Investigation case management software pricing: the real numbers

~7 min read · By Brendan Foote

Reading the figures: published subscription rates and historical procurement documents are separate evidence. The four historical examples below are not current quotes or like-for-like comparisons with EMP Intake.

You're probably here because you asked a simple question and couldn't get a simple answer. What does investigation case management software cost?

A useful budget needs more than a headline amount. Check the licensing unit, minimum commitment, included services and renewal terms before comparing prices.

This page starts with our own published prices and Kaseware’s public price list. It also explains four historical procurement documents, with their limits stated alongside the figures. For other vendors, request a current quote for your users, modules and services.

One thing this page isn't: a claim that the enterprise platforms are overpriced. They sell hosting, contact centers, implementation services, CJIS-grade compliance programs, and support organizations that a $29 workstation tool does not. The problem isn't their prices. The problem is that a five-person team can't find out what anything costs without a sales cycle. This page is for that team.

Why a scoped quote can differ from a price list

Quotes can depend on users, modules, hosting, implementation and support. Public contracts show what a particular buyer purchased; they do not establish what another team would pay or why a vendor chooses not to publish prices.

Procurement documents can help explain a particular purchase. They may describe a proposal, an award recommendation or an order form, rather than a final bill. The status, contract term and included services matter as much as the headline amount.

EMP Intake pricing, in full

We will start with ourselves, since we are the only vendor on this page whose complete pricing we can state with certainty.

EMP Intake WS runs on one Windows workstation. Three tiers, priced per workstation:

A 14-day trial runs at the Professional tier with no card. There are no implementation fees, no minimum seat count, and no sales call required. A single investigator on Core pays $290 a year. Five Professional workstation activations, billed yearly, cost $4,950 a year; five people sharing one Professional workstation cost $990 a year. Full details are on the pricing page.

EMP Intake Teams, our multi-user edition on PostgreSQL, has a pilot planned for 2027 and no public pricing yet. When it does, it will appear here.

For scope: EMP Intake WS is a local evidence workstation for individuals and small teams. It isn't a hosted enterprise platform, and the comparison that follows is about what a buyer can learn, not about like-for-like products.

Kaseware: the one vendor with a public price list

Credit where it is due. Of the five enterprise vendors we track, Kaseware is the only one that publishes per-user pricing, and their pricing page is refreshingly specific (re-verified September 19, 2026):

Look at the minimums. The cheapest possible Kaseware subscription is 20 users at $102, which is $2,040 a month or $24,480 a year. And a five-person team can't buy five seats: 20 is the floor. If your team is smaller than the minimum, the list price is academic. Kaseware's published plans list professional services, including business analysis, implementation, reporting, and training, as included, with data migration priced as a separate one-time service.

Historical example: Michigan’s award recommendation

Michigan’s notice of intent to award for RFP 220000002580 recommends $420,000 for Kaseware. Its pricing summary lists $351,000 for implementation and $69,000 for an annual subscription. The document also describes a five-year contract term with up to five one-year renewals. It is an award recommendation, not evidence of a signed contract, total lifetime spending or a current Kaseware quote. We do not annualize its headline amount or compare the other bidders’ totals as equivalent purchases.

What this means for a small team: Kaseware's own floor is $24,480 a year at the published 20-user minimum, with professional services listed as included and data migration separately priced. The cost depends on activated workstations, not headcount: five Professional workstations are $4,950 a year (one shared Professional workstation is $990), and five Core workstations are $1,450. Kaseware's listed minimum does not establish other vendors' minimums. Request a current quote for your own scope.

Case IQ, Resolver and Ontic: request a scoped quote

We have not established a current public subscription rate for these products. Ask each vendor for a quote covering your users, modules, hosting, implementation, support and renewal terms. Historical government award totals are not a substitute for that quote.

Historical example: Resolver at Toronto Public Library

A September 29, 2025 staff report recommended a CA$626,025 three-year Resolver agreement for incident-reporting software, covering licensing and implementation, excluding HST. Two optional renewal years were priced separately. This is a recommendation for one library system, not evidence of payment or a current Resolver subscription rate.

NAVEX: a historical order-form example

Liberty Public School District’s published NAVEX order form OI-000582604 lists a US$4,433.70 annual hotline fee for 2,000 employees. Three concurrent and two dedicated seat licenses are listed at $0, alongside incident-management migration services. The stated term ends January 11, 2026; fees are fixed for the first year and later annual increases are capped at 3%. NAVEX’s signature is dated October 13, 2023, but the customer signature fields are unfilled in the published copy. This establishes the quoted terms, not execution, payment, renewal pricing or a current offer.

Omnigo: implementation and recurring support

Bedford, Virginia's March 11, 2025 council minutes recorded an Omnigo evidence-management quote with US$6,747.80 in one-time implementation costs and US$8,070.92 in first-year recurring support. The five-year quote included 3% annual increases in recurring costs. Council approved entering the contract. The minutes record the quoted terms and approval, not payments or a current offer.

Published prices, in one table

How to read these numbers

• Published rates and the Michigan and NAVEX documents were checked on September 19, 2026. The Toronto and Bedford records were checked on September 20, 2026. Historical terms do not establish current prices, payment or renewal rates.
• The annual totals in the price-list tables are arithmetic from published rates and minimums. They are not estimates derived from government awards.
• Products differ. EMP Intake WS is a local Windows evidence workstation. Hosted platforms may include services we do not sell. Compare scope, not just totals.
• Ask for a written quote identifying currency, user or workstation minimums, implementation, migration, support, taxes and renewal terms.

What a five-person team actually pays

Strip away everything above and the practical question remains. You have five investigators and a budget line to fill in.

If your team is bigger than that, or you need hosting, a contact center, or CJIS-grade deployment, the enterprise platforms exist for good reasons and their sales teams will scope it for you. If your team is five people with evidence to protect, you now know the range, and you know which vendors will tell you a price before a discovery call.

Run a real case through EMP Intake WS on the 14-day Professional-tier trial, no card required.

Sources

• EMP Intake pricing
• Kaseware pricing page
• Michigan award recommendation and evaluation synopsis, RFP 220000002580, pages 1 and 7
• Liberty Public School District: NAVEX order form OI-000582604, pages 1, 2 and 5
• Toronto Public Library: Resolver staff recommendation, September 29, 2025, pages 1 to 3; purchasing policy for Canadian-dollar context
• Town of Bedford, Virginia: council minutes, March 11, 2025, pages 9 and 10

Sources checked September 19 and 20, 2026. Found an error or a newer public record? Email hello@falcrex.com.