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Home care services · Finance function

Reduce outstanding receivables and pool payment reconciliation across your home care services.

An AI agent reconciles payments from county councils, the Urssaf, CESU vouchers and care recipients, qualifies the gaps and prepares collection actions, without changing the care management software of your services.

  • Less administrative time

  • More cash identified and collected

  • A consolidated view of the network

The starting point

One billed hour, four payers, one spreadsheet.

The amount received is almost never the amount expected, and until the reconciliation is done, nobody knows who still owes what, or since when. Meanwhile, the two-year limitation period keeps running.

The county council (département): one bulk transfer a month, one remittance advice to detail it, one format per council.

The care recipient, or someone on their behalf: co-payment and rate shortfall, by direct debit, cheque or a transfer with a vague reference.

The CESU clearing house: one transfer per batch of vouchers, net of fees, that matches no invoice.

The Urssaf (social contributions agency), pension funds, assistance companies: each with its own portal, rhythm and file.

Demonstration

The agent at work, scenario by scenario.

One care recipient, 40 hours a month in the care plan, 38 invoiced, 37 validated by visit tracking: a €20 gap somewhere in a 183-line transfer. Four scenarios on this fictional case, with fictional amounts; the sequence is the system’s. At each step, what the agent has prepared and what remains to be decided.

Scenarios

Finance workspaceFictional demonstration
…

    The same case in a full finance workspace: steering indicators, reconciliations in progress, connections. Everything in it is fictional, and everything can be clicked.

    Open the demo workspace (in French)

    The system in one diagram

    It reads what you already have. It writes to none of your systems.

    Three blocks: what it reads, how it matches, what it produces. All of it from the exports and read access you already have.

    Our agents can already read Domatel, the visit-tracking and billing platform used by many county councils. They read payment reports and remittance advices there, read-only, under a written mandate from the service, with a dedicated account and a logged session, within the portal’s terms of use.

    What the agent does for you

    It reads, it matches, it qualifies, it prepares.

    The number comes out of a rule, the decision out of a person. The agent works in between.

    It reads

    Remittance advices as PDF, spreadsheet or portal page, bank statements, exports from the care management software: the agent pulls out the line-by-line detail and checks that the totals add up to the transfer.

    What you gain

    No more re-typing; a document that does not add up goes to a manager before it gets in.

    It matches

    Each remittance line is linked to the right person’s invoices for the right period, comparing against what that payer owed, not the total invoiced.

    What you gain

    Clear-cut cases match themselves; only the gaps worth a look remain.

    It qualifies

    Every gap gets a name from a closed list: rejected hour, rate cap, overpayment clawed back, revised co-payment, bounced direct debit, third-party payment. Each name comes with its action.

    What you gain

    A readable explanation per gap, ranked by amount, ready to be validated or corrected.

    It prepares

    The claim to the council with its documents, the reminder to the family with the right tone and the right addressee, the follow-up of a late voucher batch. Letters go out in the service’s name, signed by your team.

    What you gain

    Claims filed within the deadlines, and reminders suited to each recipient’s situation.

    What the agent never does

    It proposes, you decide.

    • No invoice issued: your care management software remains the system of record for invoices and hours.
    • No accounting entry posted on its own: it proposes, your accounting validates.
    • No write access to your bank accounts: statements are read, no payment is initiated.
    • No reminder sent without your team’s validation, and never outside a scenario you have approved.
    • No scoring of people: the only score measures how well a payment matches an invoice.

    Vulnerable care recipients

    Every payer record carries a status that decides who receives what and in what tone: no more reminders once a death is recorded; letters to the legal guardian under full guardianship (tutelle) and a copy to the court-appointed supporter under partial guardianship (curatelle); reminders to the family carer only if designated in writing; receivables frozen once a debt-relief application is admissible; an alert before the two-year limitation period expires. No reminder fees are charged to the recipient, as the law requires.

    Framework and process

    Health data, a bounded pilot.

    • Disability and dependency are health data: the system follows the French data protection authority (CNIL) framework for social and medico-social support, with an impact assessment carried out with your data protection officer, and it is designed for a certified health data host (HDS).
    • Remittance advices carrying names are read inside that environment; external language models only see pseudonymised data. Arpaia acts as a processor under article 28 of the GDPR, with providers hosted in the European Union under contracts that exclude training on your data.
    • Every decision, automatic or human, is logged with its criteria; a statutory auditor can reconstruct why a given transfer settled a given invoice.

    The process

    We start with an assessment: your entities, your banks, your tools, the remittance formats you receive, the stock of unmatched items and old unpaid invoices. The pilot then covers a few councils and a few branches, with the exports you already produce, read access to bank statements and a manager’s time to validate. Scope, schedule and price are put in writing before we start. After the pilot, the system can be rolled out progressively to the other services in the network. The rules and connectors already built are reused, while each service keeps its own tools and validation processes.

    Across your network, what does reconciliation cost today?

    1. 01Unmatched outstanding balance
    2. 02Finance hours spent on reconciliation and collections
    3. 03Average age of receivables
    4. 04Number of distinct payers and formats

    Four indicators to fill in during the assessment. We measure them before and after the pilot.

    Assess your outstanding receivablesBack to home