Case management for community nonprofits
Hire people for your org, not for your software.
Case management for small nonprofits in the North State: intake, client records, case notes, documents, reminders and the reports funders ask for. Bought once, run by the staff you already have, in your organization's own AWS account.
Built for HIPAA. HIPAA-eligible AWS services in your own AWS account, and a signed business associate agreement with us.
Why it exists
Nobody was hired to feed a database
The system is the easy part to budget for. The person who ends up running it is not: the database coordinator, the part-time data clerk, the consultant on retainer, the one staff member who knows how the funder report gets built and takes that knowledge along when they leave.
Client+ is set up so the people already on your payroll run it. Deployment includes two live training sessions. After that, your next hire can be a case manager.
What it does
The unglamorous half of the work, in one place
Most of what a case manager does never makes the newsletter: the intake form, the file that got started twice, the release that is missing when a partner calls, the follow-up nobody wrote down. Client+ is built around that half of the job.
- IntakeFront-desk or lobby-tablet self-intake, with duplicate checking as you type
- Client recordsOne record per person, with program history and exit reasons
- Case notesWritten by the people who did the work, timestamped and kept
- DocumentsFiled into folders, renamed, previewed, attached to the right record
- RemindersAssigned to a co-worker, not lost in a notebook
- ReportingWho you served, by program and period, in a form a funder will accept
- Audit logEvery view, change, export and print of a client record, unalterable
How it works
You buy it once
There is a one-time deployment fee and no per-seat license. Add a volunteer, add a case manager, add a whole program — the price does not move. Support is bought in prepaid blocks of hours that never expire, and unused hours roll forward.
It runs in your own AWS account
Your deployment lives in an Amazon Web Services account your organization owns, with its own database, its own file storage and its own encryption key. Your records are never in a database shared with another agency. AWS bills your organization directly for hosting, typically $60 to $120 a month, and we never mark it up. You give us the administrative access we need to support it, and you can take that access back whenever you choose.
You can leave whenever you want
Ask for your data any day of the week and you get a complete export — the full database in open formats plus every stored document — within ten business days, free, whether you are staying or going. We will not hold your records over an invoice.
It came from real case work
The first customer is a reentry and crisis-services nonprofit in rural Northern California. Every feature exists because someone doing that work asked for it, and it is shaped around how a small team actually works rather than how a county system does.
Security and privacy
Client information is treated as protected health information whether or not your programs bill anyone.
- Where it runsYour organization's own AWS account, on HIPAA-eligible services under AWS's business associate addendum
- EncryptionRecords encrypted at rest with a key dedicated to your organization, and in transit under a FIPS-validated policy
- Access controlRole and program based, enforced in the database itself rather than only in the screens
- Two-factorRequired for staff access to client records
- Audit trailViews, changes, exports and prints, recorded where staff cannot alter them
- BackupsEncrypted and tested, retained six years while you are with us
- Server accessAdministrative access is authenticated and logged, with no open remote shell port
On artificial intelligence: no AI service ever receives your client records. The optional grants assistant can read only your organization's own public web pages and text a staff member types into it, it has no path to a client table, and it stays switched off until you turn it on.
Built for HIPAA. Your deployment runs on HIPAA-eligible AWS services in your own AWS account, under AWS's business associate addendum, and we sign our own business associate agreement with you. The platform and our practices are designed to support your compliance with the HIPAA Security and Privacy Rules; your own risk analysis, policies and staff training complete it. No vendor can hand you a HIPAA certificate, and we do not pretend otherwise. Certifications such as SOC 2 and ISO 27001 belong to AWS and cover its infrastructure, not your program.
What it costs
One price to start, then hosting
Everything here is one-time except cloud hosting. There is no per-user fee, no annual license renewal, and no charge from us for security patches, platform updates or backup work.
- Deployment$20,000 one time. Configuration to your programs, migration of the records you already have, two live training sessions, and thirty days of support after go-live.
- Support$2,500 for a block of ten hours, for the work you ask for: new reports, added programs, extra training, bulk data changes. Blocks never expire and unused hours roll forward.
- Optional modules$5,000 one time each. Grants management, and a QuickBooks Online integration.
- Cloud hostingBilled by AWS directly to your organization's own account, typically $60 to $120 a month. No markup, because the bill never passes through us.
- Per staff memberNothing. Add a case manager, a volunteer or a whole program without the price changing.
For most organizations that means about $20,000 in year one and roughly $1,200 a year after that, plus support hours only when you want them. We will put the whole thing in writing before you spend a minute in a demonstration.
Getting started
A deployment takes two to four weeks from the kickoff meeting, assuming your records can be exported and someone on your side can meet weekly to make decisions. That includes configuring the platform to your programs, migrating what you already have, two live training sessions, and thirty days of support after go-live at no charge.
After that, you pay AWS directly for hosting and buy support hours when you need them. We never bill for security patches, platform updates or backup work; the backup storage itself is part of your AWS hosting.
Questions we get
- We keep everything in spreadsheets. Is that a problem?
- No. Spreadsheets, an old database, or scanned paper files organized by client are all things we migrate as part of a deployment. Paper-only records take longer and get quoted separately.
- What happens if you disappear?
- Your deployment runs in your own AWS account, and your export is always available. The customer agreement says that if Client+ stops operating, you keep running the version you have and we hand over the documentation needed to maintain it.
- Do you see our client data?
- Only what is needed to run and support the system, logged when it happens, and under a business associate agreement. Support conversations refer to records by ID — we ask customers never to send client details over WhatsApp or email.
- Can it handle more than one program?
- Yes. Programs are configured per organization, with their own intake questions, staff access and reporting, and a client can move between them with the history kept.
- Is the $20,000 really it?
- For the deployment, yes. After that you pay AWS for hosting directly and buy support hours if and when you want them. Nothing renews on its own, and nothing is priced per staff member.
- What if we run out of support hours?
- Nothing stops. Security patches, platform updates, backups, fixing anything broken in the software, and getting your data out are never billed against a support block. Hours are for the work you ask us to do.
Talk to us
We would rather hear how intake works at your organization than talk about software. Twenty minutes, no slides.