Hof Van Villers
A care residence where every task a carer ticks off quietly becomes a bill, a direct debit and a line in the accounts. The care was never the hard part - the billing was, and now it largely runs itself.
The Client
When a carer ticks a task, an invoice quietly writes itself
- Residential / elderly care (BE)
- Staff mobile app for daily tasks (Expo)
- Laravel backend + Filament admin
- Automatic billing from completed tasks & extra services
- Teamleader · SEPA direct debit · WinAuditor accounting
The care was never the hard part. The billing was.
Hof Van Villers is a care residence. Its day runs on tasks: care delivered, extra services rendered, residents and apartments looked after around the clock. Its month runs on billing — and care billing is fiddly. Every extra service is billable, every family has a preference for how the invoice arrives, and the numbers have to reach the accounting software and the bank correctly, every cycle.
We built an operations-and-billing system where the billing is a consequence of the care, not a separate monthly project.
Strategy
Our approach
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Discovery
The care was never the hard part. Turning a month of small, scattered services into a correct set of invoices, direct debits and accounting entries was — and it ran on a legacy WordPress system and a lot of manual reconciliation.
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Tasks to bills
Care staff work from a mobile app — task list, detail, time tracking, notes — built first in Ionic and now moving to a React Native (Expo) frontend on the same backend. When a task carrying a billable extra service is completed, it does not just close: it produces a bill. A Laravel backend rolls bills up into invoices with administrative costs applied, all under full audit logging.
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Three financial integrations
Teamleader receives draft invoices with the right delivery preference per resident — email, post or domiciliering. A SEPA generator produces the bank’s direct-debit files for families on domiciliation. A WinAuditor sync pushes the financial records into the accountant’s software over a Dropbox exchange. Each integration does one job.
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Document processing & migration
A separate PDF-split service takes batches of scanned documents and splits and files them automatically using OCR and QR/barcode recognition. The old WordPress data was read and carried into the new model, so the residence moved forward without losing its history.
Do the task, log it once. The billing follows.
Tasks on the floor
Care staff work from a mobile app: task list, detail, time tracking and notes.
Billing that follows the care
Completing a billable task produces a bill; bills aggregate into invoices automatically.
Teamleader, SEPA & WinAuditor
Draft invoices, direct-debit files and accounting entries, each generated by a focused integration.
Inbound paper, sorted by machine
A PDF-split service files scanned documents with OCR and QR/barcode recognition.
