Build a Case Management System That Actually Fits Your Process
I build custom case management systems on Airtable or Tape (GDPR-compliant). One unified database for cases, clients, documents, deadlines, and billing. Includes workflow automations, payment integration, and AI capabilities.
Book a short free call"Thaha was amazing. Personable, efficient, professional and highly responsive. I'm very pleased with the final product and his services. I would certainly engage Thaha again and highly recommend his services."
Michael D. Braun
Kuzyk Law, LLP
The Problem with Generic Case Management Software
Forces You Into Their Workflow
Off-the-shelf case management software is built for generic processes. Your team spends more time working around the software than actually managing cases.
Expensive Per-User Licensing
Most case management platforms charge $50-$150 per user per month. Add your entire team and you're paying thousands monthly for software that doesn't quite fit.
Disconnected from Other Tools
Your case management system lives in its own silo. Billing happens elsewhere. Lead capture is manual. Documents are scattered. Nothing connects.
Built for enterprises, not your size
Enterprise case management systems are over-engineered for small teams. You pay for features you'll never use and complexity you don't need.
You need a case management system built around your actual process, not a generic template that forces you to adapt.
A Custom Case Management System Built for How You Work
I map your case workflow from intake to completion, then build a custom database on Airtable or Tape (GDPR-compliant) designed specifically for your process. One unified system with built-in automations and integrations.
What a custom system gives you
- ✓ Complete case records with all related information linked: clients, contacts, documents, tasks, deadlines, billing, and communications. Everything in one place.
- ✓ Custom fields and workflows that match your case types, stages, and terminology. Not generic "opportunity" or "deal" labels that don't fit.
- ✓ Automated case intake from your website, contact forms, or ad campaigns. Cases enter the system automatically with all relevant details captured.
- ✓ Deadline and task management with automated reminders, calendar integration, and team assignment based on your workflow rules.
- ✓ Document management organized by case with version control, access permissions, and automated filing based on case type.
- ✓ Team dashboards showing case status, workload distribution, upcoming deadlines, and key metrics. Real-time visibility for everyone.
Built for Multiple Industries
Law Firms
Case management for litigation, immigration, family law, or class action. Track clients, cases, court dates, billing, and documents.
See law firm case study →Social Services
Client case management, service delivery tracking, outcome measurement, multi-agency coordination, and compliance reporting.
Healthcare Practices
Patient case management, treatment tracking, appointment scheduling, billing, and HIPAA-compliant document storage.
Insurance Claims
Claims processing, adjuster assignment, document collection, status tracking, payout management, and fraud detection.
Non-Profit Organizations
Beneficiary case management, program delivery tracking, grant compliance, outcome reporting, and donor relations.
Government Agencies
Citizen case processing, application tracking, compliance monitoring, inter-departmental coordination, and reporting.
Automations & Integrations Included
Your case management system comes with powerful automations and integrations that eliminate manual work.
Workflow Automations
Automated case routing, status updates, team notifications, deadline reminders, and workflow triggers built with Make.com.
Payment Integration
Stripe integration for case-related payments, retainers, invoicing, and automatic payment tracking linked to case records.
AI Integration
Claude or OpenAI integration for case summarization, document analysis, note generation, or client communication drafting.
Lead Capture Automations
Cases from contact forms, ad campaigns, or website enquiries flow directly into your system. Zero manual entry.
Document Generation
Automated PDF generation for case reports, client communications, invoices, and summaries with your branding.
Reporting & Analytics
Custom dashboards showing case volume, status distribution, team workload, completion rates, and revenue metrics.
How I Build Your Case Management System
Map your workflow
I map how cases move through your organization, who needs access to what, and where bottlenecks slow you down.
Design the database
I design a database architecture on Airtable or Tape that mirrors your case workflow with proper relationships and views.
Build & automate
I build the system, set up automations, integrate your tools, and configure workflows to eliminate manual work.
Train & hand over
I train your team, provide documentation, and hand over a system you own. No ongoing dependency.
Airtable or Tape? I Recommend the Right Platform
Airtable
Best for US-based organizations or those not handling EU/UK personal data. Mature platform with extensive integration ecosystem.
- ✓ Extensive automation capabilities
- ✓ Large integration ecosystem
- ✓ Generous free tier, affordable scaling
Tape (GDPR-Compliant)
Best for UK/EU organizations or those handling sensitive personal data under GDPR. Built-in compliance and data governance.
- ✓ GDPR-compliant by design
- ✓ Advanced permission controls
- ✓ EU data residency options
I recommend the platform based on your compliance needs and use case. Either way, you get a custom-built case management system designed around your workflow with automations and integrations included.
What Clients Say
Misty Phillips
Founder, Cadre Law
"Thaha was an excellent partner and I highly recommend him for anyone building a CRM or automation workflow. Communication was clear and consistent throughout the project, and the turnaround was faster than expected without any drop in quality. What stood out most was the technical depth. Every detail was handled correctly, and when questions came up, explanations were thorough and easy to follow. Beyond just delivering what was scoped, Thaha proactively suggested better tools than what I had originally specified; tools that were a stronger fit for the workflow and saved time in the long run. That kind of initiative is rare and genuinely valuable. Will absolutely work with them again on future phases of this project."
Michael D. Braun
"Thaha was amazing. Personable, efficient, professional and highly responsive. I'm very pleased with the final product and his services. I would certainly engage Thaha again and highly recommend his services."
What clients say
Feedback from businesses I've built case management systems for.
"Thaha was an excellent partner and I highly recommend him for anyone building a CRM or automation workflow. Communication was clear and consistent throughout the project, and the turnaround was faster than expected without any drop in quality. What stood out most was the technical depth. Every detail was handled correctly, and when questions came up, explanations were thorough and easy to follow. Beyond just delivering what was scoped, Thaha proactively suggested better tools than what I had originally specified; tools that were a stronger fit for the workflow and saved time in the long run. That kind of initiative is rare and genuinely valuable. Will absolutely work with them again on future phases of this project."
Misty Phillips
Founder, Cadre Law
"Working with Thaha was a great experience. I was particularly impressed by his diligent and thought-through approach to our automations, providing expert guidance from the initial ideation all the way through to final delivery."
Mike James
Founder, Project Blackbook
"Thaha, you made my day with your help and saved my course deployment from being delayed. Thank you so much for treating me so kindly despite my lack of knowledge and I appreciate your time and dedication to helping me without the expectation of anything in return!"
Robb Conlon
Founder, Westport Studios
Ready to Build a Case Management System That Fits Your Process?
Book a free call. I'll map your workflow, show you what's possible, and give you a clear picture of what a custom system would look like for your organization.
Book a short free call