RespiteConnect

This section helps you manage payments professionally and transparently while keeping records for yourself and the family.

1. Agree Frequency with the Client

• Before starting support, agree how often invoices will be issued:
  • Weekly
  • Fortnightly
  • Monthly
• Confirm payment method: bank transfer, PayPal, or other mutually agreed method.
• Clarify what is included in the invoice (hours, travel, additional costs).

2. Use a Template

• A ready-to-use Word or PDF invoice template is provided here
• Invoice templateDownload
• The template includes:
  • Your name / provider contact details
  • Family / client name
  • Invoice number
  • Date
  • Breakdown of hours and rate
  • Travel costs (if applicable)
  • Total due
  • Payment instructions

3. Invoice Numbering

• Use a sequential numbering system for easy record-keeping and audit:
  • Example: 2026-001 for the first invoice of 2026
  • Increment by one for each subsequent invoice (2026-002, 2026-003, etc.)
• This helps track payments and makes year-end accounting easier.

4. Itemised Breakdown

Each invoice should clearly show:

Item	Hours	Rate	Travel	Total
Visit on 7 Mar	2	£20	£0	£40
Visit on 10 Mar	3	£20	£2	£62

• Include date of service, hours, hourly rate, and any agreed travel costs.
• Optional: brief note on activities if desired (e.g., “Walk in the park and companionship”).

5. Tips for Smooth Billing

• Keep a running spreadsheet of all visits and invoices.
• Share invoices promptly with families to avoid delays.
• Keep copies for yourself for HMRC / tax purposes.
• Be clear about any additional charges (travel, longer visits, materials).

As an independent respite provider, you are self-employed, which means you are responsible for reporting your income and paying the appropriate taxes.

1. Register as Self-Employed

• You must register with HMRC as self-employed as soon as you start earning income.
• Visit the official HMRC page: Register as self-employed
• You will receive a Unique Taxpayer Reference (UTR) which you will use to file your Self Assessment.

2. Keep Records

Good record-keeping is essential:

• Track all income from families, including dates, hours, and amounts received.
• Keep copies of invoices and receipts.
• Record any business-related expenses such as:
  • Travel / mileage
  • Materials used for activities
  • Insurance premiums

This makes completing your Self Assessment much easier and helps if HMRC queries your records.

3. Filing and Paying Tax

• You will file a Self Assessment tax return each year.
• The tax you pay depends on your income after expenses.
• HMRC provides guidance for self-employed individuals: Self Assessment for self-employed
• Payment deadlines:
  • 31 January – online Self Assessment and payment for previous tax year
  • 31 July – second payment on account (if applicable)

4. National Insurance

• As a self-employed provider, you may need to pay Class 2 National Insurance contributions.
• Details here: Class 2 National Insurance

5. Tips for Peace of Mind

• Use a simple spreadsheet to track hours, income, and invoices.
• Consider separate bank account for payments received from families.
• If unsure, seek guidance from HMRC helpline or a small business accountant.
• Keep all records for at least 5 years as recommended by HMRC.

A Memorandum of Understanding (MoU) is a simple way to set out the key points of agreement between you and the families you work with. It helps clarify expectations, responsibilities, and boundaries from the start, making working relationships smoother and more professional.

Why Use an MoU?

• Provides a clear understanding of roles for both parties
• Sets expectations around hours, rates, travel, and payment
• Confirms safeguarding and confidentiality practices
• Protects both the provider and the family by reducing misunderstandings

What to Include

A short, simple MoU can cover:

1. Contact and personal details – names, phone/email, address for visits
2. Scope of support – type of respite or companionship support being offered
3. Hours and availability – agreed schedule and flexibility arrangements
4. Rates and payment terms – hourly rate, invoicing frequency, and method of payment
5. Travel arrangements – distance covered, reimbursement if applicable
6. Health, safety & safeguarding – confirmation of PVG membership, insurance, and adherence to RespiteConnect’s Code of Conduct
7. Confidentiality – agreement to respect privacy and keep personal information secure
8. Review & termination – how either party can amend or end the arrangement

How to Use

• You can provide a template MoU in Word or PDF that families and providers can fill out together
• Keep it simple and readable — it’s a framework, not a legal contract
• Encourage both parties to sign and date a copy for their records

A clear MoU sets the tone for a professional, transparent relationship and gives everyone peace of mind before support begins.

Why PVG Matters

Supporting people who may be vulnerable requires appropriate safeguarding. The Protecting Vulnerable Groups (PVG) Scheme is administered by Disclosure Scotland. It helps ensure that individuals who work with protected adults are suitable for regulated work. Respite and companionship support may involve working with protected adults. Therefore, RespiteConnect requires providers to hold current PVG scheme membership. Providers must also provide recent evidence of their status before introductions are made. This helps maintain trust and safety for both families and providers.

Our Role

RespiteConnect is a community connecting platform, not a care provider.

We:

Facilitate introductions between families and independent respite providers

Require appropriate safeguarding checks before introductions

Verify PVG membership where required

Promote clear standards of safety and professionalism

RespiteConnect does not employ providers, operate as a care agency, or process PVG applications directly.

Providers operate independently and are responsible for maintaining their own safeguarding

Don’t Have PVG Membership Yet?

If you do not currently hold PVG scheme membership, you may still be able to become a respite provider.

Where the support involves regulated work with protected adults, PVG membership will normally be required before introductions are made.

If you are interested in becoming a provider but are unsure about PVG requirements, please complete the Provider Interest Form. You can also use the form if you need guidance on obtaining membership. We can help explain the process and possible routes to obtaining PVG membership through Disclosure Scotland.

Why Insurance Matters

As an independent respite provider, it’s essential to protect yourself, your clients, and your community. Appropriate insurance provides:

Personal liability coverage in case of accidents or damage

Protection for activities with clients, including respite, companionship, or outings

Peace of mind for families and carers who trust you

Types of Insurance You May Need

1. Public Liability / Personal Liability Insurance

Covers claims made by clients, families, or third parties if something goes wrong while you’re providing respite or companionship. Typical policies cover accidents, injury, or property damage. Some insurance providers offer packages specifically for care or home support workers

2. Professional Indemnity / Errors & Omissions

Covers you if a client alleges negligence, misadvice, or failure to provide expected services.This is optional but recommended for providers giving advice or structured support.

3. Business Car Insurance

If you use your vehicle for client visits, trips, or errands. Standard personal car insurance may not cover business use. You may need a business or “social, domestic, pleasure plus business use” policy. Check with your insurance provider before transporting clients

4. Home Insurance (if working from home)

If you meet clients at your home: Inform your home Insurer, ensure your policy covers business-related visitors.

How to Get Insured

Check existing coverage

Some existing professional or trade insurance may already include public liability

Specialist providers

Providers such as Simply Business, Care Insurance Services or local brokers offer packages for independent carers

Car insurance

Contact your insurer and explain you will use your vehicle for care visits. Ask if you need a business-rated policy.

Keep documentation

Keep certificates of insurance and expiry dates. RespiteConnect may request confirmation before introducing you to families.

Our Approach

RespiteConnect does not provide insurance for providers. We require providers to have appropriate insurance before introductions are made. This is essential for:

Personal safety

Client safety

Legal compliance

Trust with families

Need Guidance?

If you’re unsure what insurance applies to your circumstances, or how to check with your provider, submit your Provider Interest Form. We can provide guidance and point you to suitable providers.