Built for the way immigration professionals work

Client Management & Immigration Profiles

Immigration clients are not generic contacts. They have UCI numbers, passport details, current immigration status in Canada, and status expiry dates. Immicase tracks all of this with purpose-built profiles for individual applicants and organization clients — so whether you represent a person or an employer for an LMIA, everything is in one system.

• Full applicant profiles: passport, UCI, nationality, status in Canada, contact info
• Organization & employer clients — represent a company for LMIA or employer-driven work permits with owner and representative contacts
• Dependants linked to a primary client — one client can hold multiple cases
• Client document library that persists across cases
• Per-client preferred language setting
• Client-side encryption — passport numbers and UCIs encrypted with AES-256-GCM before reaching the server
• Client search by name, email, or phone
• Possible-duplicate detection — as staff type a name, email, or phone, likely existing matches surface before a duplicate record is created
• Status and passport history — every immigration status and passport a client has held is retained, not overwritten; the current one shows first with prior entries archived below
• Dependants and family members captured per client, either as a simple entry or linked to their own existing client profile
• Linked family members show live from their own record — status, current permit, UCI, and passport are never a stale snapshot, and their case file is reachable from the principal's case page

Document Management & Built-In PDF Tools

Each immigration stream requires a unique set of supporting documents. Immicase automatically generates stream-specific checklists when you create a case. Track every document through 6 statuses, monitor expiry dates, and upload files with version control. Plus, a built-in document tool lets you merge PDFs and scans into a single file and compress to meet the IRCC 4 MB upload limit — all client-side, files never leave your browser.

• Bulk drag-and-drop upload with staging — review name, type, expiry, and status before saving (3 files at a time, per-file retry)
• AI-powered type and expiry suggestions during staging — review and accept before saving
• Auto-generated document checklists per immigration stream
• Configurable templates — firms customize checklists per stream
• 6-status tracking per document: Missing, Requested, Received, Verified, Expired, Not Required
• Document expiry tracking with 30-day reminders for passports, medicals, police certificates, and language tests
• Built-in PDF merge — combine multiple PDFs and scans into one document
• Compress to IRCC 4 MB limit — automatic rasterization keeps files submission-ready
• 100% client-side processing — files never hit the server during merge or compression
• Client-level and case-level document libraries + portal self-upload
• File upload with MIME type validation, 20 MB limit, and version control
• Firm-level storage quotas with usage tracking
• Bulk drag-and-drop upload with a staging area — drop many files at once, review each file's name, type, and expiry, then add them together
• Resilient uploads — three files at a time with per-file retry, so one failure does not lose the batch
• AI auto-classification in staging suggests document type and expiry per file (requires the KriftAI add-on)
• Cloud backup — every uploaded document can auto-copy to the firm's own OneDrive, Google Drive, or Dropbox, filed by client and case

Every Client Message, on the Case — Automatically

Client emails land directly on the matching case timeline, so nothing gets lost in a personal inbox. Each firm gets its own inbound address — incoming messages are matched to the right client and case, and your team is notified. Combined with the outbound email composer, retainer delivery, and invoice emails, Immicase becomes your firm's complete communication hub.

• Inbound client email captured to the case timeline automatically
• Auto-matched to the right client and case
• Per-firm inbound address — no shared inbox needed
• Outbound ad-hoc email composer on any case
• Email retainer to client with portal sign link
• Email invoice as PDF attachment
• Firm-branded sender — emails sent from your firm's name, replies go to your firm
• Every email (inbound and outbound) logged to the timeline for CICC compliance
• Send under the firm's name, or from the consultant's own Outlook mailbox when connected, so client replies thread back into their inbox
• Unified Messages inbox with assignment — inbound replies are matched to the right client and case

Client Portal

Give your clients visibility into their case without the back-and-forth emails and phone calls. Consultants create portal logins for clients via secure token invitation, giving them a branded self-service view of their case progress, milestones, and consultation history. Need documents? Send a secure upload link — no login required.

• Branded client-facing portal with secure token invitation and password setup
• Clients track case status and consultations themselves
• Multilingual portal: English, French, and Spanish
• Client questionnaires — send a secure link for clients to complete missing profile fields, which flow straight into the case
• Secure upload links — token-based, no login required, for direct document submission
• Dedicated client Help Center within the portal
• Separate authentication from firm accounts for security

Invoicing & Online Payments

Create professional invoices, accept online payments via Stripe, and track the financial side of your practice without switching between tools. Each invoice includes auto-generated numbers, line items with automatic tax calculation, and a full lifecycle from Draft to Paid. Connect your own Stripe account and send clients a Pay Now link for instant online payment.

• Professional invoices with auto-generated numbers (INV-YYYYMMDD-NNN)
• Line items with quantity, unit price, and auto-calculated subtotal/tax/total (e.g. ON HST)
• Invoice lifecycle: Draft, Sent, Paid, Overdue, Written Off — auto-PAID when payments meet total
• Partial payments — record multiple payments against a single invoice
• Invoices auto-marked Sent when emailed — no manual status update needed
• Overdue reminders — automatic follow-up on unpaid invoices
• Multiple payment methods: Cash, Cheque, E-Transfer, Credit Card, Other
• Stripe Connect — firms connect their own Stripe account
• Online payment links — Pay Now button sent to clients via Stripe Checkout
• Automatic payment recording via Stripe webhook
• PDF invoice generation with email — send invoices as real PDF attachments directly to clients
• Firm-branded sender — emails sent from your firm's name, with your firm as the reply-to
• Collection rate KPI on your dashboard
• Double-entry trust ledger — record retainer deposits, pay invoices from trust, process refunds, and generate per-client trust statements
• Books: trial balance, journal, and trust reconciliation reports
• Revenue reporting with filters by status, month, and year
• Payment plans — split a fee into staged invoices with their own due dates, generated up front from a total and an installment count; each installment is a normal invoice with Stripe link, PDF, and overdue reminders
• Products and services price list — a reusable catalogue of billable items, so invoice lines are picked rather than retyped
• Incoming Interac e-Transfer matching — a per-firm autodeposit address parses payment notifications and queues a best-guess invoice match for one-click staff confirmation; nothing is recorded automatically
• Automations — opt-in recipes with a run history, starting with an automatic PDF receipt emailed to the client whenever a payment is recorded
• View receipt link on every payment, generated on demand whether or not the automation is enabled
• Invoice KPIs: Paid This Year, Paid This Month, Total Outstanding, and Overdue

Official IRCC Forms & Submission Package Builder

Enter client information once. Immicase deterministically fills 10 official IRCC forms from a single canonical profile — no AI in the data path. Build complete submission packages with the built-in merge and compress tool that ensures every file meets the PR Portal 4 MB limit.

• 10 official IRCC forms with edition-dated mappings — deterministic auto-fill, no AI
• IMM5476 auto-filled with your RCIC membership details
• Per-case form selection — forms auto-attach by stream; add or remove as needed
• Two outputs: pre-filled PDF or XML data file for Adobe Acrobat import
• Submission package builder — merge and compress each file under the 4 MB PR Portal limit
• Barcode and validation reminders before submission
• Enter once, fill everywhere — shared canonical profile; new fields auto-appear in client questionnaires
• Governed catalogue — firms enable the forms they use; request new forms from the platform

Help Center & Academy

Immicase includes a built-in Help Center with 30+ in-depth guides for staff and clients, plus an Academy with structured training courses, video support, progress tracking, and completion certificates. Contextual help appears throughout the app so your team can learn as they work.

• Help Center with 30+ guides for staff and clients
• Academy with structured courses, video support, and progress tracking
• Completion certificates for training courses
• Contextual help throughout the app
• Admin content editor for firm-specific knowledge base articles

Your Firm, Your Workflow — Fully Configurable

Immicase is not a rigid system you have to work around. You control three core configurations that define how your firm operates: which milestones apply to each immigration stream, which documents are required per stream, and which tasks auto-create at each milestone. Every firm works differently — Immicase adapts to your process, not the other way around.

• Configure milestones per stream — enable or disable lifecycle steps to match your firm's exact process flow
• Configure documents per stream — define which documents are required, optional, or not applicable for each immigration pathway
• Configure tasks per milestone — set which tasks auto-create when a case reaches a specific stage, with assignee rules and due-date offsets
• Firm details — edit name, email, phone, address, and billing email (synced to Stripe)
• Retainer agreement templates — create, edit, and delete your own with clickable merge fields
• Custom case-number prefixes per firm
• Timezone settings per firm
• Team invitations and member management
• Reset to defaults option for all configuration
• Case numbering — one firm-wide prefix, or a different prefix per immigration stream
• IRCC form enablement per firm
• Automated form-freshness check — a weekly job compares every catalogued form against IRCC's published edition on canada.ca, then shows a login banner and sends an alert email if one has changed

In-App & Email Notifications

Stay on top of what matters without notification overload. Immicase provides in-app and email notifications with a privacy-first approach — notifications are off by default, and each user enables only the events they care about. Digest emails keep you informed without constant interruptions.

• In-app notification center (bell icon) for real-time updates
• Email notifications for key events
• Off by default, privacy-first — users opt in to notifications, not out
• Granular per-event preferences
• Scheduled daily and hourly digest emails

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, or a user logs in, it is permanently logged with a timestamp, the user who performed the action, and the details of what changed. The CICC requires RCICs to maintain comprehensive records, and PIPEDA mandates that organizations track access to personal information. Immicase satisfies both automatically.

• 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 for every action
• Searchable and filterable audit log with date range, user, and action type filters
• Exportable reports for CICC audits and compliance reviews

Deployment Options

Immicase runs as a fully managed cloud platform by default — nothing to install, nothing to maintain. For firms with specific compliance, branding, or infrastructure requirements, we offer additional deployment options on request.

• Cloud (default) — fully managed on Canadian infrastructure. No setup, automatic updates, included in every plan
• White label — remove Immicase branding and deploy under your firm's identity. Available for Firm plan customers on request
• Dedicated container deployment — run Immicase on your own infrastructure for full data control. Available for enterprise clients on request
• Custom domain and branding for the client portal