Case management software built for private investigators
Evidence scattered across drives, sources saved in your phone, notes in three apps. Herarx puts every investigation in one secure workspace — from first lead to final report — with chain of custody and an audit trail built in, not bolted on.
Sound familiar?
The spreadsheet-and-folders method breaks under pressure
When a case is challenged, "I think it's in this folder somewhere" isn't good enough. Here's the difference.
- Evidence spread across desktop folders, email, and your phone
- No record of who opened or changed a file, or when
- Sources tracked in a notebook or scattered contacts app
- Sharing means emailing files you can't recall or control
- Reconstructing a timeline takes hours before a deadline
- Every file, note, and contact lives in one case record
- Automatic, timestamped chain of custody on every action
- Sources logged as contacts with full relationship context
- Secure, expiring portal links you control and can revoke
- A dated records timeline is built as you work
Built for investigative work
Every tool a PI actually needs
Not generic project management. Not a cloud drive. A workspace shaped around how investigations actually run.
Chain of custody, built in
Every file upload, access, and modification is timestamped and logged automatically. You always know who touched what and when — without doing anything extra.
Evidence file management
Upload any file type directly to a case. Files are encrypted at rest and stored on separate infrastructure. Per-file access controls let you share selectively.
Source & contact tracking
Add contacts to each case with phone, email, address, and private notes. Contacts can appear across multiple cases — one address book, properly linked.
Location maps
Pin a physical address to any case and view it on an interactive map. Filter all your cases by location to spot geographic patterns across your caseload.
Dated case records & notes
A timestamped records timeline on every case. Every entry is attributed to the author. Notes, findings, and updates — all in chronological order, nothing lost.
Secure client portal
Share specific files or the whole case via a secure, expiring portal link. Clients access only what you share. You see exactly when they opened it.
Task & deadline tracking
Add tasks to any case with due dates, priority, and assignment. The SLA dashboard shows overdue and upcoming tasks across your full caseload at a glance.
Tags & categorisation
Tag cases by type, client, status, or anything you need. Filter and search across your whole caseload. Analytics show your most-used tags and case breakdown by category.
Two-factor authentication
Every Herarx account supports TOTP 2FA and hardware security keys (WebAuthn/FIDO2). Your case data stays behind a second lock — not just a password.
Workflow
From intake to handover
A structured four-step loop that keeps every investigation organised, accountable, and ready to hand off.
Open & configure the case
Name it, set the subject and location, assign importance and status. Invite a colleague if needed — they get exactly the access level you specify.
Build the record
Upload evidence files, log sources as contacts, add dated notes as the investigation develops. Everything is chronological and attributed.
Track tasks & monitor SLAs
Set tasks with deadlines and priorities. The activity dashboard surfaces what's overdue, due soon, and on track across every active case.
Deliver to the client
Share a secure portal link so the client can review findings. Export the case record. Close the case — the full audit trail remains.
FAQ
Questions investigators ask
What's the best case management software for private investigators?
The right tool keeps evidence, sources, locations, and notes in one place with a verifiable audit trail. Herarx is built around exactly that: encrypted file storage, automatic chain of custody, contact and source tracking, location maps, and secure client sharing — with a free tier so you can try it on a real case before committing.
Does Herarx maintain chain of custody for digital evidence?
Yes. Every upload, view, edit, and permission change is recorded automatically with a timestamp and the user who performed it. The audit trail can't be edited or deleted, so you have a defensible record of who handled each piece of evidence and when.
Can Herarx replace my current PI case management tool or spreadsheet?
For most solo investigators and small agencies, yes. Herarx covers cases, evidence files, source contacts, tasks, locations, notes, audit logging, and client sharing in one platform — replacing the spreadsheet-plus-folders approach and consolidating tools you may currently juggle separately.
How do I share findings with a client securely?
Generate a secure portal link for a specific file or an entire case. The link can expire, the client only sees what you choose to share, and access is logged — so you keep control instead of emailing files you can't recall.
Is there a free plan for solo investigators?
Yes — you can start on the free tier with no credit card. Encryption, two-factor authentication, and the full audit trail are included on every plan, including free.
Ready to bring order to your investigations?
Always free to get started. No credit card. Your case data is encrypted at rest from day one.