing cycle collapsed from five days to four hours — coordinators resolve a short exception list instead of reconciling every sheet. Invoice disputes fell from nine a month to one, payroll corrections nearly vanished, and families now receive invoices backed by verified visit times they can trust.
Questions about this automation
How does geofenced check-in verify a visit?
The caregiver opens a mobile link on arrival and taps to check in. The link compares the phone's location with the client's address and records the time only when they match. Tapping out on departure closes the visit and writes the verified duration to the digital timesheet, so there are no paper sheets to collect.
What counts as an exception before billing?
The flow compares each verified visit with the schedule. Visits that are shorter than planned, missing a check-in or check-out, or recorded away from the client's address go to a coordinator queue. The coordinator confirms, corrects or adds a note, and only resolved visits move on to payroll and invoicing.
Which payroll and invoicing tools can it connect to?
Verified hours are exported in the format the agency's payroll provider or accounting software expects, and client invoices are generated from the same data using each client's hourly rate. The flow runs in Make, so most common payroll, invoicing and scheduling tools can be connected. It is a multi-step build, usually rolled out in stages.