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HerzensManagement

The complete software for 24-hour live-in care agencies in the DACH region

HerzensManagement supports care agencies in Austria, Germany and Switzerland in managing clients, caregivers, rotations, documents, invoices and communication - one system instead of Excel lists and Word templates.

Book a demo See features

No calls back to the office. No Excel list in your luggage.

Clients, caregivers, placement, rotations, contracts, invoices - one system instead of ten isolated tools.

Rotations, contracts and invoices take care of themselves.

What the system generates has no transcription errors and never forgets a line item - even at night, even without you.

Everything included. On every device.

Your entire agency in the browser - at your desk, on your phone, on a tablet under a palm tree.

Book a demo Read on
Rotation planning

Your agency's rotation planning - live, not staged.

All clients, all caregivers, all changeover days on one timeline. Generated from the contract, with a complete change history - the system flags overlaps by itself.

Rotation planning in HerzensManagement: timeline with clients, caregivers and changeover days, with a conflict warning for overlapping assignments

See rotation planning

Switch without paying twice

Is your care software being discontinued or changing provider?

We migrate your data, onboarding is free, and you get up to 6 months' money-back guarantee. Your team is up and running in 7 days.

And you don't pay twice: show us the cancellation confirmation from your current provider - until the end of your notice period, you use HerzensManagement free of charge.

See the switching offer

Supported by

Do you run a care agency in Switzerland? Go to the Swiss page

Why this care software

Because your administration spends more time on lists today than on people. HerzensManagement is not general office software but care software built for the day-to-day work of placement and care agencies in Austria, Germany and Switzerland.

An end to the paperwork

One system for everything: client list, caregiver pool, placement, rotations, contracts, invoices. No isolated Excel solutions, no knowledge that exists only in one person's head.

Speaks your language

The fields of your daily work are built in natively rather than tacked on as free text - in Austria, for example, Pflegestufe (the Austrian care level), Pflegegeld (the Austrian care allowance), subsidies, SVNR (the Austrian social security number) and WKO (the Austrian Economic Chamber), and in Switzerland GAV weekly planning (under the Swiss collective labour agreement) with Visierung (sign-off of recorded hours). What each country adds is described on the pages for Austria, Germany and Switzerland.

Fewer errors, faster processes

From contract to rotation to invoice - automated instead of retyped. What the system generates has no transcription errors and never forgets a line item.

What the software covers for placement agencies

Six areas, one system - each with real screenshots from the product.

AI search: results list with 82 caregivers found

Simply ask your agency a question.

“Caregivers who are available at the weekend” - an answer in seconds, from your real data. No other system on the market has this.

See AI search →
Rotation planning: timeline with 28-day cycles and changeover days

Rotations that plan themselves.

Generated from the contract, changeover days included - you only step in when something changes. With a complete change history.

See rotation planning →
Placement: invitation pipeline with the status of each candidate

From enquiry to confirmed caregiver.

A traceable pipeline instead of paper chaos - including application links under your brand, with no login required.

See placement →
Digital signature in HerzensManagement: signature page of a care contract on a smartphone

Contracts in 30 seconds. Signed on a mobile phone.

Generate the contract → send the signature link to the family → signed on a mobile phone. No printing, no scanning, no account for the family.

See documents →
Invoice list with invoice series and BMD export

Invoices that write and send themselves.

Created in line with tax rules, delivered automatically, payment status at a glance - including BMD export (for the Austrian accounting software BMD) for your bookkeeping.

See invoicing →
Client profile in HerzensManagement with master data and care assessment

Every detail in one place.

Full profiles with care assessment and the country-specific fields - from first contact to contract.

See clients & caregivers →

Who is it for? → Small & medium-sized agencies · Agency groups & franchises

Simply ask your agency a question.

“Caregivers who are available at the weekend” - an answer in seconds, from your real data. No filters, no Excel formulas.

Show clients without an assigned caregiver Clients with Pflegestufe 3 or higher Caregivers who are available at the weekend List all unpaid invoices

More about AI search

MCP interface

Do you work with Claude, ChatGPT or another AI tool?

Through the MCP interface, your AI tool reads your agency’s clients, caregivers, rotations and invoices directly from HerzensManagement. Strictly read-only, activated on request.

About the MCP interface

Your administration keeps working at night.

Emails, documents and invoices are not just created - they are automatically created and sent. The scheduler generates recurring family invoices by itself, contracts fill themselves from the client profile and go out for signature.

Invoice

Created, sent, tracked - the scheduler generates recurring family invoices by itself, as a branded PDF from your sender address.

Contract

Filled in, signed, filed - your own PDF template fills itself from the client profile and goes to the family's mobile phone for signature.

Email

From your address, with your templates - each agency sends via its own mail server, and the email log records everything.

You stay in control. The system does the work.

Live demo

The complete platform, live at a glance.

Konstantin, Product Owner at HerzensManagement, shows live in the dashboard how your agency uses one system instead of ten isolated tools, from the first client to the invoice.

Prefer a live demo?

What our users say

Rated by real people, not by us.

In an age of AI-built websites, genuine feedback counts more than ever. Here are our current Trustpilot reviews, unedited.

4.2 out of 5 on Trustpilot · 6 reviews · As of 12/10/2026
„Wir sind sehr zufrieden, die App erleichtert uns die täglichen Aufgaben enorm. Von Turnus bis Rechnungen und Dokumentenablage ist alles sehr gut durchdacht und umgesetzt … Wir können die App guten Gewissens weiterempfehlen.“
Monika Bürstinger, AT Trustpilot · original review in German
„Wir arbeiten gern mit HerzensManagement und merken im täglichen Betrieb, dass die Software gemeinsam mit Menschen entwickelt wurde, die die Abläufe einer Betreuungsagentur wirklich kennen.“
Werner Reicht, AT Trustpilot · original review in German
„Ich kann meinen täglichen Ablauf in der Pflege sehr gut planen und dokumentieren … Ein großes Lob an einen Mitarbeiter, Herrn Konstantin Pollanz, der mir bei Fragen und Problemen immer zur Seite steht!“
Sigrid Weißenbacher, AT Trustpilot · original review in German
„Einfachheit und Unkompliziertheit ist mir im Alltag wichtig … Daten speichern, Pflegeberichte schreiben, mit Kollegen und Mitarbeitern teilen, damit jeder informiert ist.“
Alexandra Lafer, AT Trustpilot · original review in German

On video: Kuido24 on day-to-day work with HerzensManagement

Richard Subosics, Managing Director of Kuido24, describes how the introduction went, where time is saved in the office and how teamwork has become easier.

“HerzensManagement was developed together with leading Austrian care agencies - every feature comes from real day-to-day agency work.”
The Herzens team, Graz

As featured in

Data migration

Your data comes with you. Within 48 hours, free of charge.

The most common reason agencies stay with an outdated solution is their data: years of clients, caregivers, contracts and documents. This is exactly the part we take on for you - not you for us.

Import in 48 hours · €0 · also as a custom import

The data import function is a fixed part of HerzensManagement - not an extra service, but built in: ready-made import routes are available for the care and placement solutions common in the DACH region. If your current system is not among them, we develop the import specifically for you - free of charge and at no extra cost in your plan.

1

Export from your current system

  • Your current industry solution Import already built in
  • Excel and CSV lists
  • Your document folders

No export possible? Then sample files or access are enough for us - we build the route.

2

We take care of the import

  • We map your fields and check them
  • Test run in your environment
  • Your approval before go-live

Effort for your team: one coordination meeting and the approval.

3

Everything is in HerzensManagement

  • Clients, caregivers, contracts
  • Rotations and assignment schedules
  • Documents and invoice history

Structured, searchable and usable in daily work from day one.

Data migration in line with the GDPR, processing on servers in the EU. Data processing agreement included.

Technical details of the import

Formats and interfaces

  • CSV and Excel (.csv, .xlsx)
  • XML and JSON
  • Database exports and dumps
  • REST interface / API
  • Document archives as PDF, images or ZIP

What we check

  • Field mapping, including your own custom fields
  • Duplicates and missing mandatory data
  • Date, number and currency formats
  • Character set and umlauts
  • Links between client, caregiver and contract

Process and timeframe

  • Data handover via a secure upload
  • Test import before anything goes live
  • Your acceptance, then go-live
  • Custom import usually within 48 hours of receiving the data

You don't need to be able to do any of this yourself. Tell us your current system, and we'll sort out the rest in the coordination meeting.

The import is already there

HerzensManagement comes with its own import function - including ready-made routes for the industry solutions common in the DACH region. No add-on module, no setup fee, no flat migration charge, not even for larger volumes of data.

Custom import included

For systems without a suitable standard route, we develop the import specifically for you - usually within 48 hours of receiving your data.

No parallel operation needed

Your history is complete in the system from the start. You don't have to keep two solutions open for months or retype old data.

Have your data migration checked, without obligation

Mobile app - Android & iOS

The caregiver documents directly on site.

Tick off delegated care tasks, vital signs and household tasks, reports by voice documentation, photo function and document storage - multilingual, including Romanian and Croatian.

Integrated time tracking and proof of service included: what happens out there lands in your agency's system in a structured way.

Mobile checklist view for the caregiver's tasks
In the DACH region

HerzensManagement in Austria, Germany and Switzerland.

The platform is the same in all three countries. What differs is what daily work on the ground requires - terms, fields and processes. What that means for your country is described on the respective page.

Austria

Pflegestufe, Pflegegeld, subsidies, SVNR and WKO are mapped as dedicated fields, plus the BMD export for bookkeeping.

See care software for Austrian agencies

Germany

Clients, caregivers, assignments, documents and invoices in one system - for agencies that place and provide care in Germany.

See care software for agencies in Germany

Switzerland

A dedicated module for GAV weekly planning: time tracking, Visierung chain and payroll export under the special provisions for live-in care.

See care software for Swiss agencies

Prices you don't have to ask for.

From €7 per client per month, full package €11 - no hidden costs, no setup fee. We show our prices. Ask yourself why others don't.

See all pricing

30 minutes that will save your administration years.

You see the real system, not slides. Bring your trickiest cases.

Book a demo Get in touch

Made in Austria. In use in Austria, Germany and Switzerland.

Contact

Do you have questions? We are here for you.

Email

[email protected]

Phone

+43 664 411 1294

Address

Raiffeisenstraße 54
8010 Graz, Austria