Waiversoft
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For accountants and bookkeepers

APD agency payroll and claims, for accountants

APD agencies earn from Medicaid claims and spend most of it on caregiver pay, and the two rarely arrive in the same shape. When your client runs on Waiversoft, pay and claims come from the same approved visits, and the owner can send you each period's files in a few clicks.

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No cost to partner · See a demo

Month-end files
Brightwater Care Partners · October
Ready
Payroll · Oct 16–31
27 employees · hours, rates, gross pay
CSV
Direct deposit · Oct 31
24 deposits · $41,862.50
NACHA
Claims · October
Submitted, paid, claim numbers, EFT references
Excel
Caregiver invoices
Downloaded by each caregiver per pay period
PDF
Billable
$96,410
Payroll
$58,930
Margin
38.9%

What your client can send you

The month-end files, from one system

There's no accountant login today. Payroll is visible to the agency's admins only, so the owner downloads these and sends them to you.

Payroll

A payroll spreadsheet for each pay period

For each pay period on the agency's schedule, whether weekly, biweekly, semimonthly or monthly, Waiversoft adds up every caregiver's approved visits at their rate and exports a CSV you can open in any spreadsheet. It figures gross pay only: it doesn't withhold or file payroll taxes, which stay with the agency's payroll service or with you. More on our payroll page.
  • Only visits with an approved note are paid
  • Hours, visits and gross pay per caregiver
  • Pay periods that match the agency's payday
payroll-2026-10-16-to-10-31.csv
CSV
EmployeeHoursRateGross
Angela Morris62.5$19.50$1,218.75
Carlos Mendoza51.0$16.75$854.25
Denise Carter18 visits$56.00$1,008.00
Priya Natarajan40.25$20.50$825.13
Approved visits only · Oct 16–31 · paid Nov 5

Direct deposit

A record of every deposit the agency sent

Agencies that pay by direct deposit make a standard NACHA file from the pay run and upload it to their bank. Each run keeps the amount per caregiver, the effective date and when it was sent and paid, so deposits can be matched to the bank statement. Each deposit begins at the caregiver's gross pay, which fits 1099 contractors; for W-2 staff the agency types in the net from its payroll service.
  • Each run a locked record of what it paid
  • Bank account numbers encrypted, last four shown
  • Optional $0 test deposits for new accounts
Deposit run · Oct 1–15
Paid
Effective date
Oct 21, 2026
Deposits
4 · $3,648.25
File sent
Oct 18, 10:40 AM
Marked paid
Oct 21, 8:05 AM
Angela Morris••4417$1,193.25
Carlos Mendoza••7890$855.00

Revenue

Medicaid claims with submitted and paid dates

Billing exports in CSV, Excel or PDF list each claimed visit with its service code, units, rate and charge. When the agency marks claims submitted and paid, each visit keeps the dates, the claim number and the payment reference, and the claims tracker shows what's still awaiting payment, which makes receivables straightforward to reconcile. More on our billing page.
  • Awaiting payment, paid and everything sent
  • Claim numbers and remittance references per visit
  • A visit is never billed twice
Claims
Awaiting paymentPaidAll
Marcus Bell
October visits · Submitted Nov 3
$2,059.20
Paid
ICN 2026310•••• · EFT •••81
Eleanor Whitfield
October visits · Submitted Nov 3
$1,263.60
Awaiting
Waiting for the remittance
Ruth Calloway
October visits · Submitted Nov 4
$982.80
Awaiting
Waiting for the remittance
$4,305.60 sent · $2,246.40 awaiting · $2,059.20 paid

Rates and contractors

Pay rates by service, and invoices from contractors

Each caregiver's rate is set per service, hourly, per visit, per day or salary, and every change is kept as pay history the admins can see. Each caregiver can pull an invoice PDF for any pay period, so agencies paying 1099 contractors have an invoice behind every payment.
  • A different rate per service
  • Pay history kept for every change
  • Invoice PDFs from each caregiver
Invoice
Carlos Mendoza
To Brightwater Care Partners · Oct 1–15
Personal Supports · 38.5 h × $16.75$644.88
Respite · 12.5 h × $16.75$209.38
Total$854.26
Downloaded by the caregiver as a PDF

Also useful at month end

Details that save a back-and-forth

Margin by service

The payroll dashboard sets payroll against billable revenue by week, employee and service.

Pay schedule

The agency sets its pay frequency and payday once; every report follows it.

Claim entry worksheet

A spreadsheet of the claims in the order the Medicaid portal asks for them.

Charge per claim line

Units times the line's rate, rounded to the cent, so file totals match their rows.

Pay history

Every rate change per employee, visible to admins only.

Caregiver pay view

Caregivers can check their own rate and estimated pay, which cuts down pay questions.

Every export logged

Each download and export is recorded in an audit log that can't be edited.

Service log PDF

A service log for any visit, if a payment is ever questioned.

Partnering

How working together starts

01

Send the form

Tell us about your firm and roughly how many APD agencies you keep books for.

02

We reply by email

We reply to hear which files your clients struggle to produce.

03

Walk a client through it

We demo Waiversoft for clients you introduce, at no cost to you.

FAQ

Questions from accountants and bookkeepers

Can I log in to my client's Waiversoft?

Not with an accountant login; there isn't one today. Payroll is visible to the agency's admins only, so the owner downloads the payroll spreadsheet, deposit details and billing exports and sends them to you.

Does Waiversoft run payroll taxes?

No. It figures gross pay from approved visits and can make a direct deposit file, but it doesn't withhold or file payroll taxes. That stays with the agency's payroll service or with you.

Do partners get paid for referrals?

Not today. There's no referral payment or commission. Partnering means we stay in touch, answer your clients' questions and give them demos.

Does partnering cost anything?

No. Agencies pay for Waiversoft by consumer; there's no cost to you, and caregivers and office staff don't add to your client's bill.

More of the Waiversoft platform

Consumer recordsPlans, authorizations, notes and documentsCaregiver filesScreenings and trainings, tracked before they expireScheduling & EVVShifts matched to authorized unitsVisit notesNotes checked for compliance before you approveBillingClaims checked against authorizationsE-signConsents and agreements signed in the appPayrollPay from approved visits, with direct deposit files

Keep books for APD agencies?

Tell us about your practice, and we'll show your clients how to send you payroll and claims in one consistent shape.

Become a partnerSee a demo