Home care clinical data is in one system. Financials are in another. That's the gap.
Home care agencies run their clinical operation in AlayaCare (or Axxess, MatrixCare, etc.) and their books in QuickBooks (or Xero, NetSuite, Sage Intacct, Dynamics 365). Both systems are good at what they do. Neither talks to the other out of the box.
What happens in practice: the AR team exports an AlayaCare billing report, opens Excel, manually creates journal entries, and pastes them into QuickBooks. Revenue accruals are done quarter-end by a bookkeeper who hand-calculates visits not yet billed. Invoice-level detail is lost because QuickBooks only gets the summary. When the CFO asks "what was the margin on the Q3 Denver branch?", the answer takes a week.
Mid-size agencies lose 20-40 hours per month of finance-team time to manual AlayaCare-to-QuickBooks reconciliation. That's half an FTE, spent on copy-paste that any decent integration could automate.
FinanceLink — the missing bridge.
FinanceLink is Rubi's integration platform that connects home care systems of record (like AlayaCare) to accounting systems (like QuickBooks, Xero, NetSuite). It handles the three things manual reconciliation is worst at: ledger sync, invoice sync, and error management.
Ledger entries, invoices, and revenue accruals flowing automatically from AlayaCare into QuickBooks — with a validated chart of accounts and no manual keying.
What FinanceLink does.
Ledger Sync
Moves financial data from AlayaCare into your accounting system's general ledger — revenue, cost of service, payroll accruals, whatever your chart of accounts needs. Every entry is validated against your COA before posting, so you don't get mystery journal entries hitting accounts that don't exist.
- Configurable summarization — by date, by branch, by customer, by service line. Stay at the level of detail your CFO actually wants.
- COA validation — FinanceLink reads your accounting system's chart of accounts and rejects any transaction that would post to a non-existent or inactive account.
- Revenue recognition — accrual-basis agencies can configure when revenue recognizes (visit completion, visit verification, billing cycle close) and the ledger posts match.
- Branch + cost-center mapping — multi-branch agencies can route entries to the right accounting dimensions automatically.
Invoice Sync
Moves invoices, payments, and customer details between AlayaCare and accounting. Unlike a dumb summary push, FinanceLink preserves the detail your finance team cares about.
- Draft or finalized — sync invoices as drafts so the AR team can review before they go out, or finalize automatically for low-touch clients
- Optional line-item detail — push every visit as a line, or summarize by service/week/client depending on your preference
- Custom descriptions — configurable templates so invoices read the way your clients expect ("July 2024 home care services" vs a raw visit dump)
- Customer company sync — new AlayaCare client orgs flow to accounting as customers automatically with the right billing terms, contact, and address
Self-Service Portal
A light web portal your finance team uses to see what's syncing, spot errors, and re-run failed transactions. Nobody should be digging through logs to figure out why Tuesday's batch didn't post.
- Sync status dashboard — at-a-glance view of what's synced, what's queued, what errored
- Error review — failed transactions are flagged with the reason (COA mismatch, missing customer, invalid amount) and can be fixed in-place or re-queued
- Audit log — every sync event is logged with timestamp, source record, target record, and outcome
- Manual replay — trigger a re-sync for a date range or individual record without calling support
Supported platforms.
Roadmap: MatrixCare, Kinnser, CareVoyant, and other major home care platforms.
What changes for your finance team.
- No more month-end reconciliation marathons — ledger entries post automatically, within minutes of visit finalization
- Accurate revenue accruals without hand-calculation — cutoff is handled by the sync logic, not a whiteboard
- Branch-level P&L visibility in real time — your CFO can see Q3 Denver margin on the 1st of October, not the 15th
- Invoice detail preserved — customer service calls about "what's on this invoice" get answered in 30 seconds instead of 30 minutes
- Clean audit trail — every entry in the GL ties back to a source record in AlayaCare with one click
Frequently asked questions.
No. FinanceLink reads your existing COA and maps AlayaCare billing categories to your accounts using a configurable mapping table. Your CFO sets the rules once; we apply them on every sync.
FinanceLink detects corrections and generates reversing entries + corrected entries, so your GL always reflects the latest state. No orphan rows, no double-counts.
Yes. We typically run FinanceLink in "preview only" for the first 2-4 weeks so your finance team can see what would post, verify the mapping, and catch any surprises before entries hit the live GL.
A one-time setup fee + monthly subscription based on transaction volume and the number of connected accounting systems. No per-user licensing. Usually a small fraction of the finance-team hours saved.