Private Investigator Software + Tools to Find Answers Fast
Rev investigates the best private investigator software options and detective tools available to help PIs find insights and solve cases faster.
The life of a private investigator is complicated. “Investigation” can mean many things in addition to the well-known job of surveillance. In a 2022 survey conducted by the Bureau of Security & Investigative Services, more than 70% of PIs reported conducting background checks, more than 45% were involved in civil litigation, 29% were expert witnesses, and more than 27% helped with trial preparation. That’s a lot of hats worn by the typical gumshoe.
While today’s private investigators certainly do their share of pounding the pavement, running stakeouts, and conducting surveillance, the romantic notion of crusty men in trench coats hidden behind stacks of paper in smoke-filled offices has given way to a more modern reality: investigators using computers.
Detective tools today can be boiled down to a variety of private investigator software options. Digital PI tools can be used for almost every part of the job, from an address history finder and software exclusively used for background checks to AI-led interview transcription analysis.
Read on as we break down some vital software tools for PIs, including options from simple internet search tools to AI private investigator software.
Core Categories of Private Investigator Software
A private investigator does so much more than simply investigate. They have to set up workflows, invest in technology, transcribe recordings, manage their own work…every case is more than a full-time job. In fact, the average surveillance job can take up to six weeks, including 12-hour days. And that’s just the surveillance part.
And if you’re truly “private,” you’re often a one-person show, or part of a very small team. This is where private investigator software tools can come in handy.
Much of an investigation starts with open-source intelligence (OSINT), which is the act of collecting and analyzing publicly available information, and using that information as a starting point for further research. But using OSINT can be time-consuming for a small team or solo act. A good software or AI assistant can do the job of at least one full-time staffer, often for much less cost.
Private investigator software options and tools can largely be broken into a few broad categories:
- Investigation planning and management
- Research tools
- Investigation interview tools
- Information database software
- Report writing software
- Surveillance transcription and analysis
1. CROSStrax
CROSStrax is a case management tool built for investigators to help manage case files efficiently. It can help a PI organize every aspect of multiple cases, from communicating with case principals to tracking time and expenses.
What sets CROSStrax apart is its mobile app’s GPS tracking service, which not only helps label the times and places that evidence was gathered, but also provides safety in the field for private investigators, as there is always a record of where they are.
Type: Investigation management software
Cost: $35/month for one admin, $65/month for two
What Investigators Say: “CrossTrax has been an amazing addition to our workflow. CrossTrax is a true case management software that is customizable and specific to my industry.” - Kaela B. on G2.
2. Tracers
Tracers is a robust private investigator software exclusively for searching the public record. It can be tedious for a private investigator to search all record sources individually, but Tracers can do a lot of the heavy lifting.
Tracers offers access to thousands of records in a single private investigator database that’s easy to use. Everything from criminal records to license plate information and phone number tracing can be found in a single search.
Type: Investigative database software
Cost: From $39/month
What Investigators Say: “This is a superb program we use consistently to locate parties, witnesses, assets, or other litigation-related needs. It is easy to use, and you can negotiate a package price to meet your budget. you can do a surface barebone search or an in-depth search that will include local neighbors, local family, work, criminal, bankruptcy, judgments, liens, etc.” - Daniel F., on Capterra
3. Rev
Rev is one of the best platforms for investigative transcription. Private investigators often conduct hundreds of hours of recorded interviews, and, if left in audio form, these files can be tedious to review and difficult to parse for important information.
Investigative transcription turns those audio and video recordings into text that is much easier to sort, analyze, and organize. From interview files to case-note dictation, Rev makes the information collected during an investigation easier to use and manage. It’s also home to a cutting-edge AI assistant and customizable templates, so you can find what you need and organize it exactly the way you like it.
While Rev’s full array of private investigator software and tools is available with a monthly subscription, we offer a plethora of free private investigator tools, from our free monthly subscription option to our online voice recorder.
Type: Transcription analysis service and investigative interview tool
Cost: Subscriptions start at $9.99/seat/month, with free and enterprise options available
What Investigators Say: “As a private investigator, I conduct around 400 interviews per year. I used to employ a full-time person to transcribe interviews into Word documents. Rev has saved me thousands of dollars over twelve months, as I no longer have to employ a person specifically for the purpose of transcriptions. I do not have to worry about downtime or finding enough work to fully engage an employee. It is a reliable service and it is there when I need it.” - Verified User in Insurance, on G2
4. Google
This might feel obvious, but Google is as much of a tool for private investigators as it is for everyone else. Everything from social media profiles to news articles and official public records is available within Google, so it’s a vital tool for open-source intelligence.
Even if a piece of information isn’t readily available on Google, the search engine is often the starting point to finding “locked-door” data. For instance, you can find out about potential insurance claims from news articles, and then hunt down more private information from there.
But Google’s wealth of uses stretches beyond a search engine. Google Maps can provide precise locations and historical street views. Google Docs is great for creating and sharing documents. Google Cal is good for tracking and planning meetings.
For free software, you can’t beat the way Google helps every aspect of the job.
Type: Investigative research tool
Cost: Free
What Investigators Say: “I typically use Google every single day and on every single case.” - Adam Visnic, PI on YouTube.
5. Therms
Therms is a platform that combines case management, report generation, and location services. Therms allows private investigators to search BOLO and other official law enforcement bulletins in order to locate persons of interest, while also creating detailed reports using incident reports, arrest records, and police reports. The GPS feature on its mobile app helps catalog and tag information as it’s acquired, and also provides security for the user.
Type: Investigation management and report writing
Cost: $45/month for up to 5 users
What Investigators Say: “I use this program company-wide and can honestly say the customer service and feedback I get from the developers as a company owner is outstanding…I don’t think there is a program on the market that can honestly compete with this program.” - AegisOps on the Apple Store
6. Hunchly
Hunchly is like Google, but geared specifically for private investigators. Its search options are tailored for casework and only populate verified sources, eliminating the pages of unrelated results that can come with a Google search. Hunchly can also track and document your searches, so there’s no danger of losing a source or forgetting something you found.
The platform can also automatically communicate with clients and quickly prepare reports for you using its ready-made templates.
Type: Investigative research and report writing software
Cost: $109/year with a free trial available
What Investigators Say: “Whether you’re a cybersecurity professional, a seasoned investigator, or a journalist on a trail, Hunchly’s capabilities make it a must-have tool in your arsenal.” - Sigmund Brandstaetter CISSP, CCSP, CISM, OSCP, CEH, on Medium
7. SkipSmasher
When it comes to locating people who are hard to find, SkipSmasher is the go-to database for many PIs. Its focus on finding and surfacing names, addresses, phones, email addresses, and license plates means that you don’t have to weed through as much extraneous information as other private investigator databases or search engines.
Type: Investigative research and information database
Cost: $11.95/month plus additional costs per search
What Investigators Say: “Absolutely worth it for lots of quick, cheap phone & address research. I used them for 6-7 years and never regretted it.” - dapperdave, Reddit
8. Clio
While built specifically for law firms and legal teams to track cases and manage the business, Clio’s benefits translate perfectly to private investigations. With Clio, PIs can manage documents, document everything, communicate with clients, manage evidence, organize cases, and plan next steps. It can even help investigators track time and bill clients.
Type: Investigation planning and case management software
Cost: Plans start at $39/month
What Investigators Say: “Clio has been a game changer for our Investigative and Security Consulting firm from day one, many years ago. The rapid changes and additions to this platform are stunning, and we’ve been so supported by Clio over all these years!! Keep up the great work, we are your biggest fans.” - Matthew, TrustPilot
9. Filevine
Another case management platform designed specifically for legal teams, many of Filevine’s features inherently translate to private investigators. PIs can use Filevine to plan and manage every aspect of a case, from client intake to invoicing. Its document management is what sets it apart, however, offering the ability to hashtag every piece of information for optimal organization and search capabilities.
Type: Investigation management software
Cost: Customized pricing only, though a free trial is available
What Investigators Say: “We've been using FileVine at our PI firm for about a year now, and I love it. The customization is everything, like people are saying. Once you get it set up right, it's incredible.” - zmoney123627 on Reddit
10. Column Case Management
Column Case Management is pricey and likely only suitable for large private investigation firms, but it offers plenty of bang for your case-management buck.
Its proprietary Automated Solvability Index Matrix (ASIM) feature calculates a solvability rating based not only on your available information but on information you could potentially run down. So while it’s expensive, there’s a chance you can make up for the cost by de-prioritizing less solvable cases.
In addition to the ASIM feature, the cloud-based case management software is built to help you manage an entire case from client intake through the end of the case. Every shred of information is stored in its secure cloud system, so that it’s easy to access for all team members while remaining safe and secure.
Type: Investigation management software
Cost: $20,000/year
What Investigators Say: “I enjoy the thoroughness from A to Z; from intake and compliancy to case closed. It truly helps you get throughout an entire lifecycle of any case.” - Joe B. on G2
11. IRBSearch
IRBSearch’s RetrieveALL feature provides automatic access to any federal, state, and local records. With more than 85 billion records available in its database, IRBSearch is a comprehensive research tool for investigators who specialize in finding hard-to-locate persons of interest. With the IRBSearch database, PIs can search phone numbers, vehicle sightings, criminal records, business and property records, and other info that’s vital for an investigation.
It also comes with a handy app that lets private detectives search on the go.
Type: Research tool and information database
Cost: Pricing is customized, but available in transactional, per-seat, and flat-rate packages
What Investigators Say: “IRB always seems to have one or two pieces of data that others don’t, and more often than not, that becomes the difference in whether I close my cases or not.” - Joel Q., on IRBSearch
What to Look For in a PI Tool
There are many private investigator software options available, and while some of them seem awfully similar, there are nuances, features, and benefits that set them apart in each respective category.
While every agency or private investigator’s needs and budget are different, here are a few universal things to look for when choosing a private investigator tool:
- Price. Conduct a cost/benefit analysis. A product might seem very expensive, but how quickly will it pay for itself? How many man-hours will it save you?
- Security. Make sure that your chosen tools feature security measures like file encryption, file-sharing permissions, and compliance with SOC 2 Type II, HIPAA, and PCI.
- Multiple tools in one. Many legal case management softwares can manage every aspect of a firm, from intake to invoicing, which saves time and money while adding efficiency.
Modernize Your Investigative Workflow
Private investigation is, more often than not, a digital job. While there’s still plenty of person-to-person work, PIs looking to save time should consider replacing “old school” methods with more modern, tech-based tools that:
- Integrate the cloud and mobile apps for on-the-go investigation capability
- Eliminate the need for physical records, which are cumbersome and expensive to store
- Track every aspect of a case in a single place that can be accessed online
- Make collaboration easy
- Incorporate AI private investigator tools to complete tasks that take away from more important parts of the job
By “going digital” with both investigative and management tools, you make your entire business more productive and raise the odds of success for every case.
Rev Solves Investigation Issues
Like the legal industry, private investigation is all about billable time. Rev helps you get more out of every minute by streamlining your workflow and increasing productivity.
Our host of private investigation transcription tools features industry-leading ASR, so you can trust that the information you provide is accurate and secure. In addition, our AI note-taker can quickly surface the important parts of any recorded interview or surveillance footage.
When your time matters, Rev is the platform to investigate.
