Case Study:
Arosa: Automating Caregiver Referral Bonuses at Scale
Overview
We partnered with Arosa, a leading home care company, to fully automate their "Buddy Bonus" caregiver referral program. What had been a manual, error-prone process was transformed into a reliable, auditable pipeline built on Snowflake and Workato, running automatically on every weekly payroll cycle with no manual intervention required.
The Challenge
Arosa's referral bonus program was built around a nuanced set of rules: a 16-hour threshold before the first bonus triggers, incremental per-quarter-hour earnings after that, a hard 2-year expiry tied to each referred caregiver's hire date, and strict eligibility checks across caregiver class, status, and visit verification. Managing all of this manually each week created real risk, including missed payouts, audit gaps, and hours of administrative work that pulled the operations team away from higher-value tasks. As Arosa's caregiver network grew, the problem was only getting harder to manage.
Our Approach
We designed a scalable bonus tracking data model in Snowflake, purpose-built to handle the full complexity of Arosa's eligibility and accrual logic. The model tracks cumulative verified hours per caregiver pair, applies the tiered bonus structure, enforces the 2-year expiry window, and flags any visits that don't meet billability or verification requirements. Snowflake tasks execute automatically each Saturday, calculating bonuses for the prior week's visits. A Workato integration then pulls the verified payout data and posts it directly to each referring caregiver's AxisCare calendar every Friday, ensuring bonuses land in payroll without anyone touching a spreadsheet. We also built in full auditability, with per-payout traceability showing exactly which visits drove each bonus, when it was calculated, and why.
Business Impact
Technology Expertise Deployed:
Snowflake, Workato, AxisCare, Python, SQL.
Outpost built us a system that just works. Every Monday, bonuses are accurate, traceable, and already in payroll. We don't think about it anymore. They understood our operations and built something we can actually trust."
— Gill Robinson (CEO, Arosa)
