How OnCare Billing Works
OnCare invoices are calculated based on the number of active care workers on your account. This is the only factor that determines your monthly cost. Your billing is not affected by the number of clients you manage or the number of office staff on your account. Office staff, including admins, coordinators, and managers, are completely free and unlimited. You can add as many office users as you need without it affecting your costs.
The starting price for OnCare is £99 per month for up to five care workers. Every additional active care worker beyond five costs £18 per seat per month. On a month-by-month plan, your invoice is updated as soon as you add a new active care worker, so changes are reflected immediately.
OnCare also offers annual deals that lock your pricing in for a full twelve months. This means that even if you add more care workers during the year, your per-seat price will not increase until the annual renewal. This gives you twelve months to grow your business and generate more revenue before any pricing adjustment takes effect. At each annual renewal, your pricing is reviewed based on your current number of active care workers, and you always receive a discount: 20% off if you choose the standard annual package, or 30% off if you go with the full package.
It is important to understand exactly what counts towards your bill and what does not:
Active care workers are billed. Any care worker profile that is currently active on your OnCare account counts towards your invoice. This includes care workers who are on the rota, those with scheduled visits, and those who are simply marked as active in the system, even if they have not logged in recently.
Office staff are NOT billed. Admin users, coordinators, managers, and any other office-based staff who use OnCare do not count towards your invoice. You can add as many office users as you need at no extra cost.
Archived or inactive care workers are NOT billed. If a care worker leaves your agency or is no longer working, archiving their profile removes them from the active count. They will no longer appear on your invoice once they have been archived.
Clients do not affect your billing. You can add as many clients as you need without any impact on your monthly cost. Billing is based solely on care workers, not client numbers. You can add as many clients as you need at no extra cost.
What Happens When You Add or Remove Care Workers
Your invoice adjusts based on changes to your active care worker count. If you are on a month-by-month plan, adding a new care worker increases your next invoice by £18 per seat (for any care worker beyond the initial five included in your base price). As soon as a new care worker profile is created and marked as active, they will be included in your billing count. If you are on an annual deal, your pricing remains locked for the full twelve months regardless of how many care workers you add during that period.
If you need to reduce your care worker count, for example going from eight active care workers down to seven, you should archive the care worker who is no longer active and then contact your account manager so they can review and adjust your billing accordingly. The system does not automatically reduce your invoice when you archive a care worker, so reaching out to your account manager ensures the change is applied correctly.
There is no limit to the number of care workers you can have on your account. However, if you are looking for unlimited care workers at a fixed price, this is available exclusively through annual deals. Speak to your account manager to find out more about annual pricing options.
How to Cancel Your OnCare Account
If you decide to cancel your OnCare subscription, the process is straightforward. Email the OnCare support team to request cancellation and include your agency name so the team can locate your account quickly. You will receive a confirmation from the support team that includes your final billing date (the last date you will be invoiced for) and your last access date (the final day you will be able to log in and use OnCare).
A 30-day notice period applies. Cancellation is not immediate. From the date your cancellation request is acknowledged, there is a 30-day notice period before your account is fully closed. OnCare does not offer refunds, but you can cancel at any time. If you archive all your active care workers but do not formally cancel, your account will remain open. To fully close your account, you must go through the cancellation process by emailing support.
What Happens During the 30-Day Notice Period
Your account remains fully active for the entire 30-day notice period. All care workers and office staff can continue to log in and use OnCare as normal. Scheduling, eMAR, client records, and all other features remain available. You can continue to export any data you need before your access ends. Your final invoice will cover the period up to your final billing date as confirmed by the support team.
Once the 30-day notice period ends and your last access date passes, your account will be closed and you will no longer be able to log in. If you wish to reactivate your account after cancellation, contact the OnCare support team to discuss your options. Depending on how long your account has been closed, your previous data may or may not still be available.
Do you provide signed contracts?
As a subscription-based software platform, OnCare does not use manually signed paper or PDF contracts. Instead, all user accounts are governed by our official Terms and Conditions. This is the standard legal agreement for our B2B SaaS platform and ensures a seamless, instant setup for your agency.
Where can I find the agreement ? You can review our full Terms and Conditions at any time by visiting:
Terms and conditions : https://www.weareoncare.com/terms/
Privacy policy : https://www.weareoncare.com/privacy-policy/
How is the agreement signed ? Agreement to our Terms and Conditions is automatically captured during the initial checkout process. Before activating a subscription and processing the first payment, all clients must formally accept these terms via a mandatory confirmation step. This digital acceptance serves as the legally binding agreement between your agency and OnCare.
Off-Boarding Session
When you cancel your account, OnCare offers a free 15-minute off-boarding session to make sure everything is properly taken care of before you leave. During this session, the OnCare team will help you transfer your data, verify that all exports have been completed, and ensure nothing important is missed. This is the recommended approach, as it guarantees that your care plans, visit records, invoices, and other critical data are safely exported and ready for your next system or for your own records.
If you prefer not to schedule an off-boarding session, you are free to handle the data transfer yourself using the export features available in OnCare. You can download care plans and risk assessments as PDFs, export schedules, visit reports, invoices, mileage, and time sheets as CSV files, and use the Export Data option in Settings for a broader data export. However, the off-boarding session is strongly suggested to make sure everything is done properly and nothing is overlooked before your access ends.