Case Management Guide

Bonterra Apricot

by Bonterra · Human services case management software

Configurable human-services case management and impact-management software for nonprofits and public-sector agencies.

Vendor site:
www.bonterratech.com (external link)
Pricing:
not published by vendor
Last reviewed:
August 19, 2026

Solution model

What kind of system is this?

How to choose a model

Editions differ:

  • Apricot Essentials Ready-to-Use vendor reported
  • Apricot Pro Configurable vendor reported
  • Apricot Enterprise Configurable vendor reported
Implementation approach:
Configured implementation
Configuration depth:
Forms & fields
Specialization:
General human services

Categories are descriptive, not a ranking — the right model depends on your organization's requirements, resources, and implementation capacity. Verified August 20, 2026.

Editorial analysis

Best suited for

Case Management Guide analysis

Organizations needing highly configurable forms, reports and tiered case-management functionality.

Strengths

Case Management Guide analysis

Deep configurability, broad reporting, referrals, attendance/workflows and enterprise integration options.

Considerations

Case Management Guide analysis

Numeric pricing is not public and important capabilities vary materially by tier; some case-management concepts are configurable rather than standardized objects.

Capabilities

Assessed against our 48-capability taxonomy. Supported and Partial reflect cited evidence; Unclear means the evidence is ambiguous; and Not yet verified means we haven't completed research on that capability — it does not mean the product lacks it.

Administration & Technology 8 supported
  • Role-based permissions Supported vendor reported 1 cited claim

    Essentials includes Role-Based Permissions and Field Level Access.

  • Audit trails Supported vendor reported 1 cited claim

    Essentials includes Record Audits; advanced auditing appears in higher tiers.

  • Security controls Supported vendor reported 1 cited claim

    Secure Data Environment, MFA and federated SSO are documented across tiers.

  • API Supported vendor reported 1 cited claim

    API Access is explicitly Enterprise.

  • Integrations Supported vendor reported 1 cited claim

    Pro adds calendar integration; Enterprise adds API and SFTP imports.

  • Mobile access Supported vendor reported 1 cited claim

    Mobile Compatibility is included in Essentials.

  • Configuration Supported vendor reported 1 cited claim

    Customizable forms/reports plus Pro form logic, smart fields and workflows are documented.

  • AI capabilities Supported vendor reported 1 cited claim

    Que for Apricot includes multiple AI skills.

Case Management 1 supported · 4 partial
  • Case notes Partial vendor reported 1 cited claim

    Configurable forms/records support case documentation, but a universal case-notes object is not named.

  • Contacts Partial vendor reported 1 cited claim

    Participant records are central, but contact workflow is not separately documented.

  • Case assignments Supported vendor reported 1 cited claim

    Essentials includes Monitor and Manage Caseloads.

  • Case status Partial vendor reported 1 cited claim

    Configurable records/workflows can support status, but no standard case-status feature is named.

  • Service and care plans Partial vendor reported 1 cited claim

    Configurable case-management records can support plans; no universal service-plan object is established.

Client Management 2 supported · 2 partial · 1 not yet verified
  • Client profiles Supported vendor reported 1 cited claim

    Apricot is participant/client-centered case-management software.

  • Household and family relationships Not yet verified

    Not established in reviewed public sources.

  • Demographics Partial vendor reported 1 cited claim

    Flexible participant data capture is documented.

  • Documents Supported vendor reported 1 cited claim

    Shared Files are included in Essentials.

  • Client history Partial vendor reported 1 cited claim

    Longitudinal participant records are implied by the platform but not explicitly defined as a feature.

Follow-ups & Workflow 2 supported · 3 partial
  • Tasks Partial vendor reported 1 cited claim

    Pro workflows support task-like process management; task object details are not established.

  • Reminders Partial vendor reported 1 cited claim

    Automated Rules & Alerts and Time-Based Alerts support reminders.

  • Alerts Supported vendor reported 1 cited claim

    Pro includes Automated Rules & Alerts; Enterprise adds Time-Based Alerts.

  • Follow-ups Partial vendor reported 1 cited claim

    Alerts/workflows can drive follow-up but no distinct follow-up object is documented.

  • Workflow automation Supported vendor reported 1 cited claim

    Pro includes Workflows and Automated Rules & Alerts.

Intake & Assessment 1 supported · 1 partial · 3 not yet verified
  • Intake Supported vendor reported 1 cited claim

    Pro includes Remote Participant Intake / Intake Forms.

  • Eligibility Not yet verified

    Not established in reviewed public sources.

  • Assessments Partial vendor reported 1 cited claim

    Configurable forms can capture assessments, but no universal assessment module is documented.

  • Consent management Not yet verified

    Not established in reviewed public sources.

  • Enrollment Not yet verified

    Not established in reviewed public sources.

Needs & Goals 1 supported · 2 not yet verified
  • Needs identification Not yet verified

    Not established in reviewed public sources.

  • Goals Not yet verified

    Not established in reviewed public sources.

  • Progress tracking Supported vendor reported 1 cited claim

    Reporting and dashboards track program progress and impact.

Outcomes 2 supported · 1 partial · 1 not yet verified
  • Outcome measures Supported vendor reported 1 cited claim

    Impact Hub supports outcomes and impact analysis.

  • Progress over time Supported vendor reported 1 cited claim

    Dashboards visualize trends over time.

  • Case closure and discharge Not yet verified

    Not established in reviewed public sources.

  • Longitudinal outcomes Partial vendor reported 1 cited claim

    Impact Hub supports outcome analysis; longitudinal outcome structure is not specifically defined.

Referrals 2 supported · 1 partial · 1 not yet verified
  • Internal referrals Supported vendor reported 1 cited claim

    Internal Referrals are explicitly in Pro.

  • External referrals Supported vendor reported 1 cited claim

    Network Referrals are explicitly in Essentials.

  • Closed-loop referrals Partial vendor reported 1 cited claim

    Referral features are documented but full closed-loop confirmation is not established.

  • Referral outcomes Not yet verified

    Not established in reviewed public sources.

Reporting & Analytics 5 supported
  • Operational reports Supported vendor reported 1 cited claim

    Native Reporting supports customizable reports.

  • Dashboards Supported vendor reported 1 cited claim

    Dashboards are explicitly documented.

  • Funder reporting Supported vendor reported 1 cited claim

    Impact Hub explicitly supports funder reporting.

  • Data exports Supported vendor reported 1 cited claim

    Reports export to XLS/XLSX/CSV.

  • Outcome reporting Supported vendor reported 1 cited claim

    Impact Hub supports outcome/impact reporting.

Services 2 supported · 1 partial · 1 not yet verified
  • Services delivered Partial vendor reported 1 cited claim

    Case-management data capture can represent services; no standard service-delivery object is named.

  • Programs Supported vendor reported 1 cited claim

    Impact Hub/reporting supports multiple programs/initiatives.

  • Attendance Supported vendor reported 1 cited claim

    Attendance Module is in Pro; Attendance Dashboard in Enterprise.

  • Units of service Not yet verified

    Not established in reviewed public sources.

Plans & pricing

Apricot Essentials

Apricot Essentials is priced based on users; numeric pricing is not publicly disclosed.

Foundational case-management tier.

Verified: August 19, 2026

Apricot Pro

Apricot Pro is priced based on users; numeric pricing is not publicly disclosed.

Advanced tier with engagement, workflows, referrals, attendance and stronger controls.

Verified: August 19, 2026

Apricot Enterprise

Apricot Enterprise is priced based on users; numeric pricing is not publicly disclosed.

Highest tier with advanced reporting, SSO, API, inventory and automated imports.

Verified: August 19, 2026

What differs by plan

Feature availability by plan
FeatureApricot EssentialsApricot ProApricot Enterprise
Role-based permissionsIncluded Not yet verified Not yet verified
Audit trailsIncluded Not yet verified Not yet verified
Security controlsNot yet verified Included Included
APINot yet verified Not yet verified Included
IntegrationsNot yet verified Included Included
Mobile accessIncluded Not yet verified Not yet verified
ConfigurationIncluded Not yet verified Not yet verified
DocumentsIncluded Not yet verified Not yet verified
AlertsNot yet verified Not yet verified Included
Workflow automationNot yet verified Included Not yet verified
IntakeNot yet verified Included Not yet verified
Internal referralsNot yet verified Included Not yet verified
External referralsIncluded Not yet verified Not yet verified
Operational reportsNot yet verified Not yet verified Included
AttendanceNot yet verified Included Included

Integrations

Pro adds calendar integrations; Enterprise adds SFTP/automated imports and API access.

Security

Secure environment/permissions begin in Essentials; Pro adds MFA; Enterprise adds federated SSO. Bonterra also makes HIPAA/FERPA compliance statements.

Reporting

Native reporting plus advanced/interactive reporting options support operations, outcomes and funder needs.

Sources

Facts on this page trace to the citations below, per our methodology.

Verification

Last reviewed: August 19, 2026. Product capabilities, plans, and pricing change; individual facts above carry their own verification dates. If something looks out of date, tell us and confirm current details with the vendor before purchasing.