# Kibu vs SETWorks

> Kibu is built around the DSP holding the phone: a DSP speaks Quick Notes into their phone and Magic Pen turns them into the service record, Clara turns documentation into audit-ready reports in minutes, and 600+ classes give the program day something to run on. SETWorks has spent two decades building one system for IDD records, documentation, billing, and EVV.

Source page: https://kibu.com/compare/kibu-vs-setworks. Published by Kibu, which makes one of the two products compared here — every claim about SETWorks below links to SETWorks' own published material so it can be checked.

## Summary

- **The DSP talks, and the note is written.** A Kibu DSP speaks Quick Notes into their phone in any of 200+ languages, and Magic Pen turns them into the structured service record, so there is no typed draft to fix. SETWorks' AI checks a note while the DSP types it.
- **The program day comes included.** Day programs, group homes, and community services get the notes and the program day in one place: 600+ classes, daily live sessions, and Kibu Create, in a native iOS and Android app. Content for the people served is not part of SETWorks.
- **Where SETWorks still fits.** SETWorks puts billing, EVV, and HR in one system, with pre-built state forms. If you bill many funders across several states, that may matter. For everyone else, Kibu covers the documentation and adds the program day.

## Feature comparison: Kibu vs SETWorks

### What a DSP touches every shift

| Capability | Kibu | SETWorks |
|---|---|---|
| Writes the note for you from speech | Yes. A DSP speaks or types Quick Notes into their phone, in 200+ languages, and Magic Pen turns them into a full, structured service record. | Partial. SETWorks names dictation but does not describe it. Nothing published shows AI writing a note from speech. |
| AI quality check on documentation | Yes. Built into Magic Pen: the note is checked as it is written, and compliance dashboards surface gaps across a program. Kibu still advises a human review before submitting. | Yes. AI Assisted Review flags issues while the note is being written and proposes a revised version. |
| Mobile app for documenting in the field | Yes. iOS and Android app for notes, service documentation, and attendance. | Partial. No native iOS or Android app. Documentation runs in a mobile browser. |
| Daily notes and shift logs | Yes. Case notes, progress notes, and shift notes, written by voice or typed, either on desktop or on the mobile app. | Yes. Daily documentation lives in an activity record for each individual or group. |
| ISP goal tracking | Yes. Goal and outcome tracking against each person's service plan. | Yes. Goals live in the client record and link to authorizations. |
| Medication administration (eMAR) | Yes. Electronic medication administration records built in. | Yes. Electronic medication administration records built in. |
| Incident reporting | Yes. Log incidents and track them to resolution for state and HCBS requirements. | Yes. Incident and event forms, including state-specific versions. |
| Support for multilingual staff | Yes. Speech-to-text and translation across 200+ languages, at the moment the note is written. | Yes. SETWorks lists translation among its AI capabilities. No language list is published. |

### Programming and engagement

| Capability | Kibu | SETWorks |
|---|---|---|
| On-demand class library | Yes. 600+ video classes covering life skills, fitness, job readiness, communication, safety, and social growth. | No. SETWorks covers records, documentation, EVV, case management, billing, and reporting. Content for the people served is not part of the product. |
| Live coach-led sessions | Yes. Daily live interactive sessions run by real coaches. | No. Not part of the product. |
| Ready-made lesson plans and worksheets | Yes. Pre-built plans and materials so programming does not start from a blank page. | No. Not part of the product. |
| Custom activities built around a goal | Yes. Kibu Create generates activities, games, and stories tailored to an individual's interests and ISP goals. | No. Not part of the product. |

### Compliance, billing, and admin

| Capability | Kibu | SETWorks |
|---|---|---|
| Electronic visit verification | Yes. EVV built into the platform. | Yes. EVV available in the platform. |
| Medicaid and HCBS waiver billing | Yes. Billing support for Medicaid and HCBS waiver services. | Yes. Billing support for Medicaid and HCBS waiver services. |
| Audit-ready compliance reporting | Yes. Clara generates audit-ready compliance reports in minutes from documentation already in the system. | Yes. A report library for QA, billing, audits, and accreditation. |
| Breadth of configurable modules | Yes. Documentation, compliance, billing, and a 600+ class content library in one platform. | Yes. One platform covering records, documentation, billing, EVV, scheduling, and HR. |

### Getting started

| Capability | Kibu | SETWorks |
|---|---|---|
| Published pricing | No. Kibu pricing depends on size and programs, and is shared during a demo. All documentation customers receive full access to Kibu Content. | No. No price list. Pricing is a tiered monthly subscription based on individuals served, with integrations, EVV, authorization imports, and an external eMAR charged separately. |
| Data migration handled for you | Yes. Kibu's team migrates existing records, including names, personal information, and goals, even from paper. | Partial. Your team fills in an import template and SETWorks loads it. Historical activity records and paper records are entered by hand rather than migrated. |
| Time to go live | Yes. The content library goes live right away, with rollout support over the first week or two. Documentation rollout takes about a month, six weeks at the outside, depending on the size of the organization. | Yes. SETWorks publishes its own ranges: a small single-service agency with clean data has gone live in a month, a typical mid-sized agency takes two to four months, and a large multi-program or multi-state organization takes six months or more. |

## Where SETWorks is the better choice

Kibu matches or exceeds SETWorks on every capability compared here.

SETWorks puts billing, EVV, and HR in one system, with pre-built state forms. If you bill many funders across several states, that may matter. For everyone else, Kibu covers the documentation and adds the program day.

## The note is done before the DSP is back in the van

A DSP finishes a community outing at 4:40pm. In Kibu, they speak a Quick Note into their phone. In SETWorks, they open the site in their phone's browser, find the activity record, and type the note. Magic Pen turns it into a service record, structured and meeting documentation standards, in their own voice, in whichever of 200+ languages they spoke.

The QA lead stops chasing notes written three days late from memory. Providers on Kibu average 99.2% compliance within their first two months.

## Reports that were already written by the time you needed them

Clara builds audit-ready compliance reports out of documentation already in the system, in minutes. It is built into Kibu, and providers across the country use it every day.

An audit takes a morning, and the person who used to spend a week on it goes back to their actual job.

## Staff who are not confident with technology still use it

Kibu is built for a DSP holding a phone at the end of a shift. If someone can use YouTube or Facebook, they can use Kibu, and they write the note by talking. SETWorks documentation runs in a phone's browser rather than a native app.

Training runs in days, and nobody spends the year after go-live chasing adoption.

## What actually happens during the week

Kibu has 600+ classes, daily live coach-led sessions, ready-made lesson plans, and Kibu Create, which builds an activity around one person's interests and ISP goals. A morning stretch session, a kitchen-safety lesson, a Jeopardy game generated from a goal, a story that uses the group's own names. SETWorks covers the documentation. What happens during the hours in between is yours to supply.

Most agencies buy programming separately or go without it. On Kibu, the activity and the documentation of that activity live in the same place.

## Live in weeks, by their published numbers and ours

Kibu's content library is live right away, documentation rollout takes about a month, six weeks at the outside, and Kibu's team does the migration, paper included. SETWorks publishes its own timelines: a small single-service agency with clean data has gone live in a month, a typical mid-sized agency takes two to four months, and a large multi-program or multi-state organization takes six months or more, with your team filling in their import template and paper records entered by hand. For a mid-sized agency, that is a month against two to four.

The admin who owns the rollout is done in weeks, and DSPs learn one system once.

## Switching from SETWorks

Nothing about moving to Kibu requires running two systems for a season or losing what you have already recorded. Kibu's onboarding team does the migration with you, and the whole rollout takes about a month.

- **Your data comes with you.** Kibu's team handles migration: the people you serve, their personal information, and their goals. We have migrated agencies off paper, so a structured export is not the hard case.
- **Your historical records stay reachable.** Nothing about moving forward requires deleting what is behind you. We plan retention with you before anything moves.
- **Setup fits the way you work.** Kibu configures the platform around your programs and your state's rules before your team starts.
- **Training takes days.** Live walkthroughs, video guides, and in-app tips. Most teams are confident in days. The content library is live right away with a week or two of rollout support; documentation rollout takes about a month, six weeks at the outside for larger organizations.

What does not change: your state's requirements, your billing obligations, and the people you serve. Kibu is built for Medicaid, HIPAA, and state-specific rules, and is updated as those rules change.

## Pricing

Kibu: Kibu pricing depends on your size and which programs you run, and it is shared during a demo. All documentation customers receive full access to Kibu Content, so the programming most agencies buy separately is already included. Most providers find Kibu costs less than what they use now.

SETWorks: SETWorks does not publish a price list. Pricing is a tiered monthly subscription based on the number of individuals served, and integrations with payroll, accounting, and billing systems, EVV, authorization imports, and an external eMAR are charged separately.

## Frequently asked questions

### Is Kibu a real alternative to SETWorks?

For most day programs, group homes, and community services, yes. Kibu covers the documentation core: case notes, ISP goal tracking, eMAR, incidents, EVV, billing, and audit-ready reporting, plus a content library SETWorks does not offer, in a native iOS and Android app. The cases where SETWorks remains the better fit are agencies that want HR in the same system or rely on its pre-built state forms.

### Does SETWorks have a mobile app?

Kibu ships a native app on the App Store and Google Play for notes, service documentation, and attendance. SETWorks does not publish a native iOS or Android app; documentation runs in a phone's browser.

### Does Kibu's AI write the note or check it?

Both, in that order. Magic Pen turns the Quick Notes a DSP spoke or typed during the shift into the structured service record, then checks it as it is written, and compliance dashboards surface gaps across a program. Kibu still advises a human review before submitting. SETWorks' AI Assisted Review works on a note the DSP has already typed, flagging issues and proposing a revised version.

### Can we move our data from SETWorks to Kibu?

Yes. Kibu's team handles migration, including the people you serve, their personal information, and their goals. We have migrated agencies coming off paper records, so a structured export from an existing system is a well-trodden path.

### How long does it take to get running on Kibu?

The content library goes live right away, with rollout support over the first week or two. Documentation rollout takes about a month, six weeks at the outside, depending on the size of the organization. For comparison, SETWorks says a small agency with clean data has gone live in a month, a mid-sized agency takes two to four months, and a large one six months or more.

### Our staff struggle with technology. Will they use Kibu?

That is the case Kibu is designed for. If your staff can watch YouTube or use Facebook, they can use Kibu. Documentation is written by speaking, and most teams are confident within a few days.

### Do we have to give up SETWorks to use Kibu's content library?

No. Some agencies take the content library first while staying on their existing documentation system, then move documentation over later. Content-only setups are usually running within days.

## Sources

- SETWorks — FAQ: https://set-works.com/faq/
- SETWorks — SETWorks AI: https://set-works.com/explore-the-platform/setworks-ai/
- SETWorks — SETWorks, Explained: mobile, implementation, scale, and AI: https://set-works.com/setworks-explained-straight-answers-on-mobile-implementation-scale-and-ai/
- SETWorks — Explore the platform: https://set-works.com/explore-the-platform/
- SETWorks — The client record: https://set-works.com/explore-the-platform/the-client-record/
- SETWorks — EVV: https://set-works.com/explore-the-platform/evv/
- SETWorks — Billing: https://set-works.com/explore-the-platform/billing/
- SETWorks — Case management: https://set-works.com/explore-the-platform/case-management/

Kibu product details: https://kibu.com/llms.txt
Book a Kibu demo: https://kibu.com/demo