Case Management, Client Portal and Time Billing for Private Investigators

Mythex builds a private investigation agency's case files, conflict checks, time and mileage logging, client portal and invoicing from a description of how your agency works. Hours and miles are logged the same day from a phone, evidence sits in the case with a record of who viewed it, and invoices list exactly what the report describes.

Hours, miles and evidence that may end up in court

An investigation agency takes background checks, surveillance, tracing and process serving from law firms, insurers, businesses and private individuals. Most work is billed by the hour plus mileage and expenses, and surveillance can mean twelve hours in a car on a day's notice. When hours are written up from memory a week later, money is left on the table and the invoice no longer matches the report. Case files hold notes, photos and video that may be challenged, so who uploaded and viewed what matters. Licensing and what investigators may lawfully do differ by jurisdiction. Software organises the work; it does not decide what is lawful.

• Case records with type, subject and instructing contact
• Conflict checks against past subjects and clients
• Hours, mileage and expenses logged the same day
• Evidence stored per case with an access log
• Process serving attempts recorded with time and outcome
• Retainers drawn down by logged work

What you can build for private investigators

Cases with a conflict check first

Clients are split into law firms, insurers, corporate and private. Each case records type, subject, instructing contact and the law firm's file number. Before accepting, search all past subjects and clients for the names involved.

Build a case management CRM for my private investigation agency. Clients are law firm, insurer, corporate or private. Each case has type, subject name, instructing contact, client file reference and status. Before a case is opened, search every past subject and client for matching names and show any conflicts.

A client portal with an access log

Clients see only their own case updates, reports and invoices. Photos and video are stored privately per case, reports are downloadable, and every upload and view is logged, which supports your chain of custody if evidence is challenged.

Create a client portal for my PI agency where each client sees only their own cases, updates, final reports and invoices, and can upload instructions. Store photos and video privately per case, and log every upload, view and download with user and time.

Itemised time, mileage and expenses

Invoices list surveillance hours, report writing, mileage and expenses separately with receipts attached. Private clients often pay a retainer that logged work draws down, and law firm invoices carry their file number.

Make invoicing for my private investigation agency built from logged entries: surveillance hours, report writing hours, mileage at a rate per mile, and expenses with receipt photos. Support retainers drawn down by work, and print the client's file reference.

Surveillance shifts and serving attempts

Schedule long, early or overnight surveillance shifts, sometimes with two investigators and a vehicle. Plan process serving attempts at varied times and record each with time and outcome, since courts may ask for evidence of reasonable efforts.

Build scheduling for my PI agency with surveillance shifts (start, end, investigators, vehicle) and process serving attempts that must be spread across morning, evening and weekend, each recorded with time, address and outcome.

Surveillance quoted in blocks

Estimate hours, investigators, mileage and expenses, quote surveillance in blocks of days with a review point, keep fixed prices for background checks, and state that results are not guaranteed.

Create a quote tool for my PI agency: surveillance quoted in 2-day blocks with investigators, hours, estimated mileage and expenses and a review after the first block; fixed prices for background checks and tracing; terms stating that results are not guaranteed.

A discreet enquiry form

Service pages that describe the work without promising results, licence numbers or memberships where required, areas covered, and an enquiry form that asks how and when it is safe to contact the person, with no automatic emails carrying obvious subject lines.

Build a website for my private investigation agency with pages for background checks, surveillance, tracing and process serving, our licence details, areas covered, and a discreet enquiry form asking preferred contact method and safe times, with no automatic confirmation email.

Evidence, privacy and the law

Case files hold personal information about subjects who never agreed to it, plus material that may be used in court. Keep everything behind login, limit each case to the staff working it, store media in private storage and keep an access log from day one. Check the licensing, data protection and surveillance rules where you operate; Mythex builds the system you describe and does not advise on what is lawful.

• Case access limited to assigned staff
• Private storage for photos and video
• Access log on every file

Unbilled hours

Watch logged-but-unbilled hours weekly. Surveillance days run long and it is easy to forget to invoice; a running total shows cash sitting in your notes.

Questions

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