Pay what was delivered and approved

APD caregiver payroll from approved visits

Waiversoft works out what you owe each caregiver from the visits your office approved, using their pay rate for each service. Preview the pay period, download a spreadsheet for your payroll service, or make a bank file for direct deposit. Amounts start at gross pay; Waiversoft doesn't withhold or file taxes.

Part of every Waiversoft plan · See pricing

Payroll · Twice a month

Oct 16 – Oct 31, 2026

Payday Wed, Nov 5

Preview Export

EmployeeRateVisitsHoursGross pay

Angela Morris$18.50/hr2264h 30m$1,193.25

Denise CarterBy service1851h 00m$918.00

Carlos Mendoza$95.00/day1138h 15m$855.00

Rosa Delgado$3,200/month——$1,600.00

3 visits are waiting for approval and aren't paid yet

How it works

Pay that comes straight from the visit record

The same visits, units and approvals your billing uses decide what each person is paid, so payday and your claims tell the same story.

Pay rates

A rate for every service, and salaries too

Pay a caregiver by the hour, per visit or per day, or set a weekly, monthly or yearly salary for office staff. Give someone a different rate for Personal Supports than for Respite. A new rate starts on the date you pick, so earlier visits keep the rate that was in effect when they happened.

Hourly pay on quarter-hour services uses the same units the claim bills
Every rate change is kept in the employee's pay history, seen by admins only
Salaries are spread evenly across the days of the pay period

Compensation · Denise Carter

Admins only

Default rate

From Sep 1, 2026

$17.75 / hourCurrent

Personal Supports

From Jan 6, 2026

$18.00 / hourCurrent

Respite

From Mar 2, 2026

$16.00 / hourCurrent

Default rate

From Jan 6, 2026

$17.00 / hourPast

Pay by the hour, visit or day, or a weekly, monthly or yearly salary.

Approved visits only

Only visits your office signed off on get paid

A visit counts toward pay once its note is approved or the visit is billed. Visits waiting for approval or marked incomplete aren't paid yet; Payroll shows how many there are, so you can clear them before payday. A visit still in progress, or one with no clock-in and no note, isn't paid until it's fixed.

Group shifts pay each staff member once, from their own clock-in and clock-out
Employees with no rate show as Missing a rate, so nobody is left out by accident
A visit clocked for more than 16 hours is held, the same as on billing

Visits · Angela Morris

2 of 4 paid

Mon Oct 27 · 9:00 AM – 1:00 PM$74.00

Marcus Bell · Personal SupportsApproved

Tue Oct 28 · 2:00 PM – 5:00 PM$55.50

Eleanor Whitfield · RespiteApproved

Wed Oct 29 · 9:00 AM – 1:00 PMNot paid yet

Marcus Bell · Personal SupportsWaiting for approval

Thu Oct 30 · 10:00 AM – 2:00 PMNot paid yet

Devon Pierce · Personal SupportsIncomplete

Direct deposit

A NACHA bank file, made from the pay period

Enter your bank's details once, then make a pay run on the web: pick the employees, set the deposit date, and download an ACH file in the standard NACHA format to upload to your bank. The amount to deposit starts at gross pay and you can change it. A visit already paid in a pay run is never paid twice.

Bank account numbers are stored encrypted; only the last four digits show
A changed bank account is held out of pay runs for 3 days
Mark each run sent to the bank, then paid; void one that hasn't been paid

New pay run · Bank file (NACHA)

Oct 16 – Oct 31, 2026

Deposit date Wed, Nov 5

Angela Morris

Checking ••4417

$1,193.25

Carlos Mendoza

Savings ••7890

$855.00

Rosa Delgado

Checking ••2051

$1,600.00

Denise Carter

Bank account changed in the last 3 days — held

3 deposits · $3,648.25

Create run & download file

Payroll dashboard

See what you pay next to what visits bill

The dashboard puts the revenue from billable visits beside what you paid employees, with gross profit and margin by week, employee, client and service. Payroll is the bill you carry until Medicaid pays you, which our guide to the cost of starting an APD agency in Florida walks through.

Revenue per hour, with the change from the previous period
Top employees, clients and services by revenue, with their margin
Visits that can't be billed yet are counted apart from revenue

Payroll dashboard · October

Revenue

$28,410

Paid to employees

$17,960

Gross profit

$10,450

Revenue per hour

$27.85

Revenue vs payroll

Oct 5Oct 12Oct 19Oct 26

Revenue Paid to employees

Also in Payroll

The rest of payday, handled

Your pay schedule

Weekly, every two weeks, twice a month or monthly, with payday a set number of days after the period ends.

Preview before you export

Check each person's visits, hours and pay for the period before anything is downloaded.

Payroll spreadsheet

Download the selected employees' pay as a CSV on the web, ready for your payroll service.

Caregivers see their pay

In the caregiver app, caregivers see their rate, estimated pay and past periods. You can turn this off.

Invoices for contractors

Caregivers can download any pay period as an invoice PDF from the caregiver app on the web.

Admins only

Payroll, pay rates and bank details are hidden from office staff who aren't admins.

On the iPhone too

Check the dashboard, pay rates and pay schedule in the Waiversoft iPhone app.

Ask Coworker

Ask the AI assistant about this period's payroll or one employee's pay.

Getting started

From visit notes to payday

Set rates and a schedule

Add each employee's pay rate, by service if you need to, and choose how often you pay.

Approve visits as they come in

Approve notes during the period, so Payroll fills up with visits that are ready to pay.

Preview and pay

On payday, preview the period, then download the spreadsheet or make the bank file for direct deposit.

FAQ

Questions about payroll

Does Waiversoft withhold taxes or file payroll taxes?

No. Waiversoft works out gross pay from visits and rates. If you have W-2 employees, send the spreadsheet to your payroll service, which handles withholding, net pay and tax filings.

Most of our caregivers are 1099 contractors. Does that work?

Yes. The amount to deposit starts at gross pay, and caregivers can download each pay period as an invoice PDF that bills your agency for their visits.

Which banks accept the bank file?

The file follows the standard NACHA format for ACH direct deposit, so it isn't tied to one bank. Your bank needs to let you upload ACH files from online banking; ask them if you're not sure.

Why isn't a visit showing up in pay?

Most often its note is still waiting for approval or was marked incomplete. It can also be a visit still in progress, one with no clock-in and no note, or an employee with no pay rate yet.

Can caregivers see what we bill for their visits?

No. Caregivers see their own rate, estimated pay and past pay periods. Revenue and margin are only on the office's Payroll pages, for admins.

What does it cost?

Payroll is part of the one Waiversoft plan, $20 per consumer per month. Office staff and caregivers are free.

More of the Waiversoft platform

Consumer recordsPlans, authorizations, notes and documents Caregiver filesScreenings and trainings, tracked before they expire Scheduling & EVVShifts matched to authorized units Visit notesNotes checked for compliance before you approve BillingClaims checked against authorizations E-signConsents and agreements signed in the app

Run the whole agency from one system.

Book a 20-minute walkthrough and see how agencies handle records, scheduling, EVV, notes, and billing in Waiversoft.

See a demo Log in