For independent town planners + permit consultants
Council applications, finally not in a folder named "final_v3".
Track every property, every council, every RFI, every drawing revision — and bill clients by the hour without re-keying timesheets.
No credit card · cancel anytime · imports from your Excel sheet on day one
Application #218
14 Anderson Street, Surry Hills — DA
- Council
- City of Sydney
- Application type
- DA
- Lodged
- 12 May 2026
- RFI window
- Closes 09 Jun
- Drawing rev
- Rev D · 2026-06-03
Right now
- ✕Drawings emailed back and forth — and council got Rev B when you sent Rev D
- ✕RFI deadline missed because nobody owned the calendar entry
- ✕Billing your time by trying to remember what you did 3 weeks ago
- ✕Property data scattered across Word docs and your head
With Caseflow
- ✓One case per application; drawings versioned, current rev always at the top
- ✓RFI deadlines tracked automatically with multi-step reminders
- ✓Time logged in the moment, rolled to invoice end of month
- ✓Property fields searchable; pipeline view shows every active app by status
Built for the way you actually work
Six features designed for your vertical out of the box — no configuration weekend required.
Council application workflow
Pre-app → documentation → lodged → RFI → determination → approval / appeal. Each stage with its own checklist.
Drawing version control
Drop site plans, floor plans and elevations into the case. Revision badges on every file. Council always gets the right version.
Time-tracked billing
Stopwatch on the case. End of week, roll all your hours into a draft invoice. Bill clients without re-keying anything.
Property data fields
Address, lot/plan, zoning, council, application type — first-class fields, searchable, filterable.
RFI deadline tracking
When the council fires an RFI, the case clock starts. Reminders 7, 3, 1 day out. Never miss a 28-day window again.
Direct to Xero
Invoice goes from the case to Xero as a draft, ready for you to authorise. No double entry.
How it works
Step 1
Pre-application
Client engages → property captured → pre-app advice meeting booked. All hours tracked from minute one.
Step 2
Lodge + manage
Drawings uploaded with version control. Lodge → council responds → RFIs tracked with hard deadlines.
Step 3
Determination
Approval lands → final report + invoice. All hours flow into the bill. Synced to Xero in one click.
Frequently asked
Does it integrate with PEXA? ▾
Not yet. PEXA integration is on the Phase 3 roadmap. Today, drawings + correspondence live in the case as the source of truth.
Can I bill non-hourly work too? ▾
Yes — fixed-fee scopes and hourly work mix on the same invoice. Time entries roll up; fixed-fee items are line items.
What about subcontracted drafting? ▾
External draftspeople can be added as contacts on the case. They get a magic-link portal to upload drawings without a login.
Does it handle multiple councils? ▾
Yes — each application has its own case with the council captured as a field. Filter the pipeline by council to manage workloads.
Sized for solo planners and small consultancies.
Start free. Import your existing client list in 5 minutes. Cancel anytime.