Managing Payments for Helper Care Services: A Complete Guide

Paying for senior care on Herewith: Quick overview

On Herewith the caregiver payment process is based on hourly rates you set for your Helper, with no hidden subscription fees, no contracts, and no hourly minimums.

You get complete control over your budget and a more flexible style of paying for in-home care with options for one-time tasks and ongoing help. No matter what type of booking you choose, you get to set your own budget and schedule. The budget you set includes our 20% Herewith fee, so you don’t have to worry about extra costs tacked on at the end.

Learn more about how to estimate your in-home care costs on Herewith.

Understanding the caregiver payment process for one-time tasks

If you have booked a Helper for a one-time task, you will receive notifications before, during, and after each booked task.

How Herewith helps you track your Helper’s hours for a one-time task:

1. A text SMS message two hours before the task is scheduled to start
2. A text SMS message and a pop-up on the Herewith app when the Helper clocks in and begins their work
3. A live shift banner across the top of the Herewith app (visible both on web and mobile) tracking the task in real time
4. A text SMS message if your task goes longer than the scheduled time frame so you can message your Helper and check in with them
5. A text SMS message and pop-up on the Herewith app when your Helper clocks out and ends the task so you can review the hours and confirm they’re correct

Understanding the caregiver payment process for ongoing care

If you have hired a Helper for ongoing help, you can track their shifts in real time and request corrections for any hours that have been mistakenly logged. You’ll receive the following notifications:

How Herewith helps you track your Helper’s weekly shifts for ongoing care:

1. A text SMS message and a pop-up on the Herewith app when the Helper clocks in and begins their work
2. A live shift banner across the top of the Herewith app (visible both on web and mobile) tracking the shift in real time
3. A text SMS message if your Helper’s shift goes over 8 hours and into overtime
4. A text SMS message and pop-up on the Herewith app when your Helper clocks out and ends the shift so you can review the hours and confirm they’re correct

What if my Helper forgets to clock in or clock out?

Your Helper needs to clock in and out on their app in order for us to track their hours and ensure accurate records for your payroll. However, in the case that they make a mistake or forget, here’s what to do.

If your Helper makes a mistake in hours for a one-time task:

Helpers must clock in to get paid for tasks. If the task is supposed to start and you do not receive the live shift notifications, please reach out to your Helper directly. They may be running late, or they may have forgotten to clock in.

Tip: If they do not ever clock in but do show up and do the work, please call Support at 415-506-9776 so we can help resolve the situation.

If your Helper hasn’t clocked out yet and it’s past the time the task should have ended, we recommend reaching out to them to confirm whether or not they are still working. For example, if they are providing help with errands and are stuck in traffic, they may not be able to clock out yet.

Tip: You will get a text SMS reminder if your Helper is still clocked in and exceeds the time set for the task, so that you can message them and check in.

If you confirm your Helper has stopped working but they still haven’t clocked out, you may clock out on their behalf.

How to clock out for your Helper:

1. Click or tap on the Live Task banner along the top of your screen, either on your computer or mobile app
2. Click or tap the End Task button. On the mobile app you’ll slide to the right. On your computer you’ll need to press the button and wait a few seconds

If your Helper makes a mistake in hours for an ongoing care shift:

With Helper’s hired for ongoing care, it’s a little easier to correct hours after the shift has ended, ensuring a smooth weekly caregiver payment process.

• If a Helper forgets to clock in when they start their caregiving shift, they can make a correction to their time card afterwards.
• If they forget to log a shift entirely, they can manually add the shift after it’s already happened.
• All shifts are submitted for your approval on a weekly basis, so you can double-check that their hours are accurate and request corrections if necessary.

Learn more about how to manage the payment process for one-time senior care task bookings.

To review this week’s shifts:

1. Log into Herewith and click or tap the Helpers tab
2. Click or tap on the Review Shifts button under the relevant Helper’s name
3. You’ll see an overview of the Helper’s shifts from that week. Click or tap the blue button > Review hours for payroll
4. This is the timecard with all the shifts to be auto-submitted for payment that week.
5. Tap on individual shifts to request the Helper to correct their hours before Sunday at 11:59PM. You can also add any extra payments for your Helper on this screen for overtime or sick time

Learn more about how to manage the payment process for ongoing care.

What to do if your Helper doesn’t show up for work

If your Helper doesn’t show up for their scheduled one-time task shift, you can mark them as a no-show and you will not be charged. We will follow up and review the situation.

If your booking is for a one-time task:

1. Tap the End Task button. On the mobile app you’ll slide to the right. On your computer you’ll need to press the button and wait a few seconds
2. Tap This Helper didn’t show up
3. Tap Confirm

Please note that you have one hour after the scheduled end time of the task to mark the Helper as a no-show before you will be automatically charged.

If your Helper misses a shift for ongoing care:

Ongoing care works a little differently than one-time bookings. You’ll work with your Helper directly to set a schedule that works for you. If they do not show up for work, you can contact them directly to find out the reason. If they don’t log any hours, the shift will not appear on their weekly timecard. If you

Paying for senior care: Receipts, invoices, and notifications from Herewith

Our top priority when it comes to the caregiver payment process is transparency. There are a few ways we keep you informed throughout the booking and payment process, from SMS to email and in-app notifications.

Whether you have booked one-time tasks or employ a Helper for ongoing help, you will receive a push notification or text SMS message and email letting you know how many hours have been logged by your Helper(s), and the amount that will be charged.

For one-time tasks, a notification will be sent out as soon as the task is completed. You will have a one-hour window during which you may request a correction to your Helper’s hours or mark them as a no-show. After one hour, the payment will be automatically processed.

For hired Helpers’ weekly shifts, the first notification will go out on Saturdays at 6:00 PM PST, and you have until Monday at 12:00 AM PST to request any last minute corrections from your Helper, before autopay occurs on Monday at 9:00 AM PST.

If you have opted to use HomeWork Solutions, you can log into their online portal to view your past payments. If you have not opted to use HomeWork Solutions, receipts will be emailed after payment is processed, via Stripe.

How to review past payments and bookings for senior care services on Herewith

How to review past bookings for one-time tasks:

1. Log into Herewith and go to the Helpers tab
2. Look for the Past Requests section
3. Click or tap on each task to view more details

How to review past timecards for ongoing care:

We recommend bookmarking or printing out your emailed receipts to track your payment history.

To view your Helpers’ shift history:

1. Log into Herewith and go to the Helpers tab
2. Look for the Hired Helpers section
3. Tap on the card for the relevant Helper
4. Tap on Shift History > then select a date range
5. Tap on the pay period you wish to review to see more details
6. Tap on individual shifts to view the timecard for that day

How to add or change your payment method on Herewith

Herewith makes it easy to add and change payment methods as needed when paying for senior care. Unlike traditional care agencies, you can pay by credit card, making it easier to split costs between family members or manage a loved one’s care costs.

How to access your payment method on Herewith:

1. Click or tap My Account on desktop or Hamburger menu on mobile
2. Tap Payment method
3. Select your preferred payment method or add a new card
4. Tap Save

What to do if your payment method doesn’t go through for a senior care booking on Herewith

If your payment method doesn’t go through, you will receive notifications via email, text SMS, and push notifications for mobile. To avoid any disruption in service, update your payment method immediately, following the instructions outlined above.

What to know about Long Term Care Insurance, Medicare, Medicaid, and veteran benefits

Herewith does not currently take long term care insurance. At this time, Medicare, Medicaid, and veteran benefits do not work directly with Herewith to pay for in-home care.

Some long term care plans may reimburse you for in-home care. Please reach out to your insurance provider for specific requirements and any waiting periods.

Please note: Helpers on Herewith provide in-home care, which is covered differently in most plans from home health care and skilled nursing, which typically include medical treatment.

Who should I contact about payroll questions when paying for senior care on Herewith?

If you have a question about your payroll, please contact our Herewith support team at support@herewith.com or 415-506-9776.