Simple, agency-ready pricing. Start with a pilot, scale to Agency when you're ready. Upgrade anytime — no data loss, no downtime.
For small programs getting started.
For active youth-serving programs.
For growing agencies needing more power.
For large agencies & county partners.
Referral Reward — One Free Month
Agency Pro and Enterprise customers: refer another agency that signs up for a paid plan, and we'll credit your account one free month of service. No limit on referrals. Just mention your agency name when they request their demo.
CaseNote Vault is currently accepting selected pilot agencies.
Paid plans are activated after pilot approval and onboarding.
Optional one-time services to configure your workspace, build templates, set staff roles, brand your packets, and train your team. Not required — but available for agencies that want expert help getting started.
Starter Setup
$497
one-time
Template configuration, staff role setup, sample data load, and a guided walkthrough so your team is ready on day one.
Guided Implementation
$997
one-time
Full workspace build-out — compliance configuration, packet branding, custom templates, and two staff training sessions.
Agency Launch Package
$2,500+
one-time
End-to-end implementation for larger agencies. Includes data migration, template library, funder packet setup, and full staff onboarding.
30-day structured evaluation with full Growth plan access and guided setup. Ideal for agencies that want to run a real documentation workflow before committing to a subscription. Pilot fee credited toward your first subscription month.
$297
one-time · credited to subscription
Is CaseNote Vault a monthly subscription?
Yes. CaseNote Vault is a monthly recurring SaaS subscription. Plans are billed monthly or annually. There are no per-user fees — your subscription covers your full team.
Can I switch plans as my agency grows?
Yes. You can upgrade your plan at any time. Changes take effect at the next billing cycle. Agencies that outgrow a plan can move to the next tier without losing any data.
Is there a setup or onboarding fee?
Setup and implementation are optional add-ons, not required fees. Optional setup packages are available for agencies that want hands-on help configuring templates, roles, and packet branding.
What counts as an "active participant"?
Any participant or client with a status of referred, enrolled, or active. Discharged or archived records do not count toward your plan limit.
Is my data secure?
CaseNote Vault uses authenticated access, role-based permissions, organization-scoped data controls, and workflow audit protections. Infrastructure-specific encryption, backup, and hosting assurances should be reviewed before regulated production use.
Is this only for youth programs?
No. CaseNote Vault serves any service-based program that documents participants, tracks compliance, and reports to funders — including reentry, workforce, mentoring, housing support, family services, and community nonprofits.
Is CaseNote Vault HIPAA compliant?
CaseNote Vault does not claim that simply subscribing makes an agency HIPAA compliant. Agencies that plan to handle PHI should complete legal and security review first and execute any required BAA before regulated production use. Our public BAA page is a review draft, not an automatically effective agreement.
Request pilot access and we'll match you to the right plan for your program type, compliance requirements, and documentation workflows.