Working smarter, not harder: Financial decision making at Beecared4

We've spoken to Birdie partner agencies, internal product managers, customer success and sales teams to understand how care agencies are coping with the immense pressure they’re currently under. From recruitment challenges to financial uncertainties, agencies must navigate a complex landscape. One thing we’ve certainly learned is that more than ever, finance teams have the opportunity to move beyond administrative tasks and become strategic drivers of efficiency and resilience.

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‍Pressures on Care Agencies

‍Care agencies are facing challenges from all angles: rising demand, workforce shortages, and uncertainty over government policy all threaten their bottom line. “We’re backed against a wall,” says the Victoria Barnes-Hudson, Registered Manager at Beecared4. “We’re still in the dark about national insurance contributions and changes to the national living wage. We’re having to play catch-up and anticipate cost-cutting in the dark.” For those Agency team members tracking financial performance, the key is to move from reactive to proactive management. They must ensure that critical financial insights are communicated early and often, allowing Agencies to make informed decisions that protect and strengthen the business. Beyond handling day-to-day operations, finance has a unique opportunity to drive strategic improvements and long-term sustainability.

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‍Putting Finance in Business Context

‍For agencies to make informed, strategic decisions, finance must play a central role in business oversight. This means breaking down silos and putting financial data in the context of broader agency metrics, including recruitment trends, service delivery, client retention, and visit cancellations. Customers tell us that in today’s unpredictable climate, agencies are holding tactical meetings every week to stay ahead. Barnes-Hudson explains: “There’s pressure to make sure we’re getting value for money from staff and to ensure we aren’t overspending. I’m meeting with the director every week to discuss where we will go.” Supporting these proactive decisions requires a system that seamlessly integrates financial oversight with care management and operational data, providing real-time insights in a simple, accessible format.

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‍Working Smarter, Not Harder: from Software to Human Resources

‍With constant industry changes, maximising existing resources is crucial. “Working smarter, not harder” is becoming a guiding principle for agencies, emphasising efficiency, evidence-based decision-making, and continuous evaluation.Using a single, unified system isn’t just a convenience. It keeps decision-making in context. Barnes-Hudson advises, “Multiple systems require separate data inputs. To work smarter, not harder, you need a single system that covers everything and knows what needs to be done.” With an integrated approach, all processes remain accountable, helping agencies minimise carer turnover and ensure client satisfaction. “Do your homework,” she advises. “Keep turnover to a minimum, consider the unrecoverable costs of training new carers, and ensure clients stay with you long-term. Make sure your software helps you track what’s truly important.”

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There's pressure to make sure we're getting value for money from staff and to ensure we aren't overspending...To work smarter, not harder, you need a single system that covers everythnig and knows what needs to be done."

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‍Meaningful Communication on Business Performance

‍The care industry relies heavily on communication, not just between agencies and carers, but also with clients, families, regulatory bodies, and internal stakeholders. Agency managers must consistently report to the CQC, local authorities, and internal teams to track performance and compliance.This is where tools like the recently released Finance Pulse Dashboard make a significant impact. Barnes-Hudson shares: “I absolutely love it. Before, I had to juggle multiple reports to complete monthly council and CQC forms, each requiring similar but slightly different data. Now, I have one clear view of my financials. I don’t have to switch between reports. I can quickly see the KPIs that matter to my environment and share them with my director. The Care Management Pulse Dashboard is just as valuable. It lets me easily show others in the organisation what’s affecting them, and we have the data to guide those conversations.”

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Remaining Nimble in Changing Circumstances

‍In this uncertain environment, care agencies must remain agile. Financial decision-making can no longer be based on manual, time-consuming processes, spreadsheets or fragmented reports. Instead, organisations must shift from administrative finance to strategic finance, ensuring not just efficiency but longevity. The future of finance in care agencies isn’t just about automation. It’s about clarity, insight, and survival. By embracing integrated financial oversight and real-time insights, agencies can navigate uncertainty with confidence, make informed decisions, and secure their long-term success.

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If your role encompasses maintaining compliance standards, then Birdie can help you - our smart homecare technology puts quality first, so you can keep raising the bar, no matter how much your organisation grows. Have a look here for more information.

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