IMMICASEBuilt for the way immigration professionals work
Immicase is not a generic project management tool adapted for immigration. Every feature is purpose-built for the Canadian immigration workflow, from IRCC milestone tracking to RCIC-compliant audit trails. No more juggling spreadsheets, shared drives, and disconnected tools.
IRCC Case Lifecycle Tracking
Every immigration case follows a predictable set of milestones from the moment a client walks through your door to the final decision from IRCC. Immicase models this entire lifecycle with 15 configurable milestones that mirror the real IRCC processing pipeline. Each case shows its current stage at a glance, and you can move cases forward as they progress through the system. Whether you are waiting on an Acknowledgement of Receipt, tracking a biometrics appointment, or awaiting a final Confirmation of Permanent Residence, Immicase keeps you and your clients informed at every step.
15 Case Milestones from Intake to Issuance
Document Management & Per-Stream Checklists
Each immigration stream requires a unique set of supporting documents. A Study Permit application requires a letter of acceptance, proof of funds, and a study plan. An Express Entry application requires Educational Credential Assessments, language test results, and reference letters. Immicase automatically generates stream-specific checklists when you create a case, so you and your team know exactly what is needed from day one. Track the status of every document through its lifecycle, and set expiry alerts so nothing catches you off guard.
- Auto-generated checklists for Express Entry, Study Permit, Work Permit, Family Sponsorship, PNP, PGWP, and Visitor Visa
- Four-state document tracking: Pending, Received, Reviewed, Expired
- Expiry date alerts for passports, medical exams, police certificates, and language tests
- Dependant-specific document requirements tracked separately from the principal applicant
- Secure document upload with version history and client portal integration
- Complete document audit trail for RCIC compliance and CICC record-keeping requirements
Client Management & Immigration Profiles
Immigration clients are not generic contacts. They have UCI numbers, passport details, current immigration status in Canada, educational credentials, language test scores, and employment histories. Immicase tracks all of this with purpose-built client profiles that go far beyond basic contact information. Link dependants to primary applicants, track each person's documents and requirements separately, and view a client's complete case history across multiple applications and streams.
- Immigration-specific client profiles with UCI, passport, and permit details
- Current status in Canada tracking: visitor, student, worker, PR, citizen
- Dependant linking with separate document checklists and milestone tracking
- Educational credential and language test score tracking (IELTS, CELPIP, TEF)
- Multi-case history per client across different immigration streams
- Advanced search and filtering by status, stream, consultant, milestone, or date range
Timeline & Communication Log
The College of Immigration and Citizenship Consultants (CICC) requires that RCICs maintain comprehensive records of all client interactions. Immicase makes this effortless with a chronological timeline that captures every touchpoint. Log phone calls, emails, WhatsApp messages, in-person meetings, IRCC portal submissions, and internal notes. Each entry is timestamped and attributed to a specific team member. The timeline is immutable once created, ensuring your records meet professional obligations and are audit-ready at all times.
- Chronological timeline of all client interactions on every case
- Log phone calls, emails, WhatsApp messages, and in-person meetings
- Track IRCC portal submissions and acknowledgement of receipt notifications
- Internal notes visible only to your team, separate from client-visible notes
- Timestamped entries with user attribution for full accountability
- Immutable records that satisfy CICC professional record-keeping requirements
Task & Deadline Management
Immigration cases involve dozens of tasks with firm deadlines. Missing a biometrics appointment can mean starting an application over. A missed submission window can delay a client's plans by months. Immicase provides a comprehensive task management system that lets you create, assign, and track tasks for every case. Set due dates, assign tasks to specific team members, and receive automated reminders as deadlines approach. View all tasks across your entire caseload in a unified dashboard, or filter by assignee, case, or due date to focus on what matters most today.
- Create and assign tasks to any team member with due dates and priorities
- Escalating reminder notifications: 7 days, 3 days, 1 day, and overdue alerts
- Unified task dashboard with filtering by assignee, case, stream, or status
- Auto-generated tasks triggered by case milestone changes (e.g. biometrics request triggers a biometrics appointment task)
- Priority levels: urgent, high, normal, low with visual indicators
- Task completion history for team performance tracking and workload management
Invoicing & Payment Tracking
Manage the financial side of your immigration practice directly within Immicase. Create professional invoices with detailed line items that separate professional fees, government filing fees, and disbursements. Track payments as they come in, monitor outstanding balances per case and per client, and generate financial reports for your firm. Each case maintains a complete financial history, so you always know what has been quoted, invoiced, paid, and what remains outstanding. No more switching between your case management tool and a separate accounting system for basic billing needs.
- Detailed invoices with separate line items for professional fees, government fees, and disbursements
- Payment tracking with partial payment support and payment date recording
- Outstanding balance monitoring per case and per client with aging reports
- Financial summary reports for your firm covering revenue, receivables, and collections
- Retainer tracking and trust account balance management
- Export-ready data compatible with QuickBooks, Xero, and other Canadian accounting platforms
Role-Based Access Control
Not everyone in your firm needs access to everything. A paralegal should not see billing data. An external auditor should not be able to modify case records. Immicase provides five carefully designed permission levels that map to the real organizational structure of Canadian immigration firms. Each role is scoped to provide exactly the access needed and nothing more, protecting client confidentiality and ensuring your firm meets privacy obligations under PIPEDA.
Full administrative access. Manages billing, firm settings, and user accounts. Can view all cases, audit logs, and financial data across the entire organization.
Near-full access to case management, user management, and reporting. Cannot manage billing or firm-level settings. Ideal for office managers and senior staff.
Access to assigned cases, client profiles, documents, and communication logs. Can create and update cases, submit applications, and manage their own caseload.
Can view assigned cases and update documents, notes, and tasks. Cannot create new cases or access financial data. Perfect for paralegals and administrative staff.
Read-only access to all cases, documents, and audit logs. Cannot modify any data. Designed for compliance officers and external auditors performing CICC reviews.
Immutable Audit Trail
Every action taken in Immicase is recorded in a tamper-proof audit log. When a document is uploaded, a case status is changed, a note is added, a client record is viewed, or a user logs in, it is permanently logged with a timestamp, the user who performed the action, and the details of what changed. This is not just a nice-to-have feature for immigration firms: the CICC requires RCICs to maintain comprehensive records of all professional activities, and PIPEDA mandates that organizations track access to personal information. The Immicase audit trail satisfies both requirements automatically, without any additional effort from your team.
- Every create, read, update, and delete action is logged automatically
- Tamper-proof: audit entries cannot be modified, edited, or deleted by any user
- Detailed change tracking showing before-and-after values for every field modification
- User attribution with timestamps, IP addresses, and session details for every action
- Searchable and filterable audit log interface with date range, user, and action type filters
- Exportable reports in PDF and CSV format for CICC audits and compliance reviews
Multi-Firm Support
Many immigration consultants work with multiple firms or operate under different business entities. An RCIC might have their own solo practice while also consulting for a larger firm. Immicase supports this reality with multi-firm architecture. A single consultant can belong to multiple firm accounts, switching between them seamlessly. Each firm maintains its own cases, clients, documents, billing, and settings with complete data isolation. Firm owners have full control over their organization while consultants can manage their cross-firm workload from a single login.
- Consultants can belong to multiple firm accounts with a single login
- Complete data isolation between firms for security and confidentiality
- Seamless context switching between firm accounts without logging out
- Per-firm billing, subscription management, and user administration
- Firm-level reporting and analytics that respect data boundaries
- Ideal for consultants who maintain both independent and firm-based practices
Built with Canadian immigration firms in mind
100%
Canadian Hosted
Your data never leaves Canada
PIPEDA
Compliant
Privacy by design at every layer
256-bit
AES Encryption
Data encrypted at rest and in transit
99.9%
Uptime SLA
Reliable infrastructure you can count on
See these features in action
Book a personalized demo and we will walk you through how Immicase can streamline every aspect of your immigration practice.