Case management
Every job in one place: client, subject, scope, budget, deadlines, notes, tasks and status, locked down by role.
Private investigator software: cases, evidence & reports
Private investigators: cases and evidence kept tight. Secure from first note to final report.
Case notes live on personal phones, footage sits on SD cards in the glovebox, surveillance logs get typed up at 11pm and reports go out as email attachments. We build secure case management for investigation agencies that keeps every note, frame and invoice in one locked-down place, then we host it and look after it.
Looking for private investigator case management software?
An investigation agency runs on trust and paper trails. Insurers, lawyers and employers want clean reports on time, evidence that stands up and confidence that nothing leaks. Meanwhile the real work happens in a car at 5am, on a phone with patchy reception, with notes in one app, photos in another and footage on a card that has to make it back to the office.
Wollopit builds custom case management software around how your agency actually works. Instructions come in through a proper intake. Operatives log surveillance on their phones with time, location and stills. Footage is uploaded, fingerprinted and logged so chain of custody is never in question. Reports build themselves from the log and land in a secure portal, with hours, kilometres and disbursements already on the invoice. We connect the tools you rely on and look after the lot.
01The problems
What we hear from private investigators
Does your investigation agency have these problems? Here's how we'd fix them.
Most agencies we talk to are brilliant in the field and held together by Word templates, Dropbox links and a very full inbox in the office. It works until a phone goes missing or a barrister asks who handled the footage.
- The problemCase notes on personal phonesNotes, photos and target details sit in phone galleries and messaging apps. Lose the phone and you've lost the file and maybe breached privacy.How we fix itA secure case app where notes and photos go straight to the case file. Nothing sensitive stays on the device and access can be cut in seconds.
- The problemFootage scattered everywhereSD cards in the glovebox, hard drives in a drawer and Dropbox links that never expire.How we fix itFootage uploaded from the field or office, stored against the case, fingerprinted on arrival and only visible to people who need it.
- The problemChain of custody is a guessNobody can say for certain who copied, viewed or handed over a file between the job and the hearing.How we fix itAn evidence register that logs every upload, view, export and handover, with hash checks proving nothing has changed.
- The problemSurveillance logs typed up afterScribbled notes in the car get turned into a timed log at midnight, from memory and half-legible shorthand.How we fix itTap-to-log entries on the phone with time, GPS and stills attached. The log is done when the shift is.
- The problemReports eat a whole dayCopying log entries, pasting stills and wrestling a Word template into each insurer's preferred format.How we fix itA report builder that pulls the log, stills, timeline and findings into your template or the client's, ready for a final read.
- The problemReports sent as email attachmentsSensitive reports and video links fired off by email to whoever's in the CC line.How we fix itA secure client portal with logins, two-factor sign-in, expiring links and a record of every download.
- The problemInstructions arrive every which wayClaims managers, solicitors and HR teams send referrals by email, phone and PDF, each in a different format.How we fix itOne online intake for every new job, with conflict checks, scope, budget and deadline captured before it's allocated.
- The problemHours, kilometres and disbursements go missingField time, travel and parking receipts get forgotten, so jobs are underbilled or invoices argued over.How we fix itTime, mileage and expenses logged per case as they happen, then turned into invoices in Xero or MYOB with the client's billing codes.
- The problemJuggling subcontract operativesBriefings by text, target photos sent over messaging apps and no way to see who's doing what tomorrow.How we fix itOperative logins that only show their own jobs, secure briefing packs, a shared roster and pay worked out per job.
- The problemClients chasing updatesInsurers and lawyers ring to ask where a job is up to, pulling you away from actual work.How we fix itClients see live job status in their portal, with automatic updates when key stages are hit.
- The problemServe attempts on scraps of paperProcess serving attempts noted by hand, then retyped into an affidavit of service days later.How we fix itEvery attempt logged with time, location and photo, then dropped into a draft affidavit ready to check and sign.
- The problemLicences and compliance in a drawerOperator licences, insurance certificates and training records expire without anyone noticing.How we fix itA licence and compliance register for every operative with expiry reminders well before they lapse.
02What we build
Solutions
What we build for private investigators. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Instruction intake
An online form for insurers, solicitors and employers with conflict checks and automatic allocation.
Evidence vault
Footage, stills, documents and audio stored per case, fingerprinted on upload with every access logged.
Chain of custody register
Who handled what and when, from capture to court, with export-ready custody records.
Surveillance field app
Timed log entries, GPS, stills and quick notes on the operative's phone, working even without reception.
Report builder
Logs, stills and findings poured into your templates or the client's format, ready to review and sign off.
Secure client portal
Clients log in to see job status, read reports and download footage, with two-factor sign-in and expiring links.
Time, mileage & disbursements
Billable hours, kilometres and receipts captured per case, checked against the budget as you go.
Invoicing
Invoices built from logged time and costs, with client billing codes, pushed to Xero or MYOB.
Operative roster & briefings
Who's on which job, secure briefing packs with subject details and pay per job for subcontractors.
Process serving tracker
Serve attempts with GPS and photos, client updates and draft affidavits of service.
Licence & compliance register
Licences, insurance, training and police checks for every operative with expiry reminders.
Background check workflows
Checklists for searches, references and verifications so every check is done the same way every time.
A website that wins work
Hand-built, discreet and quick on mobile, with a confidential enquiry form, built to rank for 'private investigator' in your area.
03The systems
The big ones
Your whole agency, on one secure system.
These are the systems investigators ask us about most. Each works on its own and they get properly clever once they're joined up.
Case management
Every case, locked down and in one place.
From the moment an instruction lands to the day the invoice is paid, the whole job lives in one file. Staff and operatives only see what they need to. Every view and change is recorded.
- Online instruction intake
- Conflict checks on new jobs
- Scope, budget and deadline per case
- Tasks and reminders for every stage
- Role-based access by case
- Full audit log of views and edits
- Client and subject records
- Two-factor sign-in for everyone
- Case status at a glance
- Closed files archived with retention rules
Evidence & chain of custody
Evidence that stands up when it counts.
Footage, stills and documents are uploaded once, fingerprinted on arrival and stored against the case. Every view, export and handover is logged, so when someone asks who touched the file you can show them.
- Upload from phone, camera or office
- Handles large video files
- Hash fingerprint on every file
- Original kept untouched
- Every view and download logged
- Handover records with sign-off
- Custody report export per item
- Stills pulled from footage
- Access limited by role and case
- Encrypted storage
Surveillance field app
The log is done when the shift is.
Operatives tap to log activity as it happens, with time, location and stills attached automatically. It keeps working when reception drops out and syncs when it's back. Nothing sensitive stays on the phone.
- One-tap timed log entries
- GPS and time stamped automatically
- Stills attached to each entry
- Works offline, syncs later
- Secure briefing pack with subject details
- Start and finish with kilometres
- Expenses and receipts by photo
- Nothing stored in the phone gallery
- Remote lock if a phone goes missing
- Supervisor sees the live log
Reports & client portal
Reports that write themselves. Delivered safely.
The report builder pulls the log, stills, timeline and findings into your template or the client's format, ready for a final read and sign-off. Then it lands in a secure portal instead of someone's inbox.
- Report drafted from the shift log
- Stills placed against log entries
- Your templates or each client's format
- Review and sign-off workflow
- Secure portal for insurers and solicitors
- Two-factor sign-in for clients
- Expiring footage links
- Download and view records
- Live job status for clients
- Automatic updates at key stages
Billing & operatives
Every hour and kilometre on the invoice.
Time, mileage and disbursements are logged per case as they happen and checked against the client's budget. Invoices build themselves and flow into Xero or MYOB. Subcontract operatives are rostered, briefed and paid per job.
- Billable hours per case
- Mileage from shift start and finish
- Receipts snapped in the field
- Budget alerts before you go over
- Client billing codes and rates
- Invoices pushed to Xero or MYOB
- Operative roster and availability
- Subcontractor pay per job
- Licence and insurance expiry reminders
- Profit per job and per client
04How it changes
Before and after
A surveillance job, wolloped.
Here's how a typical workers comp surveillance job could change. Every agency is different, so we map yours first.
Before
- Instruction arrives as a PDF buried in an email thread
- Briefing and subject photo sent to the operative by text
- Notes scribbled in the car and photos on a personal phone
- Footage on an SD card that travels back to the office
- Log typed up at midnight and pasted into a Word report
- Report emailed as an attachment and hours guessed for the invoice
After
- Instruction logged through intake with scope and budget
- Secure briefing pack opens in the operative's app
- Timed log entries with GPS and stills captured on the spot
- Footage uploaded, fingerprinted and logged to the case
- Report drafted from the log, checked and signed off
- Delivered to the client portal with time and kilometres already invoiced
05Services
Everything under one roof
Software, websites and systems for private investigators.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for private investigators
Built around how your investigation agency actually runs: case management, instruction intake and the admin in between, in one system you own.
Websites for private investigators
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Investigation agency system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for private investigators
Evidence vault and chain of custody register: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your investigation agency, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- Microsoft 365
- Google Workspace
- SharePoint
- OneDrive
- Dropbox
- DocuSign
- Adobe Acrobat
- Stripe
- Calendly
- Zoom
- Microsoft Teams
- Trackops
- InfoTrack
- PPSR
- ASIC Connect
- HubSpot
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your investigation agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your office team and ride along with how operatives actually work, from instruction to invoice, then find what's costing you time and risk.
- 02
Archi-tech
We plan it before writing code: your cases, evidence handling, field app, report formats, client access, security, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like the field log or report builder, so you get a win quickly.
- 04
Look after
We host it, keep it secure and patched and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things private investigators ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is evidence stored securely?
Yes. Files are encrypted, access is restricted by role and case and every view, download and change is logged. Each file is fingerprinted on upload so you can show it hasn't been altered.
Can it handle big video files from surveillance?
Yes. We build it for large footage uploads from the field or the office, with the original kept untouched and stills pulled out for reports.
Does the field app work without reception?
Yes. Operatives can keep logging in dead spots and it syncs once they're back in range. Nothing sensitive is left sitting in the phone's gallery.
Can reports match each insurer's format?
Yes. We set up your own templates plus the formats your regular clients ask for, so the report builder drops the log, stills and findings in the right places.
Can clients get reports without email attachments?
Yes. Clients log in to a secure portal with two-factor sign-in, see job status and download reports and footage through links that expire. You can see exactly who opened what.
We already use case management software. Do we have to switch?
No. If your current platform is doing its job we build around it, adding the field app, evidence register, portal or billing on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a case management system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a field log app or secure portal can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated, backed up and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most private investigators we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an investigation agency problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.