Cloud-based case management tool for every human service.

About CaseFlow

CaseFlow is a cloud-based case management software designed to help human services agencies, adoption centers, clinics, franchisees, and organizations of all sizes handle workflows, volunteers, documents, staff training, onboarding, reimbursements, inventory, and more. The system encrypts and backs up data to maintain security and lets administrators configure role-based permissions for team members to prevent unauthorized access.

CaseFlow allows any size organization to track the status of each case, and store data and documents on a centralized platform. Organizations can auto-fill their own document templates, export case information in Microsoft Word or Excel format, and generate standard and ad hoc reports for each program. Organizations can also invite stakeholders, clients, and other professionals to participate in cases, track budgets, generate mailing lists, generate email and text notifications, ,and customize workflows according to their requirements.

The software facilitates integration with third-party platforms and permits easy import of case data from spreadsheets.

Key benefits of CaseFlow

Increase administrative capacity/lower expenses by at least 25%.
Reduce stress due to better organization, tracking and compliance.
Automate notifications and document preparation.
See next tasks at a glance.
Fully customized to your operation.
Future-proof your operation because of CaseFlow's proprietary, fully-integrated Business Rules system.


Business size



Total features of CaseFlow: 45

  • API
  • Access Controls/Permissions
  • Ad hoc Reporting
  • Alerts / Escalation
  • Alerts/Notifications
  • Appointment Management
  • Assessment Management
  • Attendance Management
  • Budgeting/Forecasting
  • Calendar Management
  • Case Management
  • Case Notes
  • Certification & Licensing
  • Child Welfare Management
  • Client Management
  • Customer Management
  • Customizable Reports
  • Data Import/Export
  • Document Management
  • Facility Management
  • Faculty/Staff Management
  • For Summer Camps
  • Forms Management
  • Goal Setting / Tracking
  • Inventory Management
  • Medical Management
  • Online Forms
  • Online Registration
  • Program Management
  • Progress Reports
  • Real Time Reporting
  • Receipt Management
  • Referral Management
  • Reimbursement Management
  • Reminders
  • Reporting & Statistics
  • Reporting/Analytics
  • Role-Based Permissions
  • Scheduling
  • Status Tracking
  • Third Party Integrations
  • Time Tracking
  • Training Management
  • Volunteer Management
  • Workflow Management


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Overall rating

4,5 /5
Value for Money
Ease of Use
Customer Support

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Showing 5 reviews of 22
Kat S.
Overall rating
  • Industry: Religious Institutions
  • Company size: 51-200 Employees
  • Used Other for 1+ year
  • Review Source

Overall rating

  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

Creating something that will be forever utilied within our organization.

Reviewed on 2020/06/09

[SENSITIVE CONTENT HIDDEN] THANK YOU THANK YOU THANK YOU. We are looking forward to things going...

[SENSITIVE CONTENT HIDDEN] THANK YOU THANK YOU THANK YOU. We are looking forward to things going back to our new normal, for us to fully utilize CaseFlow. And not only serve our campers and volunteers well because of how easy and complete you've made it for us but to simply enjoy what we do and how we do it because of the ease of use you've gifted to us with this process.


It'll be easier for me to talk about my journey for you to fully understand this review. I was brought onto the Royal Family Kids Concord, CA team to oversee Registration Day. From Excel to Google Sheets, we thought, there had to be something better. I was told that we were going to use CaseFlow and to be honest, after a brief walkthru I already saw everything (several on my checklist) that would not work. After only a couple of phone calls and maybe 2 follow-up emails to [SENSITIVE CONTENT HIDDEN] our CaseFlow platform was reworked, customized, built out, and tailor-made for our camp and potentially for all the other camps nationwide. So my here are my pros: Customer support is beyond expectation; the platform is easy to use; reports are everything, customization is painless, security between authorized users and admins are so precise and unbreachable, and again, you and the CaseFlow team can make CaseFlow everything your organization needs it to be. Whether you're simply checking in or making it a full-on inventory management platform for each section of your camp, you can use CaseFlow.


Just for the sake of putting something in this box, I'll say set-up. Now, I am not going to mislead you. I personally did the least amount of work on this. The CaseFlow team took their time getting to know my team and me, our process, and walked through an actual camp event with me ... then started on the customization. They simply asked the questions then made it happen for me. They even mimicked our previous process to make the transition easiest for our "non-techy", existing team members to transition to using CaseFlow. I have yet to walk through a live registration day due to the current global situation that caused us to postpone our event, but in putting in the final touches, I am confident that my team and I will maximize our CaseFlow platform. And really, there is so much in this platform that we may not even use some of its more in-depth tools.

Response from CaseFlow

Kat, thank you for your review! We enjoy working with your team and are honored to assist in your mission to provide love and support for foster children. We remain committed to seeing you through many successful registration days and camp weeks with CaseFlow.

--Chellese Stamson, Manager Onboarding & Support

Emma E.
Overall rating
  • Industry: Civic & Social Organization
  • Company size: 11-50 Employees
  • Used Weekly for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 8.0 /10

CaseFlow Tenant Management

Reviewed on 2020/06/09


CaseFlow has enabled LUCHA to track and monitor our families and households throughout the
Humboldt Park neighborhood in Chicago. Caseflow has enabled us to come together a team of case managers and social workers to collaborate and best serve the needs of our residents. CaseFlow allows LUCHA staff to track the populations we serve and what types of needs they have. The reporting feature of these engagements have been used in grant applications to continue funding the important work of the Resident Services Department. As an organization that collaborates with many universities by hosting social work students, we have used CaseFlow as a training manual to teach our student interns the basics of case management and client note taking.


CaseFlow has many features that we do not use, such as the checklist. It appears as if a task is not completed or overdue. We would rather the system had an overview of a to-do list.

Response from CaseFlow

Emma, thanks so much for your thoughtful review! We are delighted to be supporting your team at LUCHA. Your organization exhibits great creativity and compassion for your community!

Let's get together in regard to your checklists. We do have a way to turn off the status indicators you described, so if that is preferable it takes only a minute. We get it--not every organization needs those task reminders, and we probably neglected to mention it as an option. We'll get in touch shortly.

CaseFlow Support

Allison M.
Overall rating
  • Industry: Civic & Social Organization
  • Company size: 2-10 Employees
  • Used Other for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 3.0 /10

Amazing customer service, not a one-size-fits-all program

Reviewed on 2020/06/15

CaseFlow's staff is amazing. They are personable and helpful and supportive. The product just...

CaseFlow's staff is amazing. They are personable and helpful and supportive. The product just didn't work for what we needed without adding more work for us. For other social service organizations it very well may be perfect.


I like that it integrates with other software like JotForm, but it takes a lot of work on CaseFlow's end to get it to import correctly. I like that the staff is so willing to help make it work for you and reconfigure things to meet your needs.


This software doesn't fit every organization, and I commend the company for trying so hard to make it fit. For what we needed it for--managing volunteers year over year for a mentoring program, it was too much work to make it work for us. The software integrates with JotForm but it's so sensitive that it's a lot of work to do it. It's labor intensive to get it to do what it needs, and you have to start over every year with a volunteer's profile. Ultimately it was so much work to get it to do what we needed that it wasn't worth it for us. That said, I think it's primarily our set up that wasn't a good fit, and it may work very well with other kinds of organizations.

Response from CaseFlow

Thanks for your review, Allison. You provided great feedback during your time with us last season. At CaseFlow we thrive on meeting customer needs, but there are limitations to integrations. You noted that the JotForm integration required a lot of upkeep. There isn't anything we can do about that; supporting a 'moving target' does create delays. We have no control over another vendor's app editor. Until we offer a JotForm replacement within CaseFlow, Excel or Google Sheet imports are simpler to maintain while still affording the automated case-building.

We invite you to see this year's demo, Allison. We have dramatically overhauled the camper check-in process to allow quick check-ins at multiple stations by untrained volunteers, and have added more volunteer reports and other automations for donor receipts, etc. CaseFlow does allow you to migrate the most typical camp volunteer data from one year to the next, or into clubs, without re-entering it.

Let's chat!

CaseFlow Support

Jan D.
Overall rating
  • Industry: Individual & Family Services
  • Company size: 2-10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 9.0 /10

Review of CaseFlow

Reviewed on 2020/06/12

I think it's a great program for our purposes as an adoption agency. It took awhile for us to...

I think it's a great program for our purposes as an adoption agency. It took awhile for us to start using it regularly but now our social workers access it to be able to look at paperwork that families have turned in which is really helpful to them. It helps us to keep track of our adoption cases so that things don't fall through the cracks and we are able to refer back to dates of when documents were sent or received. I know there are more functions of CaseFlow that we could be using and hope we can continue to learn the program as time goes on.


I like the Task Workflow as it helps us to track each of our adoption cases so that we can easily see the progression of the case. We can see what documents have been submitted by the family and keep track of important dates such as when certain documents were sent or received. I like that it is so customizable and that we can have a different Task Workflow for each type of adoption that we do. It's also great being able to keep track of adoption inquiries for ease of follow-up. The look of CaseFlow is also clean and attractive.


Because we can't scan and upload documents directly to CaseFlow, it doubles the work. We scan documents and then save them in an electronic file and then upload them to CaseFlow from there. It would be wonderful if the capability of scanning directly to CaseFlow could be created in the software.

Response from CaseFlow

Hi Jan! Thanks so much for your review! Your agency has really helped CaseFlow by supplying a high bar to clear--the complexity of international adoptions. Due to your creative suggestions CaseFlow is now able to support any other human service as well. Keep those suggestions coming!

Ken Phillips, Founder

Lynette S.
Overall rating
  • Industry: Law Practice
  • Company size: 2-10 Employees
  • Used Daily for 2+ years
  • Review Source

Overall rating

  • Ease of Use
  • Likelihood to recommend 10.0 /10

Great for Multi-Company Ise

Reviewed on 2020/06/12

The particular area of law in which I work comes with ever-changing client information, in addition...

The particular area of law in which I work comes with ever-changing client information, in addition to ever-changing required Court documents. Without this type of organization, functioning at the level of efficiency I require of myself would not be possible.


I am in independent contractor providing paralegal services. My client uses CaseFlow to archive not only information within their agency, but documents drafted from mine. It allows every document on every client to be in one easily accessible place. This allows several different companies who are doing different facets of work to be able to all be on the same page.


I would say that I tend to get "kicked off" of the system more frequently than I anticipated. There will be times when I am in the middle of work, with several CaseFlow tabs open, and then I just get kicked off the system and am required to log back in. I am not certain why is does that.

Response from CaseFlow

Thank you for your review, Lynette! We appreciate your feedback and truly enjoy working with your client, who is doing amazing work helping people in need.

I would love to follow up with your client on the issue you describe and try to find a solution. We will actually be speaking tomorrow and I will discuss this issue.

Again thank you!

~Chellese Stamson, Manager, Onboarding & Support

Showing 5 reviews of 22 Read all reviews

CaseFlow FAQs

Below are some frequently asked questions for CaseFlow.

CaseFlow offers the following pricing plans:

  • Starting from: US$49,00/month
  • Pricing model: Subscription
  • Free Trial: Not Available

CaseFlow offers cafeteria-style pricing so even the smallest agencies can afford the best technology. Pricing scales up to enterprise/government. Choose the modules and features you need. A base subscription costs only US $49/month, which includes one program (potentially multiple workflows), automated email notifications, unlimited cases and documents, and up to 5 users. Setup charges include $195 standard, plus optional customization hours for special configurations, data import and integrations. Automation features are optional for additional subscription fees. Pay annually for a discount.

We do not have any information about CaseFlow features

CaseFlow has the following typical customers:

Self Employed, 2-10, 11-50, 51-200, 201-500, 501-1 000, 1 001+

We do not have any information about what languages CaseFlow supports

CaseFlow supports the following devices:

CaseFlow integrates with the following applications:

Microsoft Excel, Microsoft Word

CaseFlow offers the following support options:

Email/Help Desk, FAQs/Forum, Phone Support, 24/7 (Live rep), Chat

Related categories

See all software categories found for CaseFlow.