CaseTrack

Inspiration

9 nonprofits. 7 hackathons. 1 problem. Every org, from NMTSA to ICM Food Bank, submitted the same ask: "We need to track clients, record services, and report on it.", Yet tools like Bonterra cost $50–150/user/month, pricing out the orgs that need them most. We built the free, open-source alternative.

What it does

CaseTrack is a nonprofit client & case management platform with 7 built-in AI features:

Photo-to-Intake - snap a paper form, fields auto-fill
Voice-to-Case-Notes - speak for 2 min, get a structured note with action items & risk flags
Semantic Search - natural language queries across all case notes
Auto-Generated Funder Reports - seconds, not days
AI Handoff Summaries, smart follow-up detection & multilingual support in 99 languages Plus scheduling, CSV import/export, audit log, reporting dashboard & client self-service portal. Live demo - all P0, P1 & P2 requirements shipped.

How we built it

Stack: Next.js 16 · TypeScript · shadcn/ui · Supabase (PostgreSQL + pgvector) · Google Gemini 2.5 Flash · ElevenLabs Scribe v1 & Multilingual v2 · Vercel · GitHub Every AI call routes through a server-side gateway with input validation and PII masking. Row-Level Security enforces data isolation at the database layer so each organization's data stays completely separate.

Challenges we ran into

Deciding where to store embeddings - we had to figure out the right approach for keeping vector history alongside relational data without it becoming a maintenance problem
Determining how long to retain audit logs - balancing accountability and compliance needs with storage costs and user privacy
Keeping client PII out of AI APIs while still giving the model enough context to be useful
Managing API rate limits across multiple AI features hitting the same service simultaneously

Accomplishments that we're proud of

Multi-tenant by design one platform serves many nonprofits out of the box, each with fully isolated data and no setup required
Already deployed, ready to use not a prototype 7 AI features, full case management, and reporting live at 18-stumble-guys.vercel.app, shipped in 24 hours
Accessible to all users colorblind-safe design, high-contrast UI, text-to-speech on every page, and support for 99 languages so no one is left behind
Secured with role-based access admins, staff, and clients each see only what they're supposed to, enforced at every level of the application
Costs under $20/month at scale built entirely on free and low-cost tiers so nonprofits never have to choose between software and services
AI integrated to improve the workflow speak case notes instead of typing, snap a paper form to auto-fill fields, search notes in plain English, and generate funder reports in seconds AI that saves time, not adds complexity

What we learned

How nonprofits actually work. Opportunity Hack gave us direct exposure to organizations like ICM Food & Clothing Bank and Chandler CARE Center. No IT teams, high volunteer turnover,clients speaking dozens of languages. We designed every architecture decision around that reality.
AI needs guardrails, not just prompts. We built PII masking so no raw client data ever reaches external APIs, 3-key rotation to handle real workloads on free tiers, and caching layers to eliminate redundant calls. Every one of these was a wall we hit and engineered around.
Security is a system, not a checklist. RLS on all 13 tables means even a code bug can't leak data across orgs. Zod validates every route. Audit logs store SHA-256 hashes, never raw PII. Nine defense-in-depth layers, each assuming the others might fail.
Accessibility is infrastructure, not polish. PWA is how field workers use the app on phones at shelters. These aren't add-ons, they're the baseline.

What's next for CaseTrack

We want to keep building beyond the hackathon, onboarding more nonprofits to use CaseTrack in the real world and learning from actual case managers. We also want to expand our existing funder report templates to cover more grant formats, build on our customizable AI prompts so organizations can fine-tune the platform to their exact workflows, and improve the mobile experience for field workers on the go.