Casebook

Casebook is cloud case-management software for human-service organizations that need one record across clients, programs and providers. It suits nonprofits, community agencies and government teams with configurable service workflows; smaller teams should examine seat rules and add-ons before committing. The strongest case for it is connected casework and reporting, while its 90-day audit-search window and potentially rising module costs deserve scrutiny.

Overview

Casebook brings client, case, program and provider information into a shared platform, linking a client profile across programs. Configurable programs, workflows and reporting let organizations adapt the system to different service models rather than forcing every team into the same process. The company began in 2009 as Case Commons, a project of the Annie E. Casey Foundation, and became Casebook in 2017; it is headquartered in New York.

Its stated audience includes nonprofits, NGOs, community-based organizations and government agencies in areas such as child welfare, victim services, workforce development and reentry. Deployment is cloud-based, with software support included and a help desk open Monday through Friday, 8am–8pm ET. Casebook says contact-form messages receive a reply from a real person within one business day.

Key features

Records, intake and coordinated work

Casebook combines structured intake forms with custom case fields, case notes, relationship types and service planning. Scheduling, notifications, messaging and tagging support the work after intake, while workflows can automate recurring steps. This breadth is useful when several programs share clients, but the practical value depends on selecting a plan with enough workflows and forms.

Reporting includes built-in and custom reports, current analytics and outcome dashboards. Growth includes custom reports and one report writer; Team and Enterprise provide substantially larger allowances. A Report Writer add-on costs $29 per month and enables report creation and editing. Additional workflows cost $50 per month for five, and additional forms cost $35 per month for five.

Field work, referrals and connections

Phone and tablet users can complete intake, write notes and log encounters offline, with synchronization after reconnecting. That makes the platform more practical for staff away from a reliable connection. Referrals go from a case to providers in a service directory and remain trackable through completion; stalled or unconfirmed referrals are flagged.

Listed integrations cover SMS/MMS, calendar and email, Zapier, webhooks and an API. Zapier supports low-code incoming connections, while the API handles custom incoming integrations and webhooks handle custom outgoing ones. Client Portal is unavailable on Starter and costs $99 on Growth or $149 on Pro, plus $29 per 50 client users.

Security and auditability

Casebook describes the service as HIPAA compliant and SOC 2 audited, with CJIS handled under a shared-responsibility framework. Team lists a HIPAA BAA and audit logs. Audit-log searches cover a 90-day window per search, a constraint organizations with long investigation or compliance horizons should factor into procedures.

Pricing

Prices are in US dollars and based on annual payment. Casebook uses per-user pricing.

PlanPriceWhat it includesBest fitStarter$29.00 per user per monthUp to 3 users, optional forms, SSO and Changemakers OnboardingVery small teamsGrowth$69.00 per user per month1 automated workflow, 1 report writer, 3 configurable forms, custom reports, intake application, optional SMS/MMS, calendar/email integration and ZapierGrowing teams needing core automation and reportingTeam$99.00 per user per month5-user minimum, 10 workflows, 10 report writers, 10 forms, 500 SMS/MMS messages, webhooks, HIPAA BAA and audit logsTeams needing advanced controlsEnterpriseCustom pricing25 users, 100 workflows, 100 report writers, 100 forms, external-data interoperability API and 10 volunteer usersLarge or complex organizationsStarter is the lowest-cost route but caps the team at three users and omits the published Growth automation and reporting allowances. Team requires five users, so it is a poor fit for a four-person organization even before extras. Enterprise’s included 25 users and larger quotas suit scale, but its price requires a sales conversation. Client Portal, extra workflows, extra forms, Report Writers and Funding Sources ($49 per month) can materially change the subscription total. There is no free plan.

Platforms

Casebook runs on web, Windows, macOS, iOS and Android, and provides an API. The cloud deployment and mobile apps support office and field use; offline mobile entry synchronizes when a connection returns.

Who it's for

Choose Casebook when your nonprofit, NGO, community organization or public agency needs shared client histories across programs, configurable intake and workflows, referral tracking, and reporting in one service. It is particularly suited to teams sending staff into the field or coordinating providers. It is less suitable when you need a free tier, fewer than five users but Team-level controls, or audit searches extending beyond 90 days at a time.

Pros and cons

Pros

Connected client profiles across programs reduce fragmented records.

Offline mobile intake, notes and encounter logging support field staff.

Referral tracking flags stalled or unconfirmed handoffs.

Configurable forms, workflows and reports accommodate different programs.

API, Zapier and webhooks provide several integration paths.

Cons

Team starts at five users, limiting fit for small groups needing advanced features.

Client Portal is unavailable on Starter and priced separately on higher plans.

Workflow, form, reporting and funding features can require monthly add-ons.

Audit-log searches are limited to a 90-day window per search.

No free plan is offered.

Alternatives

Case Closed Software is worth considering if Linux or self-hosting matters; its pricing is custom. Pick IntegrityLog when its Android, iOS and web footprint meets your needs. UiPath Maestro Case Management offers a free trial and self-hosted deployment, making it a candidate for trial-led evaluation. Choose ServiceNow HR Service Delivery for an HR-focused service platform across Android, iOS, web and API. Pega Investigative Case Management is an option for organizations prepared to request a demo and custom quote. Hyland OnBase offers web, desktop, mobile and self-hosted options with a 100-named-user base subscription. Optimax Case Management is another multi-platform case-management option. Tracker is the alternative to inspect if a free plan and free trial are priorities.

Verdict

Casebook is a strong choice for human-service organizations that need configurable programs, connected records, field capture, referrals and reporting in one cloud system. Choose it when those capabilities justify per-user pricing and modular fees. Look elsewhere if your team cannot meet the five-user Team minimum, needs a free plan, or requires audit searches covering more than 90 days at once.