Check out our video about choosing customizable private investigator software.
Using the best case management software (CMS) is crucial for private investigators. It helps streamline operations, organize case details, and enhance overall efficiency. However, your company is different from other firms, with its own needs and ways of doing things. Make sure your private investigator software tools help your company’s productivity and growth by opting for a customizable solution.
Why Customization Is Important for a Private Investigator
Each case file, from surveillance to process serving, comes with its own set of unique requirements. One-size-fits-all case management software can limit your ability to manage different case types effectively.
Customization allows you to tailor the system to your specific needs, making your workflows smoother and more efficient.
Customizable CMS platforms offer private investigators the flexibility to create reports, organize data, and manage clients in efficiently. Without the ability to personalize your system costs you. You may find yourself spending unnecessary time navigating rigid processes or lacking the critical tools needed for certain cases.
Customizations to Look for in Private Investigator Software
Choosing private investigator software for your firm? Add customization features that increase efficiency and tailor the system to your unique needs on your “must have” list. Here are 7 of the ones you need.
Custom fields for case types.
Every investigation is unique. Look for a CMS that allows you to create custom fields within the system. This will let you capture and organize the data you need for each specific type of investigation.
Real-World Example for Custom Fields for Case Types
Imagine you’re handling an insurance fraud case and a criminal defense investigation. For the insurance fraud case, you need to track details like claim numbers, insurance policy details, and specific types of suspected fraud (such as staged accidents or exaggerated injuries). Custom fields in your CMS allow you to create and label fields like “Claim Number,” “Policy Type,” and “Fraud Type.”
For the criminal defense case, you need to record information like arrest details, charges filed, court dates, and witness statements. Custom fields let you create sections like “Arrest Date,” “Charges,” and “Witness Information.” This tailored case type layout makes it easy to manage relevant details without sifting through unnecessary information.
Tailored reporting templates.
Customizable reporting templates can save time when you’re generating reports for clients. Choose a system that allows you to modify report layouts, include specific case details, and brand your reports with your logo.
Customizable user roles and permissions.
It’s always a top priority to make sure sensitive information stays secure. Look for a private investigator software platform with a way to customize user roles and permissions. This allows you to assign different levels of access to team members based on their role in the investigation.
Real-World Example for Customizable User Roles and Permissions
Say a private investigation firm has multiple team members with different roles. The lead investigator needs full access to all case files, including sensitive client data, investigative notes, and financial information. Junior investigators only need access to the specific cases they’re working on, without the ability to see financials or edit critical case data.
With customizable user roles in CMS, you can set permissions so that junior investigators can view and update their assigned case details. However, they are restricted from accessing other cases or sensitive financial information. Administrative staff may only need access to billing, invoicing, and scheduling, without viewing the actual case notes or evidence. External contractors might need even more limited access, like only the ability to upload reports or photos.
This setup ensures that sensitive information stays secure, preventing accidental or unauthorized data exposure.
Flexible workflow automation.
Automating repetitive tasks is a great time-saver, but the automation needs to align with your workflow. Your CMS should allow you to customize the automation processes to fit your investigative steps. This may be assigning tasks, setting reminders, or sending status updates to clients.
Custom billing and invoicing.
CMS helps simplify invoicing and expense tracking. Many investigators use more than one billing structure, depending on the client or type of service provided. A customizable billing and invoicing system ensure you can adapt to these variations, making it easier to manage finances and track payments.
Real-World Example for Custom Billing and Invoicing
A private investigation firm offers surveillance, background checks, and process serving services. Surveillance cases are billed hourly, while background checks are charged as a flat fee. Process serving may require mileage reimbursement and a standard fee.
With a customizable billing and invoicing system, the private investigator software can
- Automatically calculate hourly rates for surveillance cases based on the time logged.
- Apply a flat fee for background checks.
- Add mileage expenses for process serving cases.
Additionally, the system allows for customized invoicing templates, so the firm can easily generate invoices that reflect the service provided.
This flexibility streamlines the billing process, reduces errors, and ensures clients receive accurate, transparent invoices that match the services rendered.
Adaptable client portal.
If your CMS includes a client portal, it should allow customization so you can decide which information is shared with clients and how they can interact with the case. A customizable client portal enhances communication and transparency, which elevates the customer experience.
Integration with other tools.
In addition to case management software, investigators often rely on other tools for different aspects of their work. GPS tracking software, surveillance apps, and social media monitoring tools are a few examples. A CMS that supports custom integrations with third-party applications ensures seamless data sharing and reduces redundant data entry.
Other Things to Expect from Your CMS
In addition to customization, a robust CMS should offer features that help you stay organized, secure, and compliant with industry standards. These features, combined with the right customization options, will ensure your CMS is a valuable asset to your private investigation business.
- Data security and encryption. Your private investigator software should offer data encryption and strong security protocols to prevent unauthorized access.
- Mobile accessibility. Investigators are often on the move. Look for a CMS that offers mobile access so you and your team can manage cases, update reports, and communicate with clients from any location.
- Compliance with legal standards. Your CMS should comply with data privacy laws, to help avoid legal issues down the road.
- Customer support and training. Quality customer support and thorough training options should be available to help you, and your team, get the most out of the system and quickly resolve any technical issues.
- Scalability. As your private investigation business grows, your CMS should be able to scale with you. Look for a solution with multiple service levels that can accommodate an expanding client base, larger teams, and increased case volumes without sacrificing performance.
CROSStrax Is Your Customizable Private Investigator Software Solution for Case Management
A customizable CMS allows you to tailor the system to the unique demands of your business, ensuring that it works with you rather than against you. From creating custom fields to automating workflows, these tools give you the flexibility needed to manage a variety of case types and adapt to your firm’s evolving needs.
By investing in customizable CMS, you equip your team with the tools necessary for smoother workflows, improved client communication, and long-term success.
CROSStrax prides itself on being a fully customizable solution to our clients. Whether you are a small firm just starting out, or a large enterprise with hundreds of cases and dozens of user, we can adapt our software to serve your specific needs. Our templates, customizable fields, user permission levels, and robust reporting capabilities give you everything you need and nothing you don’t. Streamline your private investigation’s case efficiency, increase your organization, and serve your clients more effectively with CROSStrax. Learn more about us today.