Plans & pricing
Sized by your staff, not by tricks
Every plan includes the full CaseSteward product. Tiers are priced by active staff seats — the owner never counts as a seat. Subscribe monthly, or own it outright.
Sizing
Priced by the size of your team
No per-record fees, no surprise tiers, and no charging you more because your program grew. You pay for the seats you actually use.
Find your fit
staff
Beyond case records, what do you actually need?
What this costs against the alternatives
Most case-management software is priced per user, so the gap widens every time you hire. Move the slider to your own team size.
staff
Competitor pricing re-verified 9 August 2026 from each vendor’s published plans, counted at the same headcount plus the owner, since per-seat vendors bill for that seat too. Vendors who publish only an entry band show as quoted rather than an estimate. CaseSteward figures exclude one-time setup.
Solo / Small
Up to 5 staff
$267.99/mo
or $2,759.99/yr if paid annually
- Core license
- Frontend Operations
- Credentialing & Training
- Timecards
- Billing & Claims
- AI Documentation Assistant
Small Agency
6-15 staff
$535.99/mo
or $5,519.99/yr if paid annually
- Core license
- Frontend Operations
- Credentialing & Training
- Timecards
- Billing & Claims
- AI Documentation Assistant
Growing Agency
16-25 staff
$736.99/mo
or $7,589.99/yr if paid annually
- Core license
- Frontend Operations
- Credentialing & Training
- Timecards
- Billing & Claims
- AI Documentation Assistant
Mid Agency
26-40 staff
$1,004.99/mo
or $10,349.99/yr if paid annually
- Core license
- Frontend Operations
- Credentialing & Training
- Timecards
- Billing & Claims
- AI Documentation Assistant
Large / Multi-program
41-55 staff — more by arrangement
$1,164.99/mo
or $11,999.99/yr if paid annually
- Core license
- Frontend Operations
- Credentialing & Training
- Timecards
- Billing & Claims
- AI Documentation Assistant
- Priority Support
Own It Outright
One-time purchase - up to 40 staff. No updates, limited support.
$14,999.99
- Core license
- Frontend Operations
- Credentialing & Training
- Timecards
- Billing & Claims
- AI Documentation Assistant
- No plugin updates
- Limited support
Get only what you need
Core license plus the modules you pick. Up to 5 staff.
from $109.99/mo
or $1,139.99/yr if paid annually
What the core license is
Core is the client record itself — referrals coming in, the consumers on your caseload, the notes your staff write and the visits they log, each person moving through your own pipeline stages. It is the system of record everything else writes into, held in your own database on your own site. On its own it runs a caseload end to end. Every module you add — credentialing, timecards, billing, the documentation assistant — builds on top of it, and can be added later without reinstalling or touching what you have already recorded.
Add-ons
Managed hosting & updates
$124.99/mo
We host it, keep it patched and backed up, and stay on top of updates. Cancel any time — the license is yours either way.
Data migration
Quoted per project
Bringing consumers, staff and history over from spreadsheets or a legacy system.
Fair questions
What happens if I stop paying?
Your data stays readable and exportable, always. An inactive license pauses new intake and billing writes — it never locks you out of records you already created. We think anything else is holding your clients hostage.
What does “own it outright” mean?
One payment, perpetual license. You don’t get plugin updates or ongoing support beyond the basics — it’s for programs that want to run it themselves, forever, on their terms.
Who counts as a staff seat?
Active staff users — CHWs, supervisors, coordinators, intake staff. The owner account is always free on every multi-seat plan.
Do you build the site for us?
Yes. After checkout you’ll answer a short intake, and McNeary Designs builds your install and hands you the keys.