As an Administrator, you have full access to all QUAIIL system functions. You are responsible for:

• Managing cases for all clients
• Inviting and managing users (Clients and Investigators)
• Approving time entries submitted by investigators
• Creating and managing invoices
• Overseeing all documents and communications
• Monitoring system-wide activity and performance

User Roles in QUAIIL

Inviting Users

1. Go to Dashboard → Users
2. Click "Invite User"
3. Enter the user's email address and full name
4. Select their role:
   • User for Clients and Investigators
   • Admin only for other administrators
5. After the user registers, update their User Type if needed:
   • Go to the Users page
   • Click Edit on the user
   • Set User Type to "Investigator" if they should be an investigator

New Client Onboarding

When a new client is invited and registers, they will be guided through an onboarding process that collects:

• Contact information (cell phone, office phone, preferred contact method)
• Address details
• Professional information (firm/organization, bar number, practice areas)
• Emergency contact information

This ensures you have complete client records from the start. Clients can only access their portal after completing onboarding.

Creating a New Case

1. Navigate to Cases → New Case
2. Enter case details:
   • Case Number: Unique identifier (e.g., 2025-INV-001)
   • Case Name: Descriptive title
   • Client: Select from invited users
   • Case Type: Investigation, Litigation Support, Digital Forensics, etc.
   • Assigned Investigator: Email of the QUAIIL investigator (this grants them access to the case)
3. Set dates, priority, and other metadata
4. Click Create Case

Managing Case Details

Within a case, you can:

• Edit Case Information: Update status, description, dates, assigned investigator
• Investigation Checklist: Track progress on investigative tasks
• Veritas Analysis: Use AI to analyze documents and extract timeline events
• Documents: Upload and organize case-related files
• Messages: Communicate with clients and investigators
• Invoices: View and manage billing for the case

How Time Tracking Works

1. Investigators create time entries for work performed on cases
2. Entries start in
   Draft
   status
3. You (Admin) review and approve each entry
4. Approved entries become available for invoicing
5. Once an entry is billed, it becomes
   Billed
   and locked

Approving Time Entries

1. Go to Time Tracking
2. Filter by Status: Draft to see pending entries
3. Click on an entry to review details
4. Verify:
   • Hours are reasonable
   • Description is clear
   • Correct case is selected
   • Hourly rate is accurate
5. Click Approve Entry to approve

Creating an Invoice from Time Entries

1. Go to Invoices → New Invoice
2. Fill in invoice details (invoice number auto-generates)
3. Select the Case from the dropdown
4. On the right side, you'll see "Approved Time Entries" for that case
5. Check the boxes next to entries you want to bill
6. Click "Add Selected" to convert them to invoice line items
7. Add manual line items if needed (expenses, flat fees, etc.)
8. Review the total and click Create Invoice

Editing Invoices (Draft Stage)

While an invoice is in

• Edit line items (add, remove, adjust hours/rates)
• Update dates and notes
• Change the status to
  Sent
  when ready to send to client

Sending Invoices

Once an invoice is marked as

What is the Veritas Engine?

The Veritas Engine is QUAIIL's proprietary AI system that analyzes case documents (transcripts, reports, forensic extractions, etc.) to extract timeline events, identify inconsistencies, and surface key information automatically.

Using the Veritas Engine

1. Go to a case's Veritas Analysis tab
2. Upload documents to the case (if not already uploaded)
3. Click Analyze on any document
4. The AI will:
   • Extract text from the document
   • Identify key events, people, locations, and dates
   • Create timeline entries automatically
5. Review the extracted timeline events
6. Edit or delete events as needed

Uploading Documents

1. Go to Documents or a specific case's Documents tab
2. Click Upload Document
3. Select the case (if uploading from global Documents page)
4. Choose document type: Evidence, Report, Transcript, Forensics, etc.
5. Upload the file and add a description
6. Mark as privileged if applicable

Document Security

All documents are:

• Encrypted in transit and at rest
• Only accessible to authorized users (admin, assigned investigator, or client for that case)
• Tracked with chain-of-custody metadata

Communicating with Clients and Investigators

Each case has a message thread accessible from the case detail page's Messages tab.

Sending Messages

1. Open a case and go to the Messages tab
2. Type your message in the text box
3. Optionally attach files
4. Check "Internal note" if the message should only be visible to QUAIIL staff (not the client)
5. Click Send Message

Administrative Best Practices

• Regularly review pending time entries to keep billing up-to-date
• Assign investigators promptly when new cases are created
• Use internal notes for sensitive information that shouldn't be client-visible
• Keep case statuses updated (pending → active → completed → closed)
• Send invoice emails promptly after marking invoices as "Sent"
• Use the Veritas Engine for complex documents to save time on manual review
• Maintain clear descriptions in time entries and documents for easier reference

Security Reminders

• Always log out when using shared computers
• Do not share login credentials
• Verify user emails before inviting
• Use strong, unique passwords
• Report any suspicious activity immediately

The Accounting module provides comprehensive financial tracking for your business, including income, expenses, and profitability analysis.