One connected system helps a growing Texas agency save time, reduce stress, and simplify payroll
As the only office employee at her family-owned agency in Texas, Kawther Salih handled payroll, billing, EVV oversight, and all the other day-to-day office operations by herself. Payroll in particular consumed hours of her day. Every payroll cycle meant manually checking caregiver hours across systems and re-entering data by hand.
“It would take me two to three hours per day,” Kawther said. “I had to check every hour, add up everything, make sure they clocked in and out.” The process worked, but Salih knew that it would be unsustainable as the agency grew.
Today, payroll takes about 20 minutes.
By moving to HHAeXchange Payroll, the agency connected payroll directly to visit data, giving the agency one place to manage caregiver hours, payroll, and reporting.
“If you want to process payroll fast, go with HHAeXchange,” Salih said.
Disconnected systems were not sustainable
Before HHAeXchange Payroll, Austin Light Home Care used separate systems for EVV and payroll.
Salih would first generate payroll reports inside HHAeXchange. Then she manually compared caregiver hours and entered everything into a separate payroll system.
“I had to check every client and manually enter everything,” she said.
The process created extra work every payroll cycle and customer support delays made it harder to move quickly when issues came up.
“One time, I had to wait over an hour to get help,” Salih said. “As somebody who has multiple roles in the company, I needed something faster.”
As the agency looked ahead to future growth, Salih wanted a simpler process that would be easier to manage and train new employees on. “We were already managing EVV with HHAeXchange,” she said. “Having everything in one place made sense.”
Connecting payroll directly to EVV
The agency realized the biggest problem was not payroll itself — it was managing payroll separately from everything else. HHAeXchange Payroll brought everything into one system and felt simpler than continuing to manage two different platforms.
The implementation team handled the migration process, including transferring employee and client information from the agency’s previous payroll provider.
Salih said the onboarding process helped remove much of the stress that typically comes with switching systems. The HHAeXchange team met with Salih weekly to review payroll details, confirm employee classifications, and make sure everything was accurate before the agency’s first payroll run.
“We made sure all the hours were correct before we submitted anything,” she said. “When payday came, everybody got their paycheck and everybody was happy.”
Once the agency went live, the difference was immediate. What once took two to three hours — and sometimes an entire day — now takes between 10 and 20 minutes.
Because payroll now connects directly to EVV visit data, the agency no longer spends hours checking caregiver time across multiple systems. Instead, the hours worked populate automatically in the payroll module rather than manually keying in the data by hand.
“If caregivers have any questions, I can show them the hours that were submitted and explain exactly where the amount on their paycheck came from,” she said. The connected workflow also improved confidence in payroll accuracy. “Everything flows from the correct payroll period, with no issues,” Salih said.
More time back for the business
For Salih, the biggest difference is simple: payroll no longer takes over her day. Instead of spending hours checking payroll and fixing issues, she can focus on running the business and supporting caregivers.
The agency’s caregivers also appreciate having payroll information available in the same HHAeXchange+ mobile app that they already use for clocking in and out. This visibility has also reduced the number of payroll-related calls and questions during the workday.
“Before, they used to call me asking for their pay stubs. Now they can access it through the app, which has been very helpful,” said Salih
Austin Light Home Care also lowered payroll-related costs after moving away from its previous payroll provider.
“I am paying about half as much now, for a much better experience,” Salih said. “The savings created more room to reinvest back into the business. We saved a pretty good amount that we can put back into our agency to make improvements.”
Responsive customer support also became a major differentiator.
“Every time I need help, the HHAeXchange support team is right there with an answer,” Salih said. “Customer service is so important to me. I feel so supported with HHAeXchange.”
For agencies managing payroll and EVV in separate systems, Salih recommends making the switch sooner rather than later.
She said, “It’s so much more efficient with everything together. If you want something fast and simple, go with HHAeXchange.”
