Caseworks
Built for Florida community association firms

Run the practice, the collections and the elections in one place.

Caseworks brings matters, billing and IOLTA trust together with Chapter 718 and 720 collections and secret-ballot association voting. Use it inside Microsoft 365 or on our servers.

Request a demo See what’s inside

For HOAs (ch. 720) and condominium associations (ch. 718).

Chapters 718 & 720, Florida Statutes Microsoft 365 or server-hosted Three-way trust reconciliation Secret-ballot online voting
One system, three modules

Everything an association practice runs on

Most firms stitch together a practice-management tool, collection spreadsheets and a separate voting vendor. Caseworks connects all three, so a delinquent account, its matter, its invoices and the owner’s vote all live in one place.

Module 1

Practice management

The day-to-day of the firm, matter by matter.

  • Matters, contacts, documents, tasks and calendar
  • Time, expenses and invoicing
  • IOLTA ledgers with overdraft protection and monthly three-way reconciliation
  • Client portal with secure messaging
Module 2

Association collections

Statutory collections that can’t skip a step.

  • Associations, properties, owners and managers
  • Late fees, simple interest and statutory payment order
  • Notice → lien → foreclosure workflow with enforced waiting periods
  • Manager portal for referrals and status
Module 3

Association voting

Board elections and member votes, start to certified results.

  • Statutory notice timelines added to your calendar
  • Candidate eligibility checks
  • Online, paper and proxy ballots, with secret ballots kept separate from voter identity
  • Quorum, tallies and certification
Module 2 · Collections

Every notice on time, in order, with the right delivery

Caseworks builds each statute’s sequence, waiting periods and mailing requirements into the workflow, so staff can’t send an intent to lien before the late-assessment period ends.

  • Separate rules for HOAs and condosChapter 720 and Chapter 718 each have their own notice periods, delivery methods and citations.
  • Late fees and interest worked out for youLate fees are capped at the greater of $25 or 5% of the installment. Interest is simple, never compounded, and never above the governing documents’ rate.
  • Payments applied the way the statute requiresInterest first, then late fees, then costs and attorney fees, then assessments. Each payment’s split is recorded.
  • Deadlines that can’t be missedLien-expiration dates and each next step go onto the calendar and the task list automatically.
  • Editable notice templatesYour firm’s approved wording, merged with the owner’s actual amounts and dates.

The workflow, enforced

  1. Account referredBy the firm, or by the manager through the portal. A collection matter opens automatically.
  2. Notice of late assessmentFirst-class mail to the owner and parcel addresses.
    30 days to pay
  3. Notice of intent to record a claim of lienDelivered as each chapter requires.
    45 days to pay
  4. Claim of lien recordedInstrument, book and page logged. Expiration added to the calendar.
  5. Notice of intent to foreclose
    45 days to pay
  6. Foreclosure, judgment, sale, or payment planA bankruptcy stay pauses all activity.
Module 3 · Voting

Association elections owners can trust

Board elections, amendments, recalls and reserve votes, run under §§ 718.112, 718.128, 720.306 and 720.317.

  • Statutory timelinesCondo elections get the 60-day first notice, 40-day candidate deadline and 14–34-day second-notice window, all calculated and calendared.
  • Eligibility screeningCandidates are checked against delinquency and the other statutory disqualifiers before the ballot is built.
  • Online voting done properlyOwner consent and opt-out tracking, the 14-day device test, and a one-time link for each unit.
  • Paper, in person and proxyEnvelopes are checked in before ballots are entered. Proxy rules are enforced, and proxies are never allowed in condo board elections.
  • Results you can certifyWeighted tallies, quorum and 20% turnout checks, tie detection, and a certified record.

How secret ballots stay secret

Outer envelopeRecords that Unit 204 voted, and when. Used for quorum and to stop anyone voting twice.unit 204 · voted ✓
Inner envelopeRecords the choices only, with no unit, no owner and no exact time.{ "directors": ["Garcia", "Smith"] }

The two records are stored separately, with nothing linking them. Each owner gets a receipt code confirming their ballot counted, without showing how they voted.

Module 1 · Practice management

The firm’s system of record

Familiar practice management, with trust accounting designed around the Florida Bar’s Chapter 5 rules.

  • Matters and contactsResponsible and originating attorneys, practice areas, related parties and a full activity log.
  • Time, expenses and invoicesTurn unbilled work into an invoice in one step. Take card payments through Stripe.
  • Trust accountingLedgers can’t be edited after posting, and a disbursement can’t take a client below zero. Monthly three-way reconciliation is built in.
  • Audit trailEvery sensitive action records who did it and when.

Portals for everyone outside the firm

  • ClientsSee their matters, shared documents, invoices and trust balance, and message the firm securely.
  • Association managersSee balances across their communities, refer delinquent accounts, and follow each case.
  • OwnersCheck their balance, pay online, give e-voting and e-notice consent, and vote.
Microsoft 365 integration

Works inside the tools your firm already uses

Firms on Microsoft 365 connect Caseworks once, with an administrator’s approval. From then on, the work also shows up where people already are.

SharePointA document folder for every matter in your firm’s library.
OutlookNotices and ballot links sent from your mailbox. Hearings and deadlines on your calendar.
TeamsA channel for every new matter, and Teams links for meetings.
To DoAssigned tasks, including statutory steps, appear in each person’s To Do.
Power AutomateSigned event hooks for new matters, stage changes and certified elections.

Not on Microsoft 365? Choose server mode at signup. Documents, email and everything else stay in Caseworks, and you can switch later.

Pricing

Plans for every size of practice

Pricing depends on users and the number of associations you represent. Tell us about your firm and we’ll send a quote.

Practice

Contact us

For firms that need practice management and trust accounting.

  • Module 1: practice management
  • IOLTA trust accounting
  • Client portal
  • Microsoft 365 or server mode
Get a quote

Association Counsel

Contact us

For firms that represent HOAs and condominium associations.

  • Everything in Practice
  • Module 2: collections
  • Module 3: voting
  • Manager and owner portals
Request a demo

Enterprise

Contact us

For larger firms and management companies with many communities.

  • Everything in Association Counsel
  • Data migration help
  • Power Automate workflow setup
  • Priority support
Talk to us
FAQ

Common questions

Does Caseworks provide legal advice?

No. Caseworks is software. It builds statutory timelines and requirements into the workflow, but your attorneys stay responsible for every notice, filing and decision. Firms can edit the notice templates to match the wording their counsel has approved.

Do we need Microsoft 365?

No. Firms on Microsoft 365 can connect SharePoint, Outlook, Teams, To Do and Power Automate. Everyone else uses server mode, where Caseworks stores documents and data and sends email itself.

Does it handle both HOAs and condominiums?

Yes. Each association is set as an HOA (Chapter 720) or a condominium (Chapter 718), and the collection and voting rules follow from that.

Can association managers send us accounts?

Yes. Managers get their own portal, where they see balances across their communities, refer delinquent accounts with notes, and follow each case. A referral opens the collection matter and assigns a review task to your team.

How is online voting kept secret?

The record that a unit voted is stored apart from the ballot choices, with no shared ID and no exact timestamp. Each one-time voting link works once, and owners get a receipt code.

Can we move our existing data in?

Yes. We help firms import associations, units, owners and open matters as part of onboarding.

Request a demo

See Caseworks with your own workflow

We’ll walk you through a collection matter and an association election from start to finish, and answer questions about your current setup.

  • About 30 minutes, online
  • Bring an anonymized delinquent account or an upcoming election
  • No obligation

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