Set The Bed Fees Your Care Home Really Needs.

The Quality Care Calculator is the only tool that will ensure you set the right fees to meet the care needs of your clients and the financial needs of your care home.

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Why You and Your Care Home Needs the Quality Care Calculator

Set the Fees You Need, Not the Fees Your Referrers Want to Pay

Your referrers – your LAs and CCGs – will never set the right fees because they don’t know how to and because their goal is to meet their budget restraints, not your needs.

Only you know what your costs are and hence how much it costs you to deliver the care your residents need. The Quality Care Calculator will help you make sure you get this right.


Eliminate the Guesswork from Setting Bed Fees

With the Quality Care Calculator you will be able to eliminate guesswork and set the exact fee you need.

Enter all individual care that a person needs and the Quality Care Calculator will calculate exactly how much it will cost you to deliver that care each week.

With your running costs included, the tool will then show you how much this person will cost you in total.

Enter a target profit percentage, and the Quality Care Calculator will calculate the fee you need.

Try the Quality Care Calculator Now For Free


Take Control and Secure the Future of Your Care Home

Being in control of your care home and securing its future starts with accurately calculating the fee you need.

You will be able to overcome your referrers’ arguments to reduce your fee because you have a clear breakdown of your costs. You can also enter the fee your referrer wants to pay and see just how little profit or how much of a loss you will make.

This will give you the confidence to say no if your referrer refuses to meet your quote.


Receiving the right fee is not a choice it is a necessity – the survival of your care home depends on it.

You must calculate the right fees.

Easily Access Your Resident Quotes Anytime

All your resident quotes are kept securely in your own library that you can login to and access anytime and on any desktop or mobile device. All you need is access to the Internet.

That means you can refer back to a resident’s quote and easily amend and save new quotes in preparation for a client review should the care that person needs change.

You can also see the financial impact on current fees if cost increases such as fuel and food and the National Living Wage, so you can make more informed decisions on the actions you need to take.

Try the Quality Care Calculator Now For Free


How Does the Quality Care Calculator Work?

Create Accurate Person-centred Bed Fees in Minutes that covers your costs and is based on the needs of your client.

Step 1: Set Your Monthly Running Costs

Enter your monthly fixed and staff costs and the Quality Care Calculator will divide that cost equally across your beds to set a minimum breakeven cost for each resident. (Update annually or more frequently if necessary.)

All quotes will take in this running cost so you don’t have to repeat this exercise for each quote you create. A summary table will also show how much daily ‘basic’ care each resident can receive as part of care and nurse staff costs.


Note: For Fixed Costs you can have up to 10 individual cost tables and 8 rows per table. Add as much or as little detail as you need. If you use another tool to record your monthly costs then you could simply add one average monthly total in one table.

Step 2: Create a New Quote and Add Any Extra and Specialist Individual Care

Create a new quote and add any extra and specialist care the person needs plus any medical sundries or specialist equipment.


The Quality Care Calculator will add up the total amount of time this extra and specialist care takes and calculate the cost for each.

Step 3: See your Overall Costs for This Person

Once you have entered all the care a person needs, the tool will generate a quote where you will see all your costs broken down and an overall cost for caring for this person.


Because you are only entering the care the person needs and have already entered the average hourly rates for your care and nurse (if you have them) teams, the cost of this extra care is calculated accurately and objectively.

Hence, all ambiguity and guesswork are eliminated. This is how much this person will cost to care for. There is no room to negotiate and you can’t agree to reduce care that is needed.

You have complete visibility of the care this person needs and can therefore clearly show how you reached your overall cost (final breakeven point) for this person.

Step 4: Set the Fee Your Care Home Business Needs

Once you have your total cost you can set the right fee.

First you may decide to add an ‘Impact Analysis’ percentage to cushion you against future cost rises. Next you add a profit that is healthy for your business - 30%+ is a healthy profit for a business. You must set a profit that keeps your care home strong during tough times. For example, care homes on say 20% profit saw this reduce to 10% when all the extra costs associated with Coronavirus hit.


Now that you have your fee and all your costs broken down, you can present and negotiate that fee from a position of strength that comes with having complete visibility of all your costs. You can even divide and ‘hide’ your profit into your fixed and staff costs so that your referrer doesn’t know your profit margin.

Now you have a realistic fee that you have created accurately and that you know means you can deliver the care the person needs and return the profit your care home needs.

What Else Will the Quality Care Calculator Do For me?

Know the Financial Impact of Accepting a Referrer’s Fee

When a referrer tries to persuade you to accept their fee it’s not easy to know the actual financial impact that fee may have on your care home. This can make it difficult for you to argue against that fee and show convincingly why it is not enough.

The Quality Care Calculator will give you that impact and strengthen your argument.

Your quote page includes a table next to the one in step 4 in which you can enter the fee that your referrer is offering. The table will show your weekly profit or loss based on that fee plus the annual financial impact for an entire year.

The table will also show the difference between your fee and your referrer’s fee and so you can easily see the equivalent amount of care that you would have to take out.


This instant comparison is extremely powerful and will help you when being pressured to accept a fee your referrer wishes to pay.

Store Live Quotes, Convert into Residents

All quotes are stored safely. When a person joins your care home, turn their live quote into a ‘Resident’.

Build a library of all your residents that you can access and refer to at any time. If that person’s needs change and you need to revise your fee simply call up the quote, amend and save a new version.


Optional Separate Login for Your Accountant or Finance Manager

Separate Login for your Accountant or Finance Manager

If you want your accountant or finance manager to enter your running costs but not have access to the rest of the tool, so that you keep your client data and prices private. You can set up a separate login for them that only gives them access to the running costs part of the tool.


Put The Control Back in Your Hands Without Breaking the Bank

No other tool gives you the visibility and control over setting and negotiating the bed fees you need. The Quality Care Calculator can make the difference between a care home that financially struggles on fees that are too low and one that sets and wins the fees it needs to be financially strong.

For that return you might expect the Quality Care Calculator to be a significant investment. It isn’t.

The cost of this tool is in line with the number of beds you have so whatever size your care home, the Quality Care Calculator will only cost the equivalent of a few pence per bed per week.


Stay Financially Healthy

Accurately set the fees you need that returns the profit your care home needs and keeps it financially healthy.


Eliminate Guesswork

No longer accept a fee hoping it will be enough to care for your client and your business. Present a fee that you know will.


Ensure You Cover Your Costs

Establish your monthly running costs and know the minimum cost (breakeven point) of each resident before any extra care and your profit is added. Accurately calculate the cost for all the extra care a person needs so you know you can afford to deliver that care and not hope you can.


Compare the Financial Impact of Your Fee with a Fee Your Referrer Wants to Pay

Instantly compare how much profit or loss you will make weekly and annually on your calculated fee versus a fee your referrer wants you to accept.


Negotiate for Your Fee from a Position of Strength

Have the visibility you need to justify the fee you are quoting and to be able to highlight what care you would have to take out and the potential loss you would make if you accepted the fee they wish to pay.


Create Accurate Quotes in Minutes

The running costs you enter apply to all subsequent quotes you create. Create a new quote, enter any extra care needed and target profit, and your fee is calculated for you.

What do Other Providers Think of the Quality Care Calculator?

Worth Every Penny

"As a small care provider I can honestly say it’s been worth every penny. It has made calculating our costs so much easier. Additionally, it has highlighted to us the severity of the shortfall in funding from the LA and given us a sound platform to start negotiations from hopefully enabling us to futureproof the business, staff jobs and the service for residents both present and future."

Ben Jourdan, Director.

Resulted in Us Receiving the Right Fees

"Being able to prove the cost of the care we need to deliver the care needed and sticking to our guns has resulted in us receiving the right fees."

Kate Collins, Home Manager

Gives Me the Confidence to Challenge and Get the Fee I Need

"Having spent years putting together quotes based on what authorities were willing to pay, I now have a tool that gives me the confidence to challenge and ultimately get the fee I need."

Stephanie Smith, Home Manager.

The Quality Care Calculator Story

We know that setting and receiving the right fees is hard work.

For years my wife, who owns nursing homes that care for those with complex mental health needs, would look at the care she, or one of her nurses, assessed that a person would need and with pen, paper, a calculator and years of experience, she would put together a quote she thought would be enough.

She asked me to help her put something together so her managers could create fees that didn’t rely on her experience and gut feel. I took what was in her head and created an Excel-based spreadsheet version of the Quality Care Calculator.

Her homes managers used this tool for a few years to create accurate fees and confidently negotiate for and successfully receive those fees.

Seeing what was happening in the care industry with record numbers of care homes going insolvent every year, simply because they weren’t getting the fees they needed, I searched for a tool, like the one I had created for our own use, that could help care providers set the right fees, but I found nothing.

I therefore decided to invest in making the Quality Care Calculator an online tool that all care providers could access and use.

I’m really proud of what we’ve created and the help it is bringing care providers (including our own managers) to create the right bed fees and to negotiate for those fees more confidently.

We are so confident in our product that not only do we offer a 100% No-Risk 30-Day Money Back Guarantee. We also give you a 14-Day Free Trial. Try it out for 14 days before any payment is taken. That's zero risk to try out the Quality Care Calculator and set the fees you really need.

Try the Quality Care Calculator Now For Free

Frequently Asked Questions

Do you have questions about the Quality Care Calculator? See the list below of our most frequently asked questions. If you want to asked another then please do contact us.

Who should use the Quality Care Calculator?

The Quality Care Calculator is for those who own or manage care homes, whether a residential home or a nursing home for people with high-end needs.

I'm not IT savvy – is it hard to use?

The Quality Care Calculator takes you through the usual steps you should take to create an accurate quote. We’ve worked hard to make it flow in a straightforward, easy to use way. Should you be unsure, we have a number of videos and a user guide to help you and our support email should you still have a question we hadn’t covered.

Do I Need to download any special software?

No. Provided you have access to the internet and a web browser you can log into the Quality Care calculator from anywhere and use all its features.

Do you offer an enterprise plans if we have more than 5 care homes?

Absolutely, contact us a and let us know how many care homes you need the tool for and we will come back to you.

How do I cancel before the end of the Free Trial?

You can cancel your subscription at any time during the 14 day trial period. Just email us at and we will cancel your subscription for you.

Do you offer an Enterprise Plan if we have more than 10 care homes?

Absolutely, contact us and let us know how many care homes you have and we will come back to you.