Neighborhood Legal Services of Michigan (NLSM) is a nonprofit organization serving vulnerable populations across Detroit and Wayne County. Their core mission is to support individuals facing homelessness, legal issues, or housing instability—providing legal advocacy, case management, and rapid re-housing support. The organization partners with federal and local agencies to ensure individuals in crisis get timely, life-changing help.
| Before Quickbase | With Quickbase |
|---|---|
| Paper files & Excel spreadsheets | Cloud-based, HUD-compliant case management system |
| Manual case assignment & intake tracking | Automated alerts and geographic case routing |
| Delays in HUD reporting & non-standardized data | HMIS-comparable database with built-in federal reporting logic |
| Manual rental assistance processing | Quickbase + QuickBooks integration, saving 4 full workdays |
| Staff overloaded and reactive | Staff empowered, proactive, and focused on client outcomes |
Challenge
Despite their critical mission, NLSM was running its operations on paper files, Excel spreadsheets, and manual processes. Case managers were juggling more than 2,000 client files with little visibility, no centralized system, and major delays in compliance reporting.
The stakes were high. HUD has strict rules and tight reporting requirements.
When Melissa Freel joined the organization, her job was to build a system from scratch that could handle both the complexity of casework and the demands of HUD compliance.
In our agency, when we receive a new client into services, we work hard to re-home them in 30 days or less.
Solution
Melissa turned to Quickbase to design and build a custom case management platform tailored to the needs of a human services team—not an IT department.
She created a HUD-compliant, HMIS-comparable database that digitized all client records, automated intake and case assignments, and produced ready-to-submit reports for HUD. The system alerts case managers instantly when a new case is assigned and allows for more geographic accuracy in case distribution.
Here’s what it does:
- Client Intake: As soon as a new client enters NLSM's care, their case is entered into the app. It captures all HUD-required fields right up front. That includes things like current living situation, income verification, household size, and documentation status. Once complete, the app generates a case record that triggers downstream processes automatically.
- Case Assignment: The system instantly alerts a housing specialist via email that a case has been assigned. They’ve even built logic into the app to help us assign cases geographically—so the right staff member is matched with the right client based on location.
- Property Selection: Once a client is approved, the app gives NLSM’s housing specialists a place to track potential housing matches. Clients have choice in their options, but NLSM uses affordability and household size guidelines to keep the process fair and efficient. The app helps them make those decisions faster and more transparently.
- Inspection Scheduling & Tracking: Here’s where things really changed. Before Quickbase, they had a clunky, manual process for requesting inspections of potential housing units. Now, it’s all automated. Housing specialists submit an inspection request through the app, and that request goes directly to the inspector’s queue. Once complete, the inspection results are automatically synced back into the client’s case file.
- Document Management & Lease Signing: Melissa’s team has integrated with DocuSign so lease agreements and approval letters can be sent and signed electronically. The app tracks document status, deadlines, and sends alerts when something needs follow-up.
- Case Notes & Communication Logs: Every interaction—whether it’s with a client, landlord, or inspector—is logged in the app. It creates a full history of each case, ensuring we never miss a detail and always have the context we need.
- Compliance & Reporting: Because HUD requires us to submit specific data about every case, Melissa built in the ability to generate reports directly from the app in the correct format. This has saved them hours of manual prep and ensures our funding stays secure.
Melissa created a HUD-compliant, HMIS-comparable database that digitized all client records, automated intake and case assignments, and produced ready-to-submit reports for HUD. The system alerts case managers instantly when a new case is assigned and allows for more geographic accuracy in case distribution. (Courtesy: NLSM)
Impact
What’s more, the team integrated Quickbase with QuickBooks Online, streamlining how rental assistance payments are processed—making them faster, more accurate, and far less labor-intensive.
We have saved 4 whole workdays by integrating Quickbase and Quickbooks together to make that happen
Since launching in November 2020, Quickbase has become the backbone of daily operations at NLSM. It has not only eliminated inefficiencies—it has empowered the organization to serve clients faster, comply with HUD requirements, and put more time and focus toward the mission.
And remarkably, Melissa, a nonprofit professional without a technical background, was able to build it all herself.
We don’t even want to remember life before Quickbase. It’s helped us get to the mission faster.
