Designed for busy clinicians.
The tools you need to save time, stay compliant, and focus on client care.
- Customisable client records
- All your notes & documents in one place
- Built in deadlines & smart-reminders
- GDPR-compliant with UK-based hosting
- Easily manage permissions across your team
- Reporting so your data works for you
Preview some of our key features.
Client profiles
Client information at your fingertips
- Build detailed client profiles containing personal information, contact details, case details, rates and referral information for each client, with the flexibility to add your own custom fields.
- Include prominent keynotes or safeguarding issues at the top of each record.
- Create reminders for key dates or renewals, which flag up on the client record when due.
- Organise clients into different groups, and colour code based on status or priority.
- Robust access controls ensure that employees can only access the client accounts they are directly working with.
Clinical notes
Secure and practical tools for every-day note writing
- Capture your clinical notes, time, travel, mileage and expenses within a single form, making recording interventions quick and efficient. Say goodbye to burdensome timesheets!
- Assign notes to different rates and services, mark notes as non-billable where required, and add in your own categorisation codes so you can analyse your activities by the contact type, by the people involved and by the subject of the intervention.
- View notes added by others working on the same client in real-time.
- Use powerful search and filtering tools to find and manage historical notes.
- Easily export notes when required for disclosure, with options to exclude notes marked as privileged from the export.
- Have peace of mind that your clinical notes are securely stored and backed-up within the UK.
Email processing
Securely store emails within client records
- Quickly transfer emails and attachments to client records using Qunote’s built-in ‘Email to filenote’ function.
- Easily record time spent reading or writing each email, and charge this to your invoice.
- Email invoices directly from Qunote to the client's specified invoice contacts.
Invoicing
Invoicing made easy
- Generate accurate invoices based on your recorded time and expenses, in just a few clicks.
- A flexible billing structure allows you to set up different time-based and fixed-fee rates for different clients, different charges for activities or clinicians, and generate separate invoices for different services.
- Set-up specific rates for travel time and mileage that you record, and include charges on the invoice.
- Customise the invoice template with your own branding and company information, and choose from a range of invoice formats.
- Send invoices directly out of the system, and attach an export of the invoiced notes where required.
- Integrate Qunote with Sage or Xero accounting packages at no extra cost.
Documentation
Convenient and compliant document storage
- Securely store relevant documentation and files within each client’s file, for convenient team access in real-time.
- Assign documents to different categories from a customisable list, and mark documents as privileged or sent.
- Easily filter and export all documentation for a given period when required for disclosure.
- Maintain a central library of key policies and document templates that is accessible to staff wherever they may be, ensuring your team produce documentation with consistent branding and statutory information.
Contacts
A connected contacts database
- Create an individual address book of clinical, professional, and personal contacts for each client, and organise by category.
- For each contact, store key personal details, contact information, relationship to client, and free-form notes.
- Share clinical contacts across multiple clients, saving the need for duplication.
- Easy access to a full company address book, containing all of your client related and non-client related contacts.
HR database
HR tools to keep your business running like clockwork
- Create comprehensive HR records for all staff and support workers, including personal information, contact details, qualifications, skills, dependants, health information, vaccinations, and bank account details. You can also add your own custom fields.
- Maintain training logs for each member of staff, showing training taken, level achieved and expiry/renewal date.
- Upload key documentation to each record.
- Easily record and track annual leave and absences. View figures for each employee showing total duration of absence taken during a specified period, and remaining annual leave entitlement for that period.
- Access a central ‘Leave calendar’, providing an at-a-glance overview of all staff leave and absence recorded for a particular day.
- View your staff's main addresses on the HR map, and filter staff displayed by characteristics or distance from a particular client.
- Access a series of HR specific reports. Report on key HR information such as upcoming expiry dates for training, DBS check dates, absences and annual leave.
Integration with accounting packages
Seamless accounts integration
- Integration with Xero, Quickbooks or Sage accounting packages at no extra cost.
- Simply export your sales ledger into a readily compatible file and import this into your accounting package, saving you hours of unnecessary manual entry.
Flexible access management
Permissions driven access-management
- Control exactly which clients and functions each user is able to access through a simple permissions system.
- Easily amend a user’s access permissions at any time, or revoke access completely at the click of a button.
- Access audit logs of each user’s activity, ensuring complete accountability.
Reporting
Harness your data with the reports dashboard
- Gain a complete overview of your organisation’s performance and activities via a comprehensive selection of management reports.
- Generate real-time reports on time usage, employee performance, client data and billing.
- Visualise time spent on various activities using the dynamic Activity Report graph.
- Export report data to Excel for further analysis.
Client funds
Manage client funds with ease and clarity
- Record income and spending from any client funds you hold.
- View a balance for each individual client fund, as well as an overall balance across all client funds.
- Easily export client fund statements to Excel.
Diary and task management
Stay up to date with calendar and tasks
- Create and manage tasks for staff, and view progress from a dedicated dashboard page.
- Set- up company events or client appointments and invite staff to attend. Quickly see who has confirmed their attendance.
- Access a personalised calendar for each employee and client, showing all of their scheduled tasks and events.
- Receive automated dashboard notifications when assigned to a task or event, or when tasks have been marked as completed.
Having record-keeping nightmares?
Consider them fixed.
Cut the chaos and reclaim your evenings with a system designed to work seamlessly.
The old way
- "I’m juggling sticky notes, emails, and spreadsheets but things still slip through the cracks."
- “I end up finishing notes at night, on the sofa, after a full day with clients.”
- “When someone asks for a file, I panic because I don’t know where I saved it.”
The Qunote way
- "Everything’s in one place, with no more piles of paper or desktop chaos."
- "I can finish my notes between sessions, with no late-night admin."
- "If I need a document, I can find it in seconds, even from my phone."
Trusted by teams who manage care, not paperwork.
Our clients range from case managers and therapists to rehabilitation specialists, covering areas such as occupational therapy, physiotherapy, speech and language therapy, psychotherapy, and drug and alcohol rehabilitation.
I am not a case management company and stumbled across this for my OT practice, but it has been a perfect fit. It keeps a detailed breakdown of all my chargeable input. It wasn’t until I started using it that I realised how much I was missing before. It also stores all my emails and any documents securely on the clients folder. These can be retrieved very easily also and it makes searching back through previous note entries very easy using a keyword. The team are so helpful, if I need some technical support they are always happy to talk you through or assist remotely! Can’t recommend enough.
Our first priority is always our clients, and getting the very best for them. We needed a software product that was easy to use, efficient and accurate, leaving our Case Managers to do what they do best – provide the very best support packages for our clients. The Qunote system has provided exactly what we needed, the Qunote team are helpful and supportive. We wouldn’t hesitate to recommend them.
In reviewing case management software a few years ago, we chose Qunote for its ease of use, security and scalability. Over recent years with demands such as GDPR and the need for cloud based accessibility, we have seen Qunote surpass others.
They really understand the industry for the recording of complex care and their support is very responsive and accommodating.
What a find!
A great tool for any case management company, regardless of size. We have worked closely with the developers to design a package that works efficiently and reliably across all areas of the business.
We have been using Qunote for several years and find the system invaluable for our day-to-day operations.
Qunote helps us to maintain accurate and contemporaneous records. This in turn ensures we are billing our clients accurately and ultimately providing an efficient and professional service.
Following the changes with GDPR we are confident that by using Qunote our data remains secure and complies with the latest regulations. With the sensitive nature of our data, this is paramount to our business.
Qunote is setting the standard for excellence in a recording system for case management companies with clients who have complex needs.
Case management records are a key part of our service and so the selection of software and support for this aspect of our work has not been undertaken lightly. Qunote is a powerful tool for our case managers as they document and record their input, linking easily to the administrative and billing aspects of the work and providing clear records for referrers and clients as required. The support from the guys behind the scenes is valued, responsive and helpful and I can’t think why I didn’t start using Qunote years ago in my days running therapy teams!
I just wanted to say a big thank you for your time and help in getting me settled with Qunote. Learning a new system is a challenge, but your immediate support, always making contact minutes after I emailed a query made it much easier.
I am now up and running for note keeping and invoicing. The service is saving me money, as it is so much quicker to produce invoices and share documents and it looks great professionally.
Working with Qunote has made all the BIS team more efficient and productive. It has reduced the amount of time we spend invoicing, writing up notes as well as preparing our reports.
If there are any questions James and the team always respond in little time and go over and above to help. We would highly recommend Qunote.
Brain Injury Services Ltd
From our initial contact with the Qunote team, to our ongoing interactions, they have been helpful, friendly, extremely efficient and professional. They provide free training and very prompt responses to any queries.
Our whole team finds the interface to be user friendly and intuitive. Working as an interdisciplinary team we rely on good shared notes and documentation systems and the Qunote system provides everything we need.
The completion of accurate and contemporaneous clinical case notes is essential and Qunote is an incredibly intuitive system that makes the documentation process very easy. Feedback from the whole Associate team has been beyond positive in that it is so easy to use and keep track of their client caseload in a much more time efficient manner. Client activity is recorded and can be invoiced for without the need to produce separate individual time sheets, again making this much more time and cost efficient for all. All client sensitive data can be accurately saved and reported on and the software can be customised very easily to meet the needs of our organisation.
The technical support received is invaluable and all the team are so helpful and provide both one to one and team training in order to meet the needs of all our clinicians. Thank you very much Qunote and team, there’s no looking back!
We have been using Qunote for the past few years now. Having done a lot of research, it is the one system that we have found that does the most things that we need as a business. No systems do everything, but QuNote does some very important things that we need! We love that Qunote adds up the time that you have spent on all of your activities when it comes to monthly invoicing. It is so much better than sitting with a calculator at the end of each month. The ability to export filenotes is also wonderful, and something that many systems that we explored did not offer. This helps us to keep the businesses that engage our services updated with the work that we have been completing, and can be accessed at any time that it is required. Being able to link in with Xero for accounting is also very helpful – another time saver. The form builder that is being created sounds exciting, and we look forward to future system developments. Customer Support has always been excellent, and you can expect a response really quickly.
We have found Qunote a great company to work with in all respects. Very helpful and responsive. The software is also easy to use and does what we need.
I must admit I was hesitant to use Qunote as my then system of keeping online notes in DropBox and generating my own invoices worked to a degree. But, having taken the plunge to use Qunote there is no looking back!
Everything is now in one place and meets all the necessary GDPR guidelines. The team at Qunote couldn’t have been more friendly and helpful; ever willing to answer any queries however small. I can’t recommend Qunote enough… take the plunge!
Anna Trundle
We have been using Qunote for 9 months and it has really delivered. We have 25 users working from home, multiple rates and different levels of confidentiality for our data. As well as being an intuitive clinical notes system, with all of the features you would expect, Qunote is also a fantastic business tool. It allows us to customise our rates, generate invoices, and produce a monthly report of the clinical and travel hours worked by each Associate. The HR function holds all of our HR records, and all of our policy documents and templates can be saved to the ‘key docs and templates’ section, negating the need for a separate shared drive. Particularly useful additional features include the ability to send copies of emails to Qunote to upload directly to the patient record, allocation of data to management staff only, and the client record can be easily downloaded to a pdf. We have been very impressed with the Qunote customer services, with great responsiveness to our initial setup questions.
Qunote has made a huge difference to me in independent practice. I use Qunote within both OT4Children and StanleySmith Case Management.
Qunote is an effective and secure way of writing notes, storing client documentation and invoicing. At StanleySmith Case Management we are able to use Qunote to ensure that information relating to the carers who we manage is stored confidentially and securely. The system saves us time, particularly with invoicing and it enables us to work in a way that is professional and efficient.
We have the confidence that the system is secure and meets GDPR requirements. When we call Qunote with a query they are highly responsive in getting back to us. This is very important to us because it enables us to work efficiently and effectively.
Clinical-grade security comes as standard.
At Qunote, we know how important data security is to clinicians and case managers. That’s why we’ve built every layer of our platform with privacy, protection, and compliance in mind.
UK-Based Hosting
All client data is securely stored on servers located in the United Kingdom.AES-256 Encryption
Data is encrypted both in transit and at rest using advanced AES-256 standards.Two-Factor Authentication (2FA)
Users can add an extra layer of protection to their accounts with 2FA login.Regular Backups
Encrypted backups are created daily and stored securely for added peace of mind.Fully GDPR Compliant
We adhere to all UK GDPR regulations, helping your organisation stay compliant with confidence.Access Controls
Set flexible user permissions and control who can access what within your team.
Frequently asked questions.
We’ve answered some of the common questions our users ask before making the switch to Qunote.
What is Qunote and who is it for?
Qunote is a secure cloud-based case management system designed for therapists, case managers, and health professionals. Whether you work independently or as part of a multidisciplinary team, Qunote helps you streamline admin, track progress, and stay compliant, all in one place.
I’m not tech-savvy. Is Qunote hard to learn?
Not at all. Most users find Qunote intuitive from day one. And if you ever need help, our friendly support team is just a click away.
How can Qunote help me save time?
Smart features like automatic reminders, document centralisation, and note templates mean you spend less time on admin and more time on actual care.
Can I import data from another system?
Absolutely! We’d be happy to help you import your data from another system. Just reach out to our friendly support team and they’ll walk you through the process and make sure everything transfers over smoothly.
Is Qunote compliant with UK data protection laws?
Absolutely. Your data is stored on UK-based servers and encrypted to meet GDPR standards. We take compliance seriously so you don’t have to stress.
What if I need help getting set up?
We’ll guide you every step of the way. Getting started is easy, and our support team is always on hand with free training included.
Request your personalised demonstration.
Join over 1,200 professionals who’ve streamlined their admin this year.
Plans begin at just £20 per active user/month, so you only pay for the features and seats you need. Don’t miss out on simpler, compliant workflows—take the first step now.