Managing cases manually often leads to unnecessary problems. Teams relying on spreadsheets or paper files face missed deadlines, data mistakes, and compliance issues. Legal professionals lose track of court dates. Healthcare providers struggle with patient records. Nonprofits miss grant opportunities. These recurring issues drain valuable time, frustrate staff, and harm trust with clients and patients. The need for a good case management system has never been clearer.

At Pearl Talent, we connect businesses and healthcare organizations with skilled professionals who excel in using case manager software. Sourced from the top 1% of talent in the Philippines, South Africa, and Colombia, these rigorously vetted experts streamline workflows and uphold compliance while delivering reliable cost-effective support.

Drawing from our years of experience in the case management industry, this list curates the 12 best case management software tools poised to redefine efficiency in 2025.

Let’s get started!

Top 12 Case Manager Software Solutions To Pay Attention To in 2025

1. Kissflow

Kissflow is a cloud-based workflow and process automation platform designed to help businesses automate, manage, and optimize their business operations with ease. Its comprehensive tools and features cater to various industries, making it a go-to solution for enterprises, SMEs, and legal teams.

Key Features

• Customizable Workflows: Kissflow offers flexible workflow design, allowing users to create, modify, and automate processes without technical expertise.
• Case Manager Software: Its case management tools, including status and due date trackers, help teams handle unstructured processes efficiently.
• Real-Time Analytics: Its built-in reporting and analytics enable users to monitor workflows, identify bottlenecks, and optimize risk management.
• Pre-Built Templates: Kissflow provides ready-made templates for HR, finance, and IT functions, helping businesses deploy solutions quickly and effectively.
• Low-Code/No-Code Development: Its low-code/no-code application development capabilities allow non-technical users to build applications effortlessly.

Pricing

Kissflow offers a Basic Plan starting at $1,500 per month for 50 users, perfect for small teams with straightforward automation needs. They also provide custom pricing for larger organizations.

2. Appian

Appian is a versatile low-code automation and case manager software platform designed to simplify and accelerate complex workflows. With its advanced features and ability to unify data across systems, Appian supports organizations in achieving seamless operations and scaling their digital transformation efforts.

Key Features

• Unified Data Fabric: Appian’s unified model integrates data from various sources, providing a centralized location of case information that helps eliminate inefficiencies caused by data silos.
• Smart Automation Tools: Its automation features, including RPA and IDP, minimize manual tasks and enhance efficiency.
• AI-Driven Insights: Its AI capabilities enable automated content handling, predictive analytics, and smarter workflows.
• Pre-Built Industry Templates: To speed up implementation, Appian provides industry-specific templates for sectors such as healthcare and finance.
• Scalable CRM Capabilities: Its enterprise-grade CRM tools help businesses manage customer interactions and engagement.
• Enabling Digital Transformation: Its optimized workflows modernize systems and improve adaptability to market changes.

Pricing

Appian offers custom pricing plans designed to meet the needs of each organization. While standard, advanced, and premium plans are available, detailed costs are not listed on the website. Businesses should contact Appian directly for personalized pricing information.

3. ServiceNow

ServiceNow is a cloud-based case manager software platform that streamlines and automates enterprise workflows to enhance efficiency and service delivery across industries. It connects people, functions, and systems within a unified platform, eliminating silos and enabling seamless operations.

Key Features

• Unified Platform: ServiceNow integrates systems and functions in one platform that store information that is readily accessible to all stakeholders, which results in better collaboration across teams.
• AI-Powered Automation: The platform leverages AI and machine learning to automate tasks, predict outcomes, and enhance decision-making.
• Low-Code Development: ServiceNow allows users to create and customize applications quickly with its low-code and no-code development tools.
• Workflow Automation: ServiceNow's workflow automation capabilities enable organizations to digitize and optimize business processes, leading to improved outcomes and customer satisfaction.

Pricing

IT Service Management (ITSM) licenses cost $100 per user per month, while IT Operations Management (ITOM) licenses cost $150 per user per month. Organizations with larger or more complex needs can opt for custom pricing designed to match their specific requirements.

4. Pega

Pega is a low-code case manager software platform designed to support enterprise transformation through AI-driven decisioning and workflow automation. It is used by businesses globally to address key challenges such as personalizing customer engagement, automating services, and streamlining operations.

Key Features

• AI-Powered Decisioning: Pega integrates artificial intelligence to provide real-time decision-making capabilities. This feature enables businesses to optimize customer interactions and adapt to shifting demands effectively.
• End-to-End Workflow Automation: Pega automates complex workflows to reduce manual effort and enhance operational efficiency across departments.
• Industry-Specific Templates: Pega offers pre-built templates tailored to industries like financial services, healthcare, and telecommunications. These templates enable rapid deployment of customized solutions, helping businesses meet sector-specific requirements.
• Industry Applications: Pega is widely used in human services industries as its solutions address diverse needs, including streamlining claims processes, improving customer support, and automating operational workflows.

Pricing

Pega does not provide detailed pricing information on its official website. The cost of its products and services is influenced by several factors, including the specific solutions a business requires, the number of users, deployment preferences, and the organization’s unique needs. To receive accurate and customized pricing, prospective customers are encouraged to reach out to Pega directly through their official website.

5. Alfresco

Alfresco is a cloud-native content services platform designed to help organizations manage and utilize their content effectively. Alfresco enables businesses to innovate and achieve faster time to value by integrating content management, process automation, and governance capabilities.

Key Features

• Document Management: Alfresco Content Services provides enterprise-grade scalability and performance for managing critical business content. It offers 24x7 support and ensures compliance with industry standards.
• Case Tracking: The platform enables the monitoring of potential conflict of interest in contracts and the tracking of the designated person in the signing process.
• Workflow Optimization: Alfresco Process Services automates business processes to reduce manual tasks and improve operational efficiency.
• Industry-Specific Templates: Alfresco offers customizable templates for industries such as legal, government, and corporate sectors. These templates allow for rapid deployment of solutions tailored to specific needs.

Pricing

Businesses should contact Alfresco directly for a tailored quote. A free trial is available to explore the case manager software before committing.

• Community Edition: Alfresco offers a free, open-source edition ideal for smaller teams or non-critical projects. This edition is suitable for organizations capable of handling their own support, maintenance, and updates.
• Enterprise Edition: Designed for larger organizations, the Enterprise Edition includes advanced features such as scalability, high performance, and integrations. Pricing for this edition is not listed online. 

6. Clio

Clio is a cloud-based law firm case management software that streamlines law firm operations. It allows firms to manage clients, cases, billing, and documents through one secure access platform. Accessible from any device, Clio integrates with tools like Microsoft 365 and Google Workspace to meet the needs of modern legal practices.

Key Features

• Time Tracking and Billing: Clio allows legal professionals to track time and manage billing with customizable invoices, online payment options, and detailed financial reports.
• Case Collaboration: The platform provides tools for secure document sharing, task management, and team communication to streamline casework.
• Workflows and Templates: Clio includes pre-built legal workflows and document templates that improve the handling of new cases while ensuring the confidentiality of case files.
• Practice Management Tools: Clio provides intake mechanisms, document storage, calendaring, and trust accounting to support legal operations.
• Industry Recognition: Clio plays the vital role of supporting legal professionals across various practice areas such as civil litigation, criminal defense, and family law.

Pricing

• EasyStart ($39/user/month): Best for small firms to manage calendars, documents, tasks, and flexible online payments.
• Essentials ($79/user/month): Includes EasyStart features plus secure client portals, automated scheduling, and over 250 integrations.
• Advanced ($109/user/month): Adds case analytics, unlimited e-signatures, full document search, and priority support.
• Complete ($139/user/month): Offers Advanced features plus client intake tools, appointment automation, and marketing features like Google Ads.

Clio’s plans are scalable with optional add-ons, allowing firms to tailor features to their case manager software needs.

7. MyCase

MyCase is a comprehensive, cloud-based legal practice management solution designed to streamline law firm operations. It centralizes case management, client communications, document storage, and billing into a single, secure platform, enhancing efficiency and client satisfaction.

Key Features

• Client Intake & Lead Management: Customize online forms for all practice areas and link them to case files to prevent data duplication.
• Case Management: Use drag-and-drop tools, eSignature, and document sharing to simplify case organization.
• Billing & Payments: Track time, generate invoices, and process payments while ensuring ABA and IOLTA compliance.
• Legal Accounting: MyCase’s legal accounting solution helps firms streamline case data, client billing, IOLTA compliance, and financial operations into one system.
• Industry Recognition: MyCase is trusted by over 18,000 law firms across various practice areas, including family law, criminal defense, and civil litigation.

Pricing

• Basic ($39/user/month): Includes case management, task tracking, client portal, time tracking, billing, and unlimited document storage.
• Pro ($79/user/month): Adds custom fields, unlimited texting, client intake, eSignature, advanced billing, and integrations with tools like Google and Outlook.
• Advanced ($99/user/month): Includes Pro features plus MyCase Drive, full-text search, document automation, split billing, and open API.

8. Filevine

Filevine is an AI-powered legal case management platform designed to streamline workflows for law firms. It centralizes tasks, documents, and communication into one workspace, enhancing collaboration and efficiency across all practice areas.

Key Features

• Case & Matter Management: Centralized tools streamline legal workflows, automate tasks, and integrate case data with documents and contacts.
• Lead Management: Turn more leads into paying clients with AI-enhanced intake tools, automated workflows, and real-time feedback to optimize marketing efforts.
• Document Management: Simplify access and updates to legal documents with tools for secure storage, advanced organization, and seamless collaboration.
• Billing & Time-Keeping: Track billable hours, generate invoices, and improve financial operations with integrated analytics and automation.
• eSignature: Streamline the legal signing process with Vinesign, a secure tool for creating and managing eSignatures.
• Practice Areas Supported: Filevine serves personal injury, mass torts, immigration, family law, and in-house counsel with tools for workflow automation and task management.

Pricing

Filevine does not publicly disclose specific pricing details on its website. Pricing depends on the features, user count, and specific needs of the firm. Prospective users are encouraged to contact Filevine for tailored pricing and a customized demo.

9. Hyland Nuxeo

Hyland Nuxeo Platform is a cloud-first, low-code content services platform designed to modernize enterprise information management and enable rapid application development.

Key Features

• Adaptable AI: Nuxeo Insight offers trainable AI models for smarter predictions without needing data scientists.
• Scalability and Performance: Its modular architecture handles heavy workloads in real time while maintaining high performance.
• Digital Asset Management: It centralizes rich media assets and integrates them into the digital supply chain.
• Workflows and Automation: Nuxeo’s tools streamline processes and improve efficiency to keep businesses competitive.

Pricing

Hyland does not provide specific pricing information for the Nuxeo Platform on its official website. The cost of the platform depends on various factors, such as the number of users, selected features, and organizational requirements. To obtain detailed and customized pricing, businesses are encouraged to contact Hyland directly through their official website.

10. Cflow

Cflow is a no-code, AI-powered workflow automation platform designed to streamline and transform business processes. It empowers small, medium, and enterprise-level businesses to enhance productivity and efficiency without requiring coding expertise.

Key Features

• No-Code Workflow Builder: Create and automate workflows with a drag-and-drop interface for quick, independent deployment.
• Pre-Built Workflow Templates: Offers ready-to-use templates for HR, Finance, IT, Procurement, and Sales, tailored to meet department-specific needs.
• Seamless Integration: Connects with over 1,000 applications, including G Suite, Office 365, QuickBooks, and Slack, for enhanced collaboration and functionality.
• Security and Backup: Ensures data security with AWS Data Centers and advanced encryption, alongside customizable backup policies.
• Flexible Approvals: Allows approvals from users without licenses, improving accessibility and workflow efficiency.

Pricing

• Joy ($11/user/month): Suitable for small teams, supporting up to 10 users and 10 workflows.
• Bliss ($16/user/month): Best for growing teams, offering up to 50 workflows and 20 users.
• Zen (Custom Pricing): Built for enterprises with unlimited workflows and over 100 users.

11. Bonterra Case Management

Bonterra Case Management Platform is designed to help nonprofit organizations and public sector agencies improve their outcomes, streamline workflows, and measure the impact of their programs.

Key Features

• Unified Data Management: Consolidates participant and program data into a single platform, eliminating silos and providing a clear view of operations.
• Impact Measurement: Built-in analytics and reporting tools make it easy to quantify and communicate program outcomes, ensuring transparency and accountability.
• Customizable Workflows: Streamline processes with features like smart forms, automated referrals, and participant engagement tools tailored to organizational needs.
• Security and Compliance: Includes advanced compliance reporting, data security measures, and role-based access to keep track of sensitive information.

Pricing

Bonterra’s case management solutions are offered in three tiers to suit different organizational needs:

• Essentials: Provides foundational case management tools, data capture, and reporting.
• Pro: Adds advanced workflows, scheduling capabilities, and enhanced participant engagement features.
• Enterprise: Offers best-in-class reporting, API access, and inventory management for large-scale operations.

For tailored pricing, organizations are encouraged to contact Bonterra directly through their official website.

12. Rocket Matter

Rocket Matter is a cloud-based law practice management solution designed to streamline law firm operations. The platform combines intuitive tools for managing time, billing, and client matters, empowering legal professionals to enhance efficiency and profitability.

Key Features

• Time and Billing: Automates time tracking, invoicing, and payment processing with features like batch billing, trust accounting, and built-in Rocket Matter Pay.
• Matter Management: Centralized matter management with tools for task tracking, customizable dashboards, and conflict checks.
• Document Management: Provides secure storage, version control, and document automation to improve workflow efficiency.
• Practice Organization: Offers Kanban boards, workflow templates, and integrations with tools like QuickBooks, Dropbox, and Outlook.
• Client Collaboration: Simplifies client communications through a secure portal, e-signatures, and mobile access.

Pricing

Rocket Matter offers three subscription plans, tailored to meet varying firm needs:

• Essentials ($49/user/month): Includes time tracking, billing, document storage (25GB), and basic reporting.
• Pro ($79/user/month): Adds advanced document automation, unlimited document storage, and enhanced QuickBooks integrations.
• Premier ($99/user/month): Features advanced analytics, custom dashboards, and premium support options.

Key Takeaway

The top case manager software tools of 2025 promise to revolutionize workflows—automating tasks, centralizing data, and ensuring compliance. But their true potential lies in the hands of skilled professionals. Without the right talent, even the most powerful tools fall short.

The real bottleneck? Talent gaps. Even the most intuitive case manager software falters if your staff can’t thrive in a team environment or have no comprehensive view of each customer. Are you prepared to train endlessly, or would you rather invest in professionals already fluent in the tools you need?

Pearl Talent bridges the gap. We connect you with highly skilled, pre-trained experts who excel in using case management system platforms so your tools deliver results from day one. From reducing errors to streamlining workflows, our team ensures your case manager software works as hard as you do. Ready to unlock your full potential? Start hiring with us today.

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