How care providers can reduce admin pressure and stay financially compliant

Written by Abdallah Saalah, Founder of AdminBooks

Running a care home or domiciliary care service involves much more than delivering frontline care.

It means managing payroll, handling audits, maintaining accurate records, and remaining compliant with Care Quality Commission (CQC) requirements.

 For small and medium-sized providers, these administrative and financial tasks can quickly become overwhelming, especially without dedicated in-house teams.

As the former finance manager of a multi-home care group and now the founder of Adminbooks, I’ve seen firsthand the operational challenges care providers face.

In this article, I’ll share how outsourcing key back-office functions can ease the pressure and help providers remain compliant, efficient, and financially stable.

Understanding the challenges in the care sector

Care businesses operate under unique and intense pressures, including:

• High staff turnover
• Strict CQC documentation and governance requirements
• Frequent audits and inspections
• Timely payroll and pension submissions
• Skilled Worker visa sponsorship documentation
• Extensive and repetitive paperwork

Without clear systems and support in place, these demands can lead to delays, mistakes, and regulatory risk, putting pressure on care managers and owners alike.

Five areas where back office support makes a measurable difference

Having supported clients such as JWcare Group, we’ve found the following five areas consistently benefit from specialist admin and finance support:

How AdminBooks supports care providers

1. Bookkeeping and reconciliation

We help care providers stay financially organised by tracking income and expenses accurately.

Our weekly reconciliation ensures your records are always up to date, reducing errors, improving reporting accuracy, and keeping you ready for audits or funding reviews.

2. Payroll and pensions

We process weekly or monthly payroll on time, every time, submitting RTI (Real Time Information) to HMRC and ensuring full compliance.

We also manage auto-enrolment pension schemes like NEST or The People’s Pension, so you stay on top of your employer duties.

3. Management accounts

Our monthly or quarterly financial reports offer clear insight into your cash flow, income, and expenditure.

These reports support better decision-making and are often essential when applying for loans, funding, or preparing for strategic growth.

4. CQC-compliant administration

We support your admin team with key compliance tasks, including staff contracts, onboarding records, and visa sponsorship documentation.

This reduces the risk of non-compliance and helps you always stay inspection ready.

5. Invoicing for councils & NHS

We handle the preparation and tracking of receivable invoices to local authorities and NHS funding bodies. Our support ensures correct formatting, required documentation, and reconciliation with remittance advice, helping you maintain healthy and predictable cash flow.

Testimonial: What our clients say

Janet Wyatt, Director, JWcare Group said: "I have always appreciated the prompt, very efficient service we receive from AdminBooks. Their bookkeeping is accurate and reliable, highly recommended."

Sector-specific expertise that makes a measurable difference

One of the most valuable advantages of outsourcing to AdminBooks is gaining access to a team that genuinely understands the care sector, both operationally and financially.

Unlike generic bookkeeping providers, we offer support shaped by real experience within regulated care environments.

Our in-house team includes a registered care manager who works closely with our bookkeepers to provide guidance that goes beyond numbers.

This unique combination enables us to support care providers with:

• Preparing confidently for CQC audits and inspections
• Organising compliant staff files, HR records, and governance documents
• Navigating day-to-day administrative challenges from a care manager’s perspective

This hands-on, sector-informed approach ensures your financial and admin functions are aligned with both regulatory requirements and the practical realities of delivering care.

Key takeaways for care providers

• Weekly reconciliation and monthly reports improve financial clarity and compliance
• Delegating admin tasks frees time for care delivery and staff support
• Sector-specific knowledge helps you stay aligned with CQC and LA requirements
• Cloud tools save time and enhance data security
• Access to both bookkeeping and registered care expertise is a rare and valuable combination

Need Support?

If you're a care provider looking to reduce administrative pressure, improve compliance, and streamline your operations, we’d love to help. Click here to get in touch or call 0121 269 7845