Surveillance Update Workflow
- 1Investigator submits a field update form with a photo attachment
- 2System logs the time and location to the case file
- 3Client receives a secure notification that a new update is available in the portal
Systems for Private Investigators
Modern Systems for Private Investigators and Security Firms
Investigative agencies make money through retainer fees and billable hours spent on surveillance, background checks, and skip tracing. Profit leaks occur when investigators fail to document field notes in real time or when billable time spent on administrative client updates goes unrecorded.
Professional Services
- Secure Client Portals
- Automated Retainer Follow-up
- Field Reporting Workflows
- AI Intake Triage
- Case Status Notifications
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A potential client submits a confidential request for a background check, surveillance, or locate.
- 02
Consultation
The agency evaluates the case parameters, conflicts of interest, and legal feasibility.
- 03
Retainer
The client signs the engagement letter and pays the initial retainer through a secure portal.
- 04
Case Initiation
The investigator conducts preliminary research and develops a tactical operations plan.
- 05
Fieldwork
Active surveillance or interviews are conducted with time stamps and evidence logs recorded.
- 06
Reporting
Final reports and multimedia evidence are compiled for client review.
- 07
Resolution
The case is closed, final billing is reconciled, and evidence is archived or returned.
Where it leaks
Common problems for private investigators.
01
Evidence Chain Gaps
Inconsistent logging of media files and field notes can jeopardize the chain of custody. Without a centralized digital repository, critical metadata or timestamps may be lost during the transfer from field to office.
02
Unbilled Field Hours
Investigators often spend hours on surveillance or research that never makes it into the final invoice. Reliance on manual logs leads to rounding errors and significant revenue leakage across multiple operatives.
03
Communication Overhead
Clients frequently demand immediate updates during active investigations, distracting the field agent. Constant phone calls and emails regarding case status disrupt focus and slow down the investigative process.
04
Manual Intake Friction
Gathering initial case details through informal means often results in missing data or delayed starts. A lack of structured digital intake forms means hours spent chasing clients for subjects' social security numbers or last known addresses.
05
Document Management Chaos
Managing physical dossiers, witness statements, and court records across different software tools creates silos. Searching for a specific case file during a legal deposition becomes difficult when data is scattered across personal drives.
What LATTICE can build
Systems built around how you work.
Secure Client Portals
Provide a password protected area where clients can view case progress, download reports, and upload sensitive documents securely.
Automated Retainer Follow-up
Send automatic reminders for unsigned engagement letters and unpaid retainers to ensure work never begins without financial backing.
Field Reporting Workflows
Enable investigators to submit time logs and surveillance notes via mobile forms that sync directly to the case file.
AI Intake Triage
Use intelligent chat to screen new inquiries for specific case types and gather preliminary subject information before the first call.
Case Status Notifications
Trigger automated SMS or email updates to clients when a case milestone is reached, reducing the volume of inbound status calls.
Evidence Log Dashboard
Track all media, witness statements, and physical evidence in a single view to ensure no detail is overlooked during report preparation.
Review Request Automation
Automatically request reviews from satisfied legal or corporate clients once a case is successfully resolved and closed.
Example systems
What it looks like in practice.
Legal Intake Process
- 1Law firm submits a skip trace request via the website form
- 2System generates an engagement letter and sends it via email
- 3Once signed, the case is assigned to an investigator and a new project is created
Retainer Replenishment
- 1Case hours reach a specific threshold of the original retainer
- 2System triggers an invoice for additional funds to the client
- 3Investigator is notified to pause work if the replenishment is not completed
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from private investigators
How do we handle sensitive information for domestic cases?
The system uses secure, encrypted portals for all data exchange, ensuring that sensitive subject information remains confidential. Access can be restricted to specific agency members on a per-case basis to maintain internal privacy.
Can investigators submit reports from their mobile devices?
Yes, investigators can use mobile-responsive forms to log field notes, upload photos, and track billable time while on site. This data is instantly synced to the central case file for the office staff to review.
How does this help with testifying in court?
By centralizing all notes, time stamps, and evidence in one chronological log, you can easily export a complete case history. This ensures your testimony is supported by organized, contemporaneous documentation.
Will this replace my existing case management software?
LATTICE is designed to act as your primary business operating system, handling everything from the first inquiry to the final invoice. It can serve as a comprehensive replacement or integrate with specific specialized databases you already use.
Can we customize the intake forms for different services?
We build specific workflows for different service lines, such as background checks, workers compensation fraud, or child custody cases. Each form captures the unique data points required for that specific type of investigation.