Dashboard
Every active job and where it's up to — at a glance.
Jobs outstanding more than 2 weeks are flagged red automatically · urgency is read from the client email — same-day shown in red (alerts Claire & Mia on Teams), softer urgency in green. Skip traces are kept on the Skip-trace list only.
Field jobs
All field call / report jobs. Urgent ones — flagged from the client email — are shown in green.
Click a job to open its workflow.
Skip trace jobs
Desk-research locates — Claire works these end to end.
Click a job to open its workflow.
Legal serving jobs
Court documents for service → affidavit of service.
Click a job to open its workflow.
⚠ Repeat attempts — needs attention
Jobs attended more than once and still not served. Jump straight in to reassign, log another attempt, or escalate to a Report of Non-Service.
Click a job to open its attempt log — reassign, log another attempt, or escalate. (Demo opens the Mortlock Cove record.)
💲 Waiting to be billed
Approved & sent jobs land here automatically — bill them ASAP. Mark each billed when done and it files into Reports & Docs.
Billed jobs move to Completed and file into Reports & Docs · AMPAC bills as a fortnightly CSV batch; law-firm matters go straight to Xero.
Field & interstate agents
Your full sub-agent network, straight from your own agents map — find who covers an area (and what they charge) on the map, or search the list. All three layers are here: interstate agents, WA regional pricing, and court travel rates.
Your live “ISWA Agents Map” — 🔴 red pins = metro, other pins = regional · click any pin for the agent & rate · toggle layers (interstate · WA regional · court travel) inside the map · use the ⛶ control for true full-screen. Same map Mia uses, now inside the CRM.
🏢 Clients
Your instructing clients — law firms, debt collectors, insurers and direct clients. Claire and Mia can add, edit or remove a client right here, and it feeds every client dropdown across the CRM. AMPAC is the largest; Water Corporation, QBE, Fleetcare and the law firms are all direct clients.
22 clients on file. Edits here flow straight to the allocation-board client filter and the intake client-matching. Each client’s individual contacts sit under it (full contact list unlocks behind login).
📨 Client following up
Emails from clients chasing a matter they already sent — the AI threads them onto the existing job (never a new ticket). Click one to open the case, check where it's up to, then send the client an update from here.
Click a row to open the matter and review its timeline · then hit Email update — the AI drafts the client update from the current status, Claire reviews & sends.
💬 Quote requests
Clients asking for a price. Each lands straight in Mia’s queue — she writes the quote, attaches it, and sends it from admin@iswa.com.au. Whether the client accepts or declines — and whether ISWA proceeds — is tracked here until it’s won or closed.
Click a request to open it — write the quote, attach the PDF, and send from admin@iswa.com.au. The accept / decline / counter path is tracked on each one.
✔ Served · affidavits
Completed services and their affidavits — the affidavit is drafted from the serve, sworn wet-ink before a JP, then returned to the instructing firm. (Court affidavits stay wet-ink; field & skip reports go out on the ISWA letterhead.)
Click a row to open the affidavit. Sworn originals are posted back to the instructing firm and filed to SharePoint.
New job from email — captured automatically
A client email lands in the intake inbox — the system watches admin@iswa.com.au, and any case email that reaches Claire's inbox is auto-forwarded in. It reads each one, classifies the work type, and drafts the job record — ready for Mia to check.
Please attend the below for RAC Insurance and confirm residency & obtain current contact details.
Subject: Judith Henry
Address: 54H Meakers Way, Girrawheen WA
Amount of claim: $29,703.96
Our ref: 421712 · Alt ref: JE
MVA — please obtain email if possible.
** URGENT — SAME DAY. Client needs this attended today please. **
Report back to Ricky Desilva.
Regards, AMPAC Debt Recovery
Also flags urgency phrases like "urgent quote required", "ASAP", "same-day service", "before close of business".
Legal-serving emails (summons, claims, warrants) are classified the same way and routed with the correct court & document type.
Mia · verify intake
Mia checks the AI-captured job against the source email — confirms each field, edits anything, or flags a query — before it moves to Claire for allocation.
| Ref | Client | Subject | Type | Received | Status |
|---|---|---|---|---|---|
| 421712 | AMPAC → RAC | Judith Henry | Field Report | 9:41am | Needs review |
| 438204 | Hall & Wilcox | Marcus Thompson | Legal — Form 3 General Procedure Claim | 9:18am | Needs review |
| 438199 | Water Corporation | Daniel Okafor | Skip Trace | 8:52am | Needs review |
Claire · allocation board
Every job auto-sorts from its suburb — 🔴 Metro (your six Perth regions) or 🔵 Regional (anything outside metro), exactly like the pins on your agents map. Claire assigns with one pick; the system suggests the agent. Interstate jobs draw a suggested agent — with their rate — straight from your agents directory.
● North
● Central
● Midland
● Armadale
● Fremantle
● Mandurah
● Other states 2
Agent · field app (works offline)
Aaron gets the job on his iPad, pre-filled. He records attendances on site — no signal needed — and submits when he’s back in range.
Mia · report review
The agent’s notes are turned into a structured draft report. Mia checks it, then sends it to Claire.
Summary of Findings
The property is a small, older unit. The front yard appeared unkempt and in a generally messy condition. No vehicles were sighted at the property during any attendance.Attendances Made
The property was attended on multiple occasions before contact was made with the subject. The subject advised she is unemployed, a recipient of a disability pension, and has no financial capacity to repay the debt. She further advised the property is a Homeswest residence. She declined to provide contact details, stating “I don’t give out my details”. The agent provided AMPAC Debt Recovery’s details and her reference number, stressing the need for urgent contact.Property Ownership
Searches indicate the property is owned by the State Housing Authority.Conclusion
We confirm the subject resides at the address provided. Based on her statements and the nature of the property, she appears to have very limited means to repay this debt.Claire · final approval
Claire reads the report and the client email exactly as today — then one click does the rest. Nothing leaves without her.
Hi Ricky,
Please find attached our field report for the above matter. In summary, the subject resides at the address and appears to have very limited means to repay.
Kind regards,
Claire Smith · Investigative Solutions WA
- 📧 Email the report to Ricky @ AMPAC
- 🗂 File the PDF to the matter folder (SharePoint)
- 🗃 Update the job record & mark returned
- 🧾 Add the fee line → ready for billing
Sent & billing
The job is closed out — its fee drops onto Mia's billing board for the fortnightly Xero run. (Live overview is on the Dashboard.)
Billing — ready to invoice · this fortnight · Mia’s board
Every approved job lands here with its fee. Mia exports per client, generates the Xero invoice, and sends the invoice + CSV — the AMPAC batch in one click.
| Ref | Subject | Type | Suburb | Fee |
|---|---|---|---|---|
| 421712 | Judith Henry | Field call (metro) | Girrawheen | $125.00 |
| 430070 | Desiree Lange | Field call (metro) | Mount Lawley | $125.00 |
| 438199 | D. Okafor | Skip trace | Balga | $95.00 |
| 441002 | R. Singh | Field call (regional) | Geraldton | $325.00 |
| 441010 | T. Brooks | Legal serve | Cannington | $132.00 |
| 441015 | M. Lowe | Field call (metro) | Rockingham | $125.00 |
GST 10%
Total
$1,568.00
$17,248.00
Preview only · sample data · built from Investigative Solutions’ own workflow & CCMS data model
New legal matter from email — captured automatically
A law firm emails documents to serve. The system reads it, identifies the court and document type, and drafts the job — flagging that physical documents need printing.
Please effect personal service of the attached Form 3 General Procedure Claim on the defendant below. Filed in the Magistrates Court of WA at Midland.
Plaintiff: Westpac Banking Corporation
Defendant: Marcus Thompson
Service address: 12 Stirling Tce, Midland WA
Date issued: 18 Feb 2026
Our ref: 438204
Attached: 📎 Form 3 GPC — Thompson — 438204.pdf · 2 pp.
Regards, Hall & Wilcox
Mia · intake review queue
Mia confirms the matter and the service requirement before it’s allocated.
| Ref | Client | Subject | Type | Received | Status |
|---|---|---|---|---|---|
| 421712 | AMPAC → RAC | Judith Henry | Field Report | 9:41am | Needs review |
| 438204 | Hall & Wilcox | Marcus Thompson | Legal — Form 3 General Procedure Claim | 9:18am | Needs review |
| 438199 | Water Corporation | D. Okafor | Skip Trace | 8:52am | Needs review |
Server · field app (works offline)
Phil has the printed summons and the job on his iPad. He records the service — who, where, when, how — with GPS and a timestamp the court will rely on.
Mia · affidavit review
For a Magistrates Court serve, the Affidavit of Service is generated in full from the server’s details. Mia checks it; District / Supreme / Federal matters are pre-filled for manual finalising.
I, Phillip O’Donnell, of 5 Carrington Street, Perth WA, Licensed Process Server, make oath and say:
1. On 14 February 2026 at 4:10pm I served Marcus Thompson with the Form 3 General Procedure Claim in this matter by delivering a true copy to him personally at 12 Stirling Terrace, Midland WA.
2. I confirmed the identity of the person served by photographic identification and verily believe him to be the defendant named in these proceedings.
SWORN at Perth on ____________ before me — ____________________ (Authorised witness)
Claire · final approval
Claire approves the affidavit and the covering email to the firm — one click files it and sends it, court-ready.
Dear Sarah,
The Form 3 General Procedure Claim was served personally on Marcus Thompson on 14 February 2026. Our Affidavit of Service is attached for filing.
Kind regards,
Investigative Solutions WA
- 📧 Email the affidavit to Hall & Wilcox
- 🗂 File the affidavit to the matter folder (SharePoint)
- 🗃 Mark served · record mode & date
- 🧾 Add the service fee → ready for billing
New skip trace from email — captured automatically
A client asks us to locate someone who's moved. The system reads it, classifies it as a skip trace (CCMS type “SKIP TRACE”), and captures the last known details.
The subject below has vacated his last known address. Please skip trace and locate his current residential address and contact details for Water Corporation.
Subject: Daniel Okafor
Last known: 14 Princess Rd, Balga WA
Amount owing: $4,210.00
Our ref: 438199
Regards, AMPAC Debt Recovery
Assigned to Claire
Skip traces stay with Claire from start to finish — she researches in her own investigative tools, records the findings, and emails the client herself. Mia only picks it up at billing.
Claire · findings → report
Claire drops what she found here — she can type it, or just talk. The AI turns her rough notes into the client-ready skip trace report, in your house format.
In the live build the AI rewrites Claire's actual words into the report (Azure OpenAI). In this preview it shows the polished result.
Claire · review the report
The AI has turned Claire's notes into the report below, in your house format. She reads it, tweaks if needed, then emails the client.
Subject
Daniel Okafor — last known address 14 Princess Rd, Balga WA.Searches Conducted
Electoral roll, Department of Transport licence records, REVS vehicle registration, and contact tracing were undertaken.Findings
The subject is enrolled at 27 Marri Way, Ellenbrook WA 6069 (electoral roll, November 2025). His driver's licence address was updated to the same address in October 2025, and a vehicle (registration 1ABC 234) is registered there. A current mobile and email were also identified.Conclusion — Confirmed Locate
The subject's current residential address has been located with a high degree of confidence, corroborated by three independent sources. Contact details are provided for recovery action.Claire · send to client
The report drops into a client email, ready to go — Claire sends it straight from here, no copy-paste out to Outlook.
Hi Ricky,
We have located the subject. Current address: 27 Marri Way, Ellenbrook WA. Full skip trace report attached, including contact details and sources.
Kind regards,
Claire Smith · Investigative Solutions WA
- 📧 Email + report sent to Water Corporation
- 🗂 Report filed to the matter folder (SharePoint)
- 🗃 Job updated → Confirmed Locate · new address
- ➡ Handed to Mia for billing
Now with Mia for billing
Claire's part is done. The skip-trace fee and the search fees drop straight onto Mia's billing board for the Xero invoice.
Reports & Docs
Every report, affidavit and cover sheet — filed by client and matter, and searchable in seconds. When a client asks for an affidavit from a job two years ago, it's two clicks — not a dig through the boxes.
Filed automatically on approval to the matter folder (SharePoint) — nothing to sort by hand.
This area is part of the full build
Investigators, Clients and Subjects each get their own managed list. For today’s walkthrough, follow the numbered flow above.