What CareLedgerPro provides
CareLedgerPro provides a focused set of tools that help UK care teams record client money, manage petty cash and maintain a clear audit trail. Each service is designed for day-to-day use inside residential care, supported living and multi-site care groups.
CareLedgerPro gives staff a simple way to record money received, money spent, receipts collected, balances updated and signatures captured.
“Record client-money and petty-cash transactions, attach receipts, reconcile balances and keep a clear staff-only audit trail.”
Client-Money Ledger
A dedicated ledger for each client with running balances, itemised entries and full transaction history. Staff can record purchases, attach receipts and keep a clear record of day-to-day activity.
“Create an individual ledger for each client with a running balance and complete transaction history.”
Petty-Cash Tracking
Track petty cash per care unit with running histories, low-balance visibility and clear reconciliation workflows. Staff can record small purchases, attach receipts and maintain accurate balances.
Receipt Management
Attach receipts and supporting documents to each entry. Every upload is time-stamped and stored in the audit log, making it easy to evidence purchases during internal checks or inspections.
Reconciliation Tools
Reconcile recorded balances with actual cash held. Staff complete the reconciliation, managers review it and both actions are captured in the audit log.
“Reconcile cash with confidence using sign-off workflows.”
Spending Plans
Set weekly or monthly spending plans with category limits and live progress tracking. Staff can see how much is available, how much has been used and what remains.
Sign-Off Workflows
Capture signatures, marks or witnessing where required. Every sign-off is recorded with a timestamp and user identity, creating a clear chain of accountability.
Reports & Audit Evidence
Generate clear reports at client, unit and organisation level. Export transaction histories, reconciliations and outstanding actions for internal audit or inspection support.
“Maintain a clear audit trail with every action recorded and time-stamped.”
Staff-Only Access
Role-based permissions ensure sensitive records are only visible to authorised staff. CareLedgerPro acts as a data processor; the care provider remains the data controller.
Built for Care Teams
CareLedgerPro is designed for trained staff working in residential care, supported living and multi-site care groups. It replaces paper books and spreadsheets with a focused, accountable system built for everyday use.
What CareLedgerPro is / isn't
An honest summary of the product scope so buyers and DPOs can assess it accurately.
What it is
- A staff-facing client-money and petty-cash ledger for a single provider.
- Per-client balances, transactions, receipts, and running audit log.
- Countersignatures and two-person sign-off on reconciliations.
- Capacity-aware signature capture (“signed on behalf” when a client lacks capacity).
- Spending plans with category limits and soft warnings.
- Internal breach register and communication feed for trained staff.
What it is not
- Not a family or resident portal.
- Not an invoicing or billing engine.
- Not a split-funding tool for Local Authority / NHS / private contributions.
- Not an automated DSAR workflow.
- Not an automated retention or deletion scheduler.
- Not independently certified against ISO 27001, SOC 2, Cyber Essentials, or DSPT.
- Not legal, regulatory, or DPO advice.
Bring client money records into one clear system
Record transactions, attach receipts, complete reconciliations and keep a clear history of client-money activity in one place.