Run your volunteer program without chasing spreadsheets.
Track volunteers, hours, mileage, areas of service, requirements, and milestones in one clean system, plus the Medicare 5% level-of-activity report and the survey-ready reports hospice programs need. Built for hospice, home health, and care teams.
- Medicare 5% level-of-activity report built in
- Works alongside your EMR
- Free 45-day trial, no credit card
Your volunteers are already serving. The paperwork shouldn't take over.
Volunteer coordinators shouldn't have to rebuild rosters, service-area totals, mileage summaries, and recognition lists from scattered spreadsheets.
Hours live in too many places
Hours arrive in paper logs, emails, spreadsheets and a coordinator's notes. Every extra place they land becomes cleanup work when someone finally needs a total.
Reports take too long to build
Board summaries, grant numbers, and survey figures get requested again and again, and each one means rebuilding the same totals from scratch.
Areas of service are hard to summarize
You run pet therapy, auxiliary and veteran outreach. Without a system, totaling hours by program means filtering and re-adding by hand every time.
Recognition moments get missed
A volunteer crosses 500 hours or a tenth year of service and nobody notices until long after the recognition banquet has passed.
One simple system for volunteers, hours, mileage, and areas of service.
The same records flow from a volunteer's profile straight through to a finished report. No rekeying, no rebuilding, no spreadsheet to comb.
1 · Add volunteer profiles
Build your roster by hand or import it from CSV. Your existing spreadsheet comes with you.
2 · Assign areas of service
Set up your own programs (pet therapy, auxiliary, veteran outreach) and tag every hour to the right one.
3 · Log time-in / time-out or direct hours
Enter clock in/out or a flat total, with optional mileage. Entry is fast enough to do on a phone between visits.
4 · Track mileage when enabled
Turn mileage on once and it rides along on every entry, ready to total by volunteer or area.
5 · Filter by date, volunteer, or area
Slice the whole program by any date range, volunteer, or area of service in seconds.
6 · Preserve history when volunteers go inactive
Deactivate a volunteer without losing a single hour. Their record and totals stay intact.
Your EMR handles patient care. Volunteer Ledger handles the volunteer program.
Patient-care volunteering belongs in your EMR. The rest of your volunteer program, the part that ends up in spreadsheets, belongs here.
Your EMR keeps doing this
- Patient records
- Clinical documentation
- Care plans
- Clinical compliance workflows
Volunteer Ledger handles the rest
- Volunteer hours
- Mileage
- Areas of service
- Rosters
- Recognition
- Medicare 5% & cost-savings reports
- Board-ready reports
Volunteer reporting ready for boards, grants, surveys, and leadership.
Create the figures leadership keeps asking for, without rebuilding the same spreadsheet every month. See all seven reports.
Every report your program needs
Pick a report, set a date range, and export or print. No formulas, no copy-paste.
- Hours Summary
- Volunteer Roster
- Individual Volunteer report
- Recognition report
- Requirement Expiration report
- Medicare 5% (level of activity) report
- Cost Savings (in-kind value) report
- CSV export and print / PDF layouts
- Saved report presets
Reports that send themselves
Schedule any report to email itself monthly or quarterly to the people who need it, with smart date ranges. The numbers land in their inbox before anyone has to ask.
The Medicare 5% rule, tracked for you.
42 CFR §418.78(e) requires volunteer hours to total at least 5% of paid patient-care hours. Volunteer Ledger turns that into a report instead of a spreadsheet project.
Your percentage, every period
Volunteer Ledger already holds the volunteer hours. Enter one number, your total paid patient-care hours from payroll, and see your percentage against the 5% minimum, period by period. No patient data involved.
The counting rules, built in
Two kinds of hours count toward the 5%: direct patient and family care, and day-to-day administrative work. Fundraising, development, and board service do not. Mark each area of service once and the report applies the rule automatically.
Cost-savings documentation too
The companion §418.78(d) report documents positions, work time, and the estimated dollar value of volunteer hours at your rates. That is the in-kind figure surveyors, boards, and grant applications ask for.
New to the requirements? Read the plain-language hospice volunteer compliance guide.
See your agency's Medicare 5% number, and every survey-ready report, during the free trial.
Start your free 45-day trialNever miss a volunteer milestone again.
Track lifetime hours, years of service, and recognition milestones automatically, so appreciation doesn't depend on someone remembering to check a spreadsheet.
- Configurable tiers: 50, 100, 250, 500, 1,000 hours and service-year marks, or your own
- Recently reached and closest to a milestone, right on the Reports page
- A recognition report by year: your banquet list, ready to print
Track every requirement, and catch expirations before they lapse.
Define what your program requires: background checks, TB tests, CPR, driver’s licenses, auto insurance. Volunteer Ledger then watches every expiration date, so nothing slips past an audit.
Know who’s ready, and who’s coming due
Set up the requirements you track once: background checks, screenings, training, agreements. Record what each volunteer has on file, and the status takes care of itself.
- Define your own requirement list: start from presets or add your own, each marked required or optional
- Status that updates itself: current, expiring soon, expired, or missing required, all derived from each expiry date and never tracked by hand
- The Requirements page and roster badges flag exactly who needs review, so nothing lapses unnoticed
- Expiration reports included, plus scheduled email delivery, so you know before anything is due
Let volunteers log their own hours, without giving them access to everything.
Turn on volunteer sign-in when you're ready. Volunteers submit their own hours and mileage and see nothing else. Staff keep full control of records, edits, and reports.
Off until you switch it on
Off by default. Switch it on only when your program is ready for volunteers to enter their own time.
They see only their own entry
A volunteer sees only their own hour-entry form and their own recent entries, never other volunteers, reports, or settings.
Hours and mileage
Volunteers can log their own visit time and mileage, cutting the data entry that lands on the coordinator.
Staff stay in control
Records, edits, recognition, and reports stay with your staff. Self-login adds entry, not access.
The settings that keep a program running
User roles, CSV import and export, an audit trail on every record, and email sent from your own agency address. These are the everyday controls a coordinator sets once and stops thinking about.
Areas of service
Define your own areas of service (pet therapy, auxiliary, veteran outreach) and tag every hour, so totals by area are one click away.
User roles
Admin, staff, and read-only access so the right people can edit and the rest can simply view.
Import & export
Bring volunteers and hours in from CSV and export everything back out anytime. Your data is never locked in.
Audit trail
Every record keeps who created and last changed it, with a timestamp, for clean accountability.
Custom settings
Set milestone tiers, areas of service, and recognition thresholds to match how your program actually runs.
Email configuration
Send reports and account email from your own address so they look like they came from your agency.
One plan. Everything included.
Nearly every competitor prices by volunteer count. We don't. Your savings grow with your program.
One plan, everything included
Unlimited volunteers, unlimited hours, unlimited users.
$49.99/month regular price. Launch price through December 31, 2026, locked for life.
Or $349/year on the launch price (regular $499/year), which saves two months. Create your account on or before December 31, 2026 and subscribe before your trial ends.
- Unlimited volunteers, hours & mileage
- Unlimited users, with admin, staff & read-only roles
- All reports, print-ready, plus CSV import/export
- Requirement & expiration tracking
- Training records
- Milestone recognition & birthday lists
- Public application form
- Document storage
- Shift scheduling & volunteer self-signup
- Volunteer self-login
- Volunteer email (send to all or by area)
- Scheduled email & expiration reports
- Sign in with Microsoft (single sign-on)
- Optional custom domain
Starts with a free 45-day trial
Start free trialNo credit card to start. No setup fees. After your free 45-day trial, paid plans renew automatically until you cancel. Cancel anytime. Switching between monthly and annual billing is prorated. Your data stays exportable, and a lapsed account becomes read-only, never deleted.
New trial signups are currently closed. Already a customer? Sign in.
Start your free 45-day trial. Use the whole product. No credit card.
Forty-five days is long enough to import your roster, log real hours, and run a full month of reports, then decide with real data. Create your account in under a minute. If you let the trial lapse, your account simply goes read-only and your data is never deleted.
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Designed for hospice volunteer workflows. Export your data any time.
Questions coordinators actually ask
Is this part of our EMR?
No. Volunteer Ledger is a separate companion to your EMR, not a module inside it. Your EMR keeps patient records, clinical documentation, and care plans; Volunteer Ledger handles the volunteer program: hours, mileage, areas of service, rosters, recognition, and board-ready reports. Patient-care volunteering stays in your EMR; everything else lives here.
Do we enter patient data?
Never, by design. Volunteer Ledger is built for volunteer program data, not patient charts. There are no patient fields, no visit records, and nowhere to link a volunteer hour to a patient. Free-text fields carry a visible reminder to never enter patient information. Keep patient care details in your existing systems; Volunteer Ledger handles volunteer hours, areas of service, reporting, and recognition.
Can I import from a spreadsheet?
Yes. Both volunteers and hour entries import from CSV, and the app provides a CSV template for each so you can map your existing spreadsheet quickly. You can be up and running the same day you sign up.
Can I export my data?
Yes, any time. Everything exports back out to CSV, and every report has print-ready output for grant applications, annual reports, and surveyors. Your agency owns its data. If your account ever lapses it becomes read-only, but nothing is deleted and you can still export.
What happens after the trial?
If you subscribe, nothing changes; you just keep going. Volunteer Ledger is one plan: $49.99 a month or $499 a year, with unlimited volunteers, unlimited hours and unlimited users, and every feature included. Launch pricing through December 31, 2026: $34.99 a month or $349 a year, and your rate is locked for life. If you let the trial lapse, your account becomes read-only: you can still sign in, view records, and export your data. Nothing is deleted, and you can activate any time to pick up where you left off.
How much does Volunteer Ledger cost?
One plan, $49.99 a month or $499 a year, and the annual price saves you two months. Launch pricing through December 31, 2026: $34.99 a month or $349 a year. Create your account on or before December 31, 2026, subscribe before your trial ends, and your rate is locked for life. Every account includes unlimited volunteers, unlimited hours and unlimited users with admin, staff and read-only roles, all reports with print and CSV export, requirement and expiration tracking, training records, milestone recognition, the public application form, document storage, shift scheduling with volunteer self-signup, email to all volunteers at once, scheduled email reports, Microsoft single sign-on and an optional custom domain. Nearly every competitor prices by volunteer count. We don't. Your savings grow with your program.
Can volunteers log their own hours?
Yes, if you turn it on. Volunteer self-login is optional. When it’s on, a volunteer signs in and sees only their own record: they can submit their own hours and mileage, but cannot view other volunteers, reports, or settings. Staff keep full control of records and edits. Leave it off and coordinators enter everything themselves.
Can I track volunteer requirements and expirations?
Yes. Define the requirements your program sets: background checks, TB tests, CPR, driver’s licenses, auto insurance, or your own. Mark each one required or optional. Record each volunteer’s requirements and expiry dates, and Volunteer Ledger derives the status automatically: current, expiring soon, expired, or missing something required. A Requirements page and roster badges show exactly who needs review, and you can run a requirement-expiration report any time. You can also schedule those expiration reports to email themselves, so a lapse never catches you off guard.
Do you make other software for hospices?
Yes. Volunteer Ledger is part of Hospice Apps, a small family of tools for the operational side of hospice care. Care Roster is the agency’s shared contact directory, with on-call schedules and emergency texting to staff. Not sure which you need? See which app fits your agency, or read about who builds Hospice Apps.