CareLedger AI: questions and answers
Direct answers about how CareLedger AI reconciles UK social care billing, how it handles data, and what providers typically recover.
About CareLedger AI
What is CareLedger AI?
CareLedger AI is reconciliation and financial assurance software for UK social care providers. It matches rostered, delivered and invoiced care hours against local authority, ICB and private payer remittances, flags every discrepancy, and produces a CQC-ready audit trail for each adjustment.
Who is CareLedger AI for?
Finance leads, registered managers and directors at UK domiciliary care, supported living and residential providers that bill local authorities or Integrated Care Boards. It is designed for providers running from a few hundred to tens of thousands of visits per week.
How is CareLedger AI different from care management software?
Care management systems plan and record care delivery. CareLedger AI sits downstream and independently verifies that delivered care was correctly invoiced and correctly paid. It reads exports from your existing rostering and call monitoring systems rather than replacing them.
Does CareLedger AI replace my finance system?
No. It reconciles against your existing ledger and exports approved adjustments to Xero and Sage. Your accounting system remains the book of record.
Data, security and compliance
Is CareLedger AI GDPR compliant?
Yes. CareLedger AI is built for UK GDPR compliance: data is encrypted in transit with TLS 1.3 and at rest with AES-256, access is enforced by row-level security so an agency can only ever read its own records, and personally identifying columns are filtered client-side before upload wherever reconciliation does not require them.
Where is our data stored?
Data is held in UK and EU regions with encryption at rest, retained according to your configured retention period and deletable on request in line with your data controller obligations.
Does CareLedger AI need service user personal data?
No. Reconciliation works on pseudonymised service user references, visit timestamps, funding bands and monetary values. Names and addresses are not required and can be stripped before upload.
What audit trail does CareLedger AI produce?
Every reconciliation run, exception, adjustment and export writes an append-only audit entry recording who acted, when, and what changed. The trail can be exported as a compliance pack for any date range for CQC or funder review.
Getting started and pricing
How long does it take to get started?
Most providers run their first reconciliation on the same day. You upload a roster or call-log export and a remittance file as CSV, confirm your rate card, and the first exception report is generated automatically.
What data do I need to upload?
Three exports: your roster or electronic call monitoring log, your sales invoice ledger for the same period, and the payer's remittance advice. All are accepted as CSV.
How much does CareLedger AI cost?
CareLedger AI is offered on monthly subscription tiers scaled to care hours reconciled, with a Growth tier for agencies up to 5,000 monthly care hours and an Enterprise tier including API access for larger providers. A free trial is available without payment details.
Is there a free trial?
Yes. You can create an account and reconcile a real payment cycle during the trial period before subscribing.
Reconciliation outcomes
How much revenue can a care provider recover?
Recovery depends on billing maturity, but unbilled and underpaid care in UK domiciliary services commonly sits between 2% and 7% of annual revenue. CareLedger AI quantifies your actual figure from your first reconciled cycle rather than an estimate.
Can CareLedger AI detect fraud or timesheet manipulation?
It detects anomalies — impossible travel between consecutive visits, duplicated call logs, systematic rounding and outlier patterns by carer or branch — and scores them for review. It surfaces patterns for human investigation rather than making determinations.
Does it work with electronic call monitoring systems?
Yes. Any system that can export visit-level records with timestamps and a service user reference can be reconciled, including the major UK ECM and rostering platforms.
Can we export findings to Xero or Sage?
Yes. Approved adjustments and credit notes export in Xero- and Sage-compatible formats so nothing needs rekeying.
Still have a question?
Email hello@careledgerai.tech, or read the reference guides for a deeper explanation of the reconciliation controls.