Pricing
One platform, priced for the way you operate
Every feature is included for every organization. There are no tiers to climb and nothing sold as a paid add-on. What changes between providers is scale, so we quote each one against the locations they run and the people they support.
Same-day quotes · No card required to start · No setup fee · No minimum contract · Free migration from your current system
What every organization gets
All of it. This is not a top tier you work up to — it is the product. Services can be as diverse as the individuals they serve, so the quote flexes and the capability does not.
Documentation
Daily notes in a guided or streamlined format, face sheets, medical records, and document storage, all filed against the individual they belong to. Voice dictation on every narrative box.
Plans
Person-centered plans and Part V, with outcomes, risks, and routines pulled straight through onto the notes your staff write, so documenting the plan is not a second job.
Medication administration
Full MAR, plus controlled counts, disposal records, and transfer sheets. Errors are caught and reviewed rather than discovered at audit.
Incidents
Incident reporting with the follow-up, root cause analysis, and quarterly review each one is supposed to trigger, on your state timelines.
Forms
A full forms library kept current with your state, and a builder for your own. Every form generates a PDF, takes signatures, and saves a draft you can finish later.
AI writing help
Smart Draft and Smart Rephrase turn what a DSP actually wrote into a clean, professional note. It never invents anything a staff member did not document.
Scheduling & payroll
Shifts, clock in and out, timesheets, and payroll reconciliation. Not an add-on and not a higher tier.
Claims
Medicaid billing and electronic claims, built from the documentation your staff already wrote rather than re-keyed into a separate system.
Communications
Messaging and announcements across your team, and signature requests out to guardians and coordinators who do not work in CareHub.
Compliance & reporting
Live compliance dashboards, an Audit File you can hand to a licensing specialist, and exports for the reports your state asks for.
Behavior support
Behavior plans, data sheets, and trend graphs for the people who need them, with the analytics a consultant expects.
Unlimited staff
You are never charged per seat. Hire ten people and your bill does not move.
Included for Every Organization
These come with CareHub for every organization. No per-seat charges and nothing held back for a higher tier.
What shapes your quote
CareHub covers every intellectual and developmental disability waiver service line, in all 50 states, and the name your state uses for each one may not match what is below. These are the ways a service actually gets delivered, and pricing is built around that shape rather than a title. Most providers run a mix, and the mix is what we size against. Tell us what you run and we will put a number to it.
A licensed site
Group homes, day programmes, or any other licensed location — whatever your state calls it. The most common shape, and the one per-location pricing is built around.
A single household
Sponsored residential, host home, foster placement — one house supporting one or two people. Priced below a licensed site on purpose, so the model is not penalised for its size.
Center-based support
A day programme or facility-based service, counted the same way as any other licensed location regardless of what your state’s waiver calls it.
No fixed site
In-home supports, community engagement, and coaching. Anything delivered at the person rather than a place. Sized by who you support instead of where.
Service facilitation
Consumer-directed cases you monitor on a visit cycle while the family directs the services. Priced below a supported individual, because monitoring somebody quarterly is not the same work as supporting them daily, and the reimbursement follows the visit rather than the month.
A specialised service line
Supported employment, skilled nursing, and similar services run alongside everything else, with the documentation each one is held to.
A behavior consulting practice
BCBA and LBA practices, with CPT-coded sessions, contact notes, and a workspace that hides the residential items you do not need.
Quotes come back the same day. No discovery call to sit through and no sales sequence to escape.
How CareHub compares
Most IDD platforms bill per user and sell the rest as modules, so the number you are quoted and the number you pay a year later are rarely the same. CareHub bills per location and includes the modules others charge for.
| Feature | CareHubEverything included | Therap | OthersLauris, Foothold, WellSky |
|---|---|---|---|
| Pricing model | Per location | Per user | Per user |
| All core modules included | |||
| AI documentation tools | |||
| Scheduling & payroll built in | |||
| Free migration | |||
| No setup fee | |||
| No minimum contract | |||
| Staff accounts | Unlimited | Billed per user | Billed per user |
| Claims & Medicaid billing | Included | Add-on | Add-on |
| State-specific forms maintained for you | Varies | Varies | |
| Behavior consulting workspace | Varies | Varies | |
| Quote turnaround | Same day | Sales cycle | Sales cycle |
Competitor data from ITQlick, SoftwareFinder, G2, and Capterra. Therap and others do not publish pricing; estimates based on publicly-cited ranges ($65–$150/user/mo for Therap).
Per-location pricing
Add 10 staff and your bill stays the same. Competitors charge per user, so growing your team means growing your bill.
Core modules included
Documentation, MAR, incidents, plans, AI, scheduling, payroll, claims, and communications are all included for every organization. Competitors charge $20-$50/user for each of these.
No surprises
No setup fee, no minimum contract, and free migration from your current system.
Questions we get asked
The ones worth answering before you talk to anyone.
Is CareHub right for my organization?⌄
CareHub is built for providers delivering intellectual and developmental disability waiver services: group homes, sponsored residential, day support, community engagement, in-home supports, service facilitation, skilled nursing and nurse delegation delivered under a waiver, and behavior consulting. It is not built for assisted living facilities, behavioral health or mental health residential programs, or children’s therapeutic group homes. Those work under different regulations, different funding, and different documentation, and CareHub would document the wrong things for them. If you are not sure which side of that line you fall on, ask us before you spend any time on it and we will tell you honestly.
How much does CareHub cost?⌄
Your price is built from what you actually run: the licensed locations you operate, the people you support, and your service lines. Not every person counts the same way, either. Service facilitation cases, which you monitor on a visit cycle rather than support daily, are priced below a supported individual. Staff accounts are never charged per seat, so hiring never grows your bill. There is no published ladder to pick from, and every organization is quoted against its own operation.
Why is pricing not published?⌄
Because a published ladder only fits the provider it was written for. Services can be as diverse as the individuals they serve: a two-home provider with a heavy community caseload and a six-home provider with none do not belong in the same box, and a ladder either overcharges the first or undercharges the second. Quoting each organization against its own operation is the honest version of that, and it comes back the same day.
How long does a quote take?⌄
Same day. Tell us your locations, the people you support, and your service lines and you get a number back — no discovery call to sit through first and no sales sequence afterwards.
Are any features held back or sold as add-ons?⌄
No. Documentation, plans, MAR, incidents, forms, AI writing help, scheduling and payroll, claims, communications, compliance reporting, and behavior support are included for every organization regardless of size. There is nothing to unlock and nothing to buy separately. What a quote changes is scale, never capability.
What's included in the free trial?⌄
Fourteen days of full access, with no card required and nothing switched off. Set up your organization, add locations, add the people you support, and run the workflow end to end. If you stop there you are never charged.
Is there a long-term contract?⌄
Only if you want one. Month-to-month is the default, with no lock-in and no minimum term, and you can cancel at any time. If you would rather fix your pricing, a term of a year or longer protects you from any change for its full length, and annual billing earns about 5 percent off.
What happens if I open or close a location mid-year?⌄
Your price follows your configuration rather than a plan you have to be moved between. Tell us what changed and the new location, sponsored home, or individual count is reflected on your next invoice, prorated for the month it takes effect. There is no upgrade to negotiate and no plan to be moved onto.
Does a day program count as a service location?⌄
Yes. A licensed day program or day support site is a service location, the same as a licensed residential home. Community-delivered services are not: sponsored residential, in-home support, community engagement and community coaching are counted by the individuals you serve rather than as locations, because there is no licensed site involved. If you are unsure which applies to a program you run, ask us and we will look at it with you.
Are there limits on staff or individuals served?⌄
No limits, and no allowance to track. Staff are unlimited and never charged per seat. Every individual you support is the same flat rate from the first one, whether they are at a licensed location, a sponsored home, or served in the community, and no individual is ever counted twice.
What does it cost to move from our current system?⌄
Nothing. Migration is free and we do the work: your people, your locations, and your historical documentation come across, and there is no setup fee at either end.
See it against your own documentation
Fourteen days, no card, nothing switched off. Bring your homes, your people, and your paperwork, and see how much of it CareHub already knows how to do.