Care-admin calculator

What does admin really cost your home?

Model your home's admin time and cost in two minutes. Illustrative — your numbers will differ.

Your home

Adjust to match your service. Sensible defaults are pre-filled.

Beds

Frontline care staff

headcount

Shifts per staff / week

Admin saved / shift

mins

Blended staff cost

£/hr

Include occupancy upside

Avg weekly placement fee

£/week

Illustrative — admin time you could win back

£29,120/year

Roughly 2,080 hours a year (~40 hrs/week) — about 277 full days of care time.

This values the admin time digital records typically give back (~20 min per care worker per shift), not your total admin spend.

Plus occupancy: one avoided void week ≈ £1,300 of recovered revenue.

See your real numbers: book a demo

The working — verify the maths

Nothing hidden. The PDF is a shareable one-pager with your numbers, the working and the sources. Prefer to audit it yourself? The CSV opens in Excel or Google Sheets with live formulas — change any input and it recomputes.

Step by step

Annual admin hours = staff × shifts/week × (mins ÷ 60) × 52
30 staff × 4 shifts × (20 ÷ 60) × 52 = 2,080 hrs/yr
Annual cost = hours × blended £/hr
2,080 hrs × £14/hr = £29,120/yr
Care-time = hours ÷ 7.5 hr/day
2,080 hrs ÷ 7.5 = 277 care-days/yr
Occupancy (separate) = one avoided void week
1 week × £1,300 = £1,300

Assumptions & sources

Admin saved/shift — DHSC, "Digital revolution in care saves millions of admin hours", 5 December 2025 — at least 20 minutes per care worker per shift saved by digital care records.
Placement fee — carehome.co.uk fees guide, 2026 — average residential placement ≈ £1,298/week (we round to £1,300).
Blended £/hr — Illustrative: roughly care-worker median pay plus ~20% employer on-costs (NI, pension, holiday). Edit to your own blended rate.
Care day — Care-time equivalent assumes a 7.5-hour care shift.

Illustrative model — your numbers will differ.Inputs are deliberately conservative (the DHSC figure is “at least” 20 minutes). We'll model your real numbers in the demo.

Want a hand with your real numbers?

The report above is yours to download any time — free, no sign-up. Or leave your details and we'll send a copy plus a short, no-pressure note on where services like yours tend to save most.