CaseworkAI for your team.

Free for individual workers. A fixed-price pilot, then an annual programme licence, for organisations that need a signed DPA and records their supervisors can stand behind.

Most NGOs already have social workers using CaseworkAI individually — sometimes without anyone in management knowing. The free, public version works for any single worker, anywhere, with no account required.

The organisation options exist for the person who is accountable for the records, not the person writing them: the programme manager, safeguarding lead or team leader who needs twenty workers producing consistent, reviewable documentation under a signed Data Processing Agreement, in the headings their funder or regulator expects.

It’s also what keeps the individual version free, forever.

The problem your frontline team is already living

Across UK and global studies, frontline social workers spend somewhere between 45% and 80% of their working week on documentation — reports, case notes, referrals, risk forms. The exact percentage depends on the study and the country. The pattern doesn’t.

This isn’t a productivity nicety. The hours your workers spend on documentation are hours they aren’t spending with the families on their caseload. For most NGOs, that’s the opposite of what you exist to do.

What CaseworkAI does to that week

A worker writes their rough field notes the way they’d explain a visit to a colleague. CaseworkAI returns a structured draft document — home visit summary, SOAP note, risk assessment, referral letter, or safeguarding record — in about 60 seconds. The worker reviews, corrects what needs correcting, and submits it as their own professional record.

For a team of 20 workers each saving 4 hours a week, that’s roughly 80 hours of frontline time recovered every week. Per worker, it’s an evening reclaimed.

Three ways to work with us — all invoiced, none on a card

NGO budgets don’t run on monthly card subscriptions. They run on project lines, donor codes and annual approvals. So we price the way you buy: a fixed-price pilot you can put through as a one-off, then an annual programme licence you can build into next year’s budget. No per-seat maths, no auto-renewal surprises.

Networks, federations or multi-country organisations: email hello@caseworkai.org and we’ll price it per member organisation. All prices in GBP, paid by bank transfer, VAT not applicable (UK sole trader below the threshold).

Why pay when the tool is free?

Three honest reasons.

Procurement defensibility. Most NGOs can’t formally adopt a free public tool. There’s no signed DPA, no support contract, no usage visibility, no accountability if something goes wrong. The pilot and licence solve the procurement question, not the cost question.

Consistency across the team. Ten workers using a free tool ten different ways produce ten kinds of record. A pilot adapts the output to your headings, trains the supervisor on reviewing drafts, and gets records landing where supervision happens. That’s what makes documentation auditable.

Sustainability for the free version. Individual social workers will never be charged. Organisation revenue funds the AI, hosting and support that keep the public version free.

How this compares

You have three other options. Here is the honest picture of each.

• A general-purpose AI chatbot. Free and capable, but no signed DPA, no zero-retention guarantee your DPO can point to, no social-work structure, and nothing stopping a tired worker pasting a child’s name into a consumer product. Fine for an individual’s own use; not something a safeguarding lead can approve.
• Council-scale AI scribes. Recording-based tools built for statutory local authorities in the UK and similar settings. Good products, priced and procured for institutions with IT departments and multi-year budgets. Not built for a field team of twelve with a project grant.
• Case management platforms. Systems of record that need an app build, an implementation partner and months of configuration. If you already run one, CaseworkAI sits alongside it: the worker drafts in 60 seconds, reviews, and pastes into the system you already have.
• CaseworkAI. No setup, no app, no account. A signed DPA, output adapted to your templates, and a pilot priced so a programme manager can approve it without a procurement cycle.

Recognised, registered, compliant

• Featured in Owia Bulletin Issue 187 (ISSN 3006-077X, 12 May 2026), published by the African Social Work and Development Network (ASWDNet) — the registered serial publication for social work and development across the continent.
• ICO registered in the UK as a data controller. Reference ZC132263. Verifiable on the ICO public register.
• Aligned with UK GDPR, the Data Protection Act 2018, Kenya DPA 2019, Uganda DPA 2019, Nigeria NDPR 2023, Ghana DPA 2012, South Africa POPIA, Rwanda Law N° 058/2021, Philippines DPA 2012, EU GDPR (Romania), Colombia Law 1581, Australia Privacy Act 1988 and Canada PIPEDA.
• Zero data retention. Notes are deleted as soon as the document is delivered. Not retained for training, not stored on our side, not accessible after delivery.
• Independent review by Dr Rugare Mugumbate (ASWDNet) prior to Bulletin publication: “a longer, detailed and accurate report.” All five document types were also reviewed by a qualified social worker prior to launch.

How to start

Three short steps. No pressure.

1. Email us at hello@caseworkai.org. Tell us your organisation name, country, approximate team size, and what kind of work your team does. No procurement template required — a short note is fine.
2. We send a pilot proposal and DPA within five working days: one page, a fixed price, tailored to your jurisdiction. Your legal or finance lead reviews it. We’ll answer questions or agree adjustments in writing.
3. Your pilot starts. Templates adapted, onboarding done, named support contact. Your team is producing records under a signed agreement within two weeks of first contact, and you have a day-90 summary to take to your funder.