For representative payee organizations
- Track each client’s benefits and programs
- Post SSA/SSI and other deposits from your bank’s deposit file
- Pay bills by check, ACH (NACHA file) or client prepaid debit card
- Stop frontline staff from overdrawing a client account
- Print SSA accounting and SSA Audit / Review reports
For guardians, conservators & trustees
- Track court orders, accounting periods and parties of interest
- Manage bonded and blocked (restricted) funds and client budgets
- Keep a personal inventory and a full asset record
- Generate court annual accountings, including California, Wisconsin and county-specific Florida forms
- Get reminders for best-practice direct client contact
One system, configured by program
Run payee and guardianship caseloads side by side. Each client sits in a program — fees, features and reports follow the program, so a mixed agency never needs two tools.
Fiduciary accounting that holds up to an audit
Exact replaces spreadsheets and general-purpose bookkeeping with tools built for money you manage on someone else’s behalf.
Works with your bank
Upload deposit files, export NACHA ACH and Positive Pay files, and print MICR checks on blank stock. Supports collective, individual and zero-balance sweep accounts.
Controls for your whole team
Role-based segregation of duties, caseload assignment, a staff coverage calendar, and alerts for overdrafts, stagnant funds and resource limits.
Secure and cloud-based
SOC 1 compliant. Each organization’s data is kept separate, encrypted and backed up automatically. All you need is a browser.
Priced monthly, per active client. No up-front license, and inactive clients are free.
See pricingBuilt by a payee and guardianship agency
Exact was built for Share & Care House, a Washington agency providing representative payee, guardianship and trustee services. It has run their caseload since 2013.
Backed by National Datacare
Exact GPS is part of National Datacare, which has provided financial services to long-term care since 1981. The same product and support line, with a larger company behind it.
About Exact GPSCommon questions
What is Exact GPS?
Exact GPS is cloud-based case management and fiduciary accounting software for representative payee organizations, professional guardians, conservators and trustees. It manages client records, benefits, deposits, payments and court and SSA reporting in one system.
Can we run payee and guardianship clients in the same system?
Yes. Each client is assigned to a program. Guardian and trustee features are enabled for legal programs, and fees can be set per program.
What reports does Exact produce?
SSA, VA and court annual accounting reports, California and Wisconsin court accounting formats and county-specific Florida forms, SSA Audit / Review reports, detailed transaction history, and client demographic and facility visit reports.
How is Exact priced?
Monthly, per active client: $2.63 for payee and other non-legal clients, $5.25 for guardianship and legal-appointment clients, plus $20.75 a month for required Premier Support. Inactive clients are free.
Is Exact the same as National Datacare’s RFMS?
No. RFMS manages the financial ledger for residents of nursing and assisted-living facilities. Exact GPS manages all of a client’s assets, whether or not the client lives in a facility.
See Exact with your own caseload in mind
A live walkthrough with the Exact team, built around how your agency works.