Home Care Invoice Template

Free invoice templates for home care providers built for caregiver hours, mileage charges, and overtime rates. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: home care invoice, home care bill, or in-home care invoice.

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Download Free Home Care Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Home Care Invoice Template

Best for:

Logo, care plan and payer fields.

Editable Home Care Invoice Template

Best for:

Edit rates, overnight, travel, supplies.

Printable Home Care Invoice Template

Best for:

Totals, dates, signatures, shift logs.

Free Home Care Invoice Template

Best for:

Hours, caregiver name, tasks, mileage, notes.

How to Invoice as a Home Care Provider

Keep it simple, time-based, and tied to the care plan so clients see exactly what they’re paying for.

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In 5 Steps:

Estimate the care schedule, set rates, and collect a retainer or deposit before the first shift.
Track each visit’s start and stop times, tasks completed, and mileage against the care plan.
Build the invoice by visit: add labor units, travel, and any supplies, then subtotal and taxes.
Apply the deposit on the invoice so the current balance reflects what’s already paid.
Send the invoice with due date and payment options, and attach time logs or approvals.

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What to Include in a Home Care Invoice

These fields keep invoices clear, professional, and compliant where required.

Business name, address, phone, and email
Client full name and service address
Invoice number and invoice date
Caregiver name and certification/registration ID
Business license # and tax ID
Service dates with start and stop times
Rate type and units (hourly or flat) and quantity
Travel/mileage distance and rate
Supplies/PPE description and unit cost
Subtotal, tax on taxable items (check local rules), deposit received, payment terms, due date, late fee, and balance due

Billing Scenarios for Home Care Providers

How to label charges so every invoice makes sense the moment your clients see it.

Initial Assessment; Care Plan Setup

New client start that needs an intake and care plan

This separates the one-time onboarding work from ongoing care.

Hourly Care; Overage Hours

Weekday hourly visits that run past the standard daily or weekly limit

Extra hours are billed at a defined rate so totals stay transparent.

Overnight Shift; Sleep Time Deduction

Overnight or live-in shift where sleep time is unpaid

It shows the total hours on site and the paid hours after the deduction.

After-Hours Surcharge; Holiday Premium

Care delivered after hours or on a holiday

Record the deposit as money received and subtract it on the next invoice with the date and amount so the running balance is clear.

Mileage; Parking/Tolls

Travel to a distant address plus paid parking or tolls

Separating travel costs keeps the labor rate clean and fair.

Late Cancellation Fee; Turned-Away Fee

This covers held time when work can’t be reassigned on short notice.

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Home care rates and visit fees

Include caregiver hours, mileage, overtime, and visit notes with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Personal Care Visit

Item

ADL help in-home

Qty × visit rate; document ADLs completed and note any changes for the care record.

Companion Care Hour

Time

Social support time

Hours × hourly rate; log start/stop and engagement activities to demonstrate value.

Homemaker Visit

Item

Light housekeeping tasks

Qty × visit rate; list tasks like laundry or tidying to keep scope clear.

Meal Prep Hour

Time

Cooking and feeding help

Hours × hourly rate; include prep, serving, and cleanup time in your note.

Medication Reminders

Item

Non-clinical med prompts

Qty × visit rate; record reminder times and client response for continuity.

Transportation & Escort Time

Time

Drive and wait at visits

Hours × hourly rate; portal-to-portal. Add parking or tolls as pass-through with receipts.

RN Supervisory Visit

Item

Required care oversight

Qty × visit rate; attach visit note and confirm caregiver skills and plan compliance.

Care Plan Setup

Item

New client onboarding

Qty × setup rate; includes assessment scheduling, documentation, and family coordination.

Overnight Shift (Awake)

Time

Night safety and care

Hours × after-hours rate; define awake duties and rest breaks in the agreement.

Holiday Rate Adder

Item

Work on designated holidays

Qty × adder; apply per shift or visit per policy. Note the qualifying date in the invoice.

Save and reuse your home care rates and fees

Create a free account and save hourly rates, mileage, overtime, and visit notes once, so nothing gets retyped.

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Common Home Care Invoicing Mistakes

Real life is messy, but invoices don’t have to be. Use these fixes to prevent confusion, delays, and disputes.

Mistake

How to fix it

Listing a lump sum of hours without start and stop times creates doubt and slows payment.

Show visit dates with clock-in and clock-out times and the calculated units. Keep the time log on file and attach it when asked.

Combining labor and supplies on one line hides what’s taxable and triggers back-and-forth.

Use separate lines for labor and for supplies, and only tax the items that are taxable; check local rules.

Get approval by text or email before the shift and reference it on the invoice. Attach the approval message if needed.

Record the deposit as money received and subtract it on the next invoice with the date and amount so the running balance is clear.

Leaving out compliance identifiers delays corporate or insurer reimbursement.

Place your business license number, tax ID, and caregiver credential in the header so reviewers can verify quickly; check local rules.

Totals don’t match the time sheet, causing re-checks and late payment.

Reconcile hours and units before sending, show the math on the invoice, and use consistent rounding rules across all visits.

Home Care Invoice FAQs

Bill hourly shifts, live-in days, RN assessments, mileage, PPE, and EVV notes with the Home Care Invoice Template. Faster approvals, fewer disputes, clear answers.

How do I bill hourly visits with a two-hour minimum?

List actual time and add a “minimum visit” line if needed. Example: “Personal Care: 1.5 hr @ $32/hr = $48; Minimum visit add-on: 0.5 hr @ $32/hr = $16; Total = $64.”

Can I add mileage, parking, and errands to the bill?

Yes, if your agreement allows it. Example: “Mileage: 18.4 mi @ $0.67/mi = $12.33; Parking: $6.00; Errand time: 0.5 hr @ $30/hr = $15.00.”

How should I price overnight or live-in care?

Use a flat nightly rate or a day rate with defined awake hours. Example: “Overnight: 12 hr flat @ $350; Next-morning care: 3 hr @ $32/hr = $96.”

How do I handle overtime and holiday rates?

Show base rate and the premium separately. Example: “Overtime: 6.0 hr @ $48/hr (1.5x $32); Holiday shift: 8.0 hr @ $48/hr.” Rules vary—check local rules.

What belongs on the initial assessment and RN supervision line?

Include the visit type, who did it, and rate. Example: “RN Initial Assessment: 1 visit @ $120; Care plan setup: flat $45; Supervisory visit: 0.5 hr @ $90/hr = $45.”

Can I charge a cancellation or no-show fee?

If stated in your service agreement, yes. Example: “Late cancellation (<24 hrs): 1 @ $75; Same-day booking fee previously paid: applied credit -$25.”

How do I bill Medicaid-authorized hours and EVV vs private pay?

List authorization info and EVV details on the line. Example: “Personal Care: 8.0 hr @ $28/hr = $224; Auth #A12345; EVV ID 9F7C; Client copay $0.” Rules vary—check local rules.

Do I list disposable supplies like gloves and briefs?

Yes. Note whether they’re pass-through or marked up. Example: “PPE kit: 1 @ $8.00; Incontinence briefs: 2 packs @ $12 = $24; Sharps container: 1 @ $6.50.”