Case Management Software

Case Management Software
Learn how private investigators can leverage case management software to run their business more efficiently.

This article provides an overview of legal case management and case management software.

Case Management is the information management and workflow practices, procedures, and requirements used to manage legal cases, typically associated with the legal, health, and investigation fields. As attorneys, law firms, and private investigators compete for clients, they are routinely challenged to deliver services at lower costs with greater efficiency than their competitors.

To meet the competitive challenges, law firms and investigation agencies leverage case management software to manage such things as time and billing, litigation support, research, communication and collaboration, data mining and modeling, and data security, storage, and record archiving.

The software solutions are either installed directly to a computer, either via a download or installed directly via a CD. Or, they are offered as a web or cloud-based service. This is also known as a SaaS model, which is Software as a Service.

The cloud-based approach is becoming the most common and the most popular approach. This makes it easier for the developer to deploy updates, and patches and ensure all users are running the same version. Plus, it allows companies to more efficiently manage access for employees, clients, and vendors.

An Overview of Case Management Software

Case management software and has a wide variety of features and functions. The features differ by the developer, but all serve the same basic function, to help you manage case information, and your business operations, more efficiently. In today’s competitive environment, having this type of system in place is quickly becoming a necessity.

Some of the main features and functions include:

  • To provide solutions to help investigators use, manage, consolidate, share, and protect information
  • To provide the ability to track and shape the business processes and workflows to move the investigation forward
  • To automate the financial management aspect of the business, including account, billing and invoicing, reporting, etc.
  • To collaborate and share information with other employees, clients and vendors

Because the most useful forms of such software can integrate data from multiple systems, departments, users, and business entities, its use can increase a firm’s competitive advantage.

Case management systems having the capacity to push and pull data to and from the internet, whether within the software itself or within an integrated framework or environment became an industry standard with the advent of the Lexis and Westlaw legal research platforms.

The software solutions are typically marketed to specific segments of the legal, medical, and investigation marketplace, with some products designed for small firms and others for large multinational firms, and a few claiming to be scalable to all-size firms.

Private investigators may use such programs to help organize and coordinate case information, client information, billing and invoicing information, and other details related to an investigation. Most legal software solutions used by law firms and legal practices can also be leveraged by private investigators.

Following are some of the leading case management software packages and solutions for your investigation agency, law firm or private practice:


CROSSTrax is one of the leading solutions for investigative agencies. CrossTrax is a full-service, comprehensive solution. It has all of the key features you need to manage operations, billing, case assignment, reporting, and more. Plus, it integrates with DelvePoint. CROSStrax recently acquired PI Direct Link (see below).

Encase Forensic Analysis

Encase Forensic Analysis – Encase Forensic is designed to help investigation agencies conduct more efficient investigations. The product features an easy-to-use interface, powerful processing, comprehensive search functionality, automated external review, integrated investigation workflows, and many flexible reporting options.

P.I. DirectLink – P.I. DirectLink is a system that is designed specifically for the investigation industry. The system provides case management tools that investigative agencies use to store and share case information, records, records, reports, notes, images and video, and much more.

Serve Manager

Serve Manager – A software solution used to run a process serving business, or to manage a group of process servers.


TrackOps -TrackOps is a powerful web-based case management application designed to help investigative companies streamline operations, become more productive with less work, and save time and money. TrackOps provides powerful tools that, among other things, allow you to stream video, collaborate with investigators, maintain client communication, and manage expense reporting and invoicing. Best of all, TrackOps can be accessed by any computer, anywhere, 24/7.

Virtual Case Management

Virtual Case Management (VCM) – VCM offers helpful features such as evidence collection, communications history, financial management, and investigative report functions.

Other Case Management Solutions

Amicus Attorney – With Amicus Attorney, information is integrated into a single, lawyer-friendly system so you can organize your practice, capture more billable time and eliminate duplicate effort. From calendaring to contacts, time tracking to drafting documents, phone calls to e-mail, Amicus Attorney brings everything together.

LawBase by Synaptec Software – LawBase is the next generation of legal file management software. It is one of the most adaptable, intuitive legal file management products on the market today. With interfaces to products such as Microsoft Outlook, Summation, Interwoven, Hummingbird, WorldDox, Elite, Omega, Juris, and others, it creates a centralized information hub.

Legal Files Case Management Software – Legal Files is used by thousands of legal professionals in leading law firms, corporate and government legal departments, services clinics, insurance companies, and universities throughout the world to store legal file information and track workflow.

PCLaw Case Management Software from Lexis Nexis A dependable, industry-leading solution from LexisNexis. Features: integrated time billing, accounting, and practice management check writing, trust accounting and general ledger, integrated document and email management, document creation, and a cash flow planner.

Prevail Case Management System – The Prevail System is the most user-friendly legal application available. Simplicity is the key for your firm when choosing a system, and Prevail’s automatic document generation & tracking, user-definable process management system, integrated calendar and to-do lists, time & cost tracking, damages & medical specials tracking, and hundreds of customizable reports can be accessed with ease.

SCOUT Investigation Management Software – SCOUT was developed in conjunction with leading Investigative Companies to grow your business, increase productivity, and reduce expenses. The browser-based application is straightforward, easy to use, and promotes collaboration between clients, managers, and investigators.

Time Matters® 8.0 Case Management – Use Time Matters and exceed client expectations with a complete view of your practice. Time Matters is an integrated practice management software solution. Get dozens of calendar, email, and reporting options and all critical info on one screen. Get alerts on client activity across the firm in real time. Easy to install, affordable support, money-back guarantee.

Questions and Comments

If you know of any other reputable case management software solutions, please leave a comment below.

Michael Kissiah is the owner of Brandy Lane Publishing, LLC, which owns and operates a small portfolio of websites, including Michael created more than 20 years ago after working as a private investigator in the state of Florida. Since that time, he has become an expert at how to find information online and has written over 1000 articles on topics related to the investigation industry. In addition, he is the author of the "Private Investigator Licensing Handbook", available at


  1. I’ve always been curious as to how law firms manage the flow of work for multiple cases that they’re working for. I didn’t know that case management software exist to meet the competitive challenges that they’re facing. If I were to choose, I might buy cloud-based software so I can have a backup in case anything happens to the computer.

  2. Hello.

    We are doing our annual Case Management review in the next issue of PI MAGAZINE. Can you please pass along a contact and their email so I reach out and obtain some information to include. Thanks Jim Nanos

  3. I’d be interested to see the percentage of increased solve rates for each of these software products. They look like they all bring a little something different to the table, and I’m sure that would influence changes in solve rates, particularly for private investigators.


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