Top Apps for Running a Profitable Assisted Living Business

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Running an assisted living business takes using smart tools. If you’re wondering what software you actually need to stay organized, compliant, and profitable… this guide is for you.

Let’s break down the best apps that can help you run your assisted living business more efficiently, without drowning in paperwork or chaos. 🧠💪

Check out this video, too: 

Why Tech Tools Matter in Assisted Living

Many small care homes rely on paper and memory—and that leads to burnout, missing documentation, and lost money.

🛠️ The right apps help you:

  • Stay compliant with state requirements

  • Track residents' care plans and progress

  • Run payroll, bookkeeping, and groceries efficiently

  • Save time for your staff (and yourself)

Let’s get into the must-have tools that can make your business smoother and more profitable.

🖥️ Step 1: Get an EHR System (Electronic Healthcare Record)

Ditch the paper forms! EHR and EMR systems let you:
✅ Track resident info, assessments, care plans
✅ Upload agreements and forms
✅ Share updates with your team instantly
✅ Integrate with your pharmacy

Top picks:

  • ALIS – Assisted Living Intelligent Solutions. Easy to use, great support. We use this at my Idaho facility and love it!

  • ECP – A budget-friendly option. We use this at our Colorado facility and have been very happy with it.

  • ExaCare – Geared toward larger homes. Modern and growing fast.

  • AccessEMR - The guys at AccessEMR are great to work with and looking into breaking into the US market (they're based in Canada), reach out and tell them I sent you!

💡 Look for systems that are easy to use, pharmacy-friendly, and have strong support.

💵 Step 2: Run Payroll Smoothly with Gusto

Payroll can be painful—unless you use a system like Gusto.
Brandon uses it for all his facilities.

Why it’s great:
✅ Handles payroll, taxes, benefits, and PTO
✅ Simple for new staff to learn
✅ Good customer service
✅ Bonus: $100 gift card if you sign up with my referral link

You only need a good payroll system, and Gusto delivers.

🍽️ Step 3: Simplify Meal Planning with Grove Menus

Most people forget that planning meals is a big deal in assisted living.

That’s where Grove Menus comes in:
✅ Provides recipes and grocery lists
✅ Tracks dietary needs
✅ Keeps you compliant with state food requirements
✅ Pricing based on licensed beds

It helps your staff AND makes surveys easier. Huge win. 🥦🥩📝

🛒 Step 4: Get Groceries & Supplies Without Wasting Time

Buying in bulk saves you money—but driving around town doesn’t.

Here’s some recommendations:

  • Walmart+ (used in Idaho): Easy online ordering and delivery

  • Sam’s Club (used in Colorado): Bulk pricing

  • Costco: Another solid option

Bonus Tips:
✅ Compare prices with local stores like Kroger or Albertsons
✅ For medical supplies, try McKesson

You can also try Sysco if you’re running a large facility or have several homes in your portfolio, but it may not be ideal if you just have one small home.

📊 Step 5: Track Your Finances with Bookkeeping Tools

Don’t skip this step. Clean books = smoother SBA funding and easier growth.

QuickBooks
✅ Easy to use
✅ Tons of tutorials and support
✅ Makes SBA reports and selling your business easier

Other options: Zoho Books or spreadsheets (if you’re disciplined). Or just hire a bookkeeper!

👉 If you're a bookkeeper reading this, comment below and let people know you’re available!

💳 Step 6: Get a Business Credit Card (and Use It Right)

Still using your personal credit card for business? Time to stop.

Brandon recommends:

This keeps your expenses organized and gives you more control across facilities.

Next Steps: Take Action Today!

🚀 Want to launch your assisted living business in the next 12 months?

✅ Step 1: Download the Business Plan Checklist to start planning.
 ✅ Step 2:  Apply for the Assisted Living Investing Mastermind for expert coaching.
 ✅ Step 3: Follow this guide, take action, and bring your vision to life!

Got questions? Drop them in the comments below! ⬇️

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