IMMICASEBuilt for the way immigration professionals work
Immicase is not a generic project management tool adapted for immigration. From IRCC case tracking and CRM lead pipelines to built-in video consultations, Stripe-powered invoicing, and CICC-compliant retainer agreements — everything your firm needs in one platform.
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. Support for 9 Canadian immigration streams with configurable process flows — firms can enable or disable milestones per stream to match their practice.
- Visual progress bar showing case completion percentage at a glance
- Case priority levels: Low, Normal, High, and Urgent
- Consultant assignment with case-level isolation
- Status change history with reasons and timestamps
- IRCC file number tracking
- Closure tracking with reasons: Approved, Refused, Withdrawn, Consultation Only
- Auto-generated unique case numbers
- Configurable process flow — enable or disable milestones per stream
15 Case Milestones from Intake to Issuance
9 Supported Immigration Streams
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 client profiles that go far beyond basic contact information. Link dependants to primary applicants with family relationships, track each person's documents and requirements separately, and view a client's complete case history across multiple applications and streams.
- Canadian-specific fields: UCI, current status in Canada, status expiry date
- Dependant management with family relationships
- Client-side encryption — passport numbers and UCIs encrypted with AES-256-GCM before reaching the server
- Client search by name, email, or phone
- Multi-case history per client across different immigration streams
Prospect & Lead Pipeline
Turn consultations into retained clients with a built-in sales pipeline. Track every prospect from first contact to signed retainer with a visual Kanban board or sortable list view. Never lose a lead to a missed follow-up again — Immicase highlights overdue follow-ups and gives you real-time pipeline analytics so you know exactly where your business stands.
- 7-stage sales funnel: New Lead, Contacted, Consultation Scheduled, Consultation Done, Retained, Converted, Lost
- Pipeline view (Kanban) and list view toggle
- Lead source tracking: Website, Referral, Social Media, Walk-in, Phone, Email, Event, Partner
- Follow-up date tracking with overdue highlighting
- One-click conversion — prospect becomes Client + Case with document checklist auto-populated
- Pipeline analytics: active count, follow-ups due today, conversion tracking
7 Pipeline Stages
Document Management & Per-Stream Checklists
Each immigration stream requires a unique set of supporting documents. Immicase automatically generates stream-specific checklists when you create a case, so you and your team know exactly what is needed from day one. Firms can customize checklist templates per stream to match their practice. Track every document through 6 statuses, monitor expiry dates, and upload files with version control.
- 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 date tracking for passports, medicals, police certificates, and language tests
- File upload with MIME type validation, 20 MB limit, and version control
- Firm-level storage quotas with usage tracking
Case Timeline & Communication Log
The CICC requires that RCICs maintain comprehensive records of all client interactions. Immicase makes this effortless with a chronological timeline that captures every touchpoint. The timeline supports 11 entry types and is immutable once created, ensuring your records meet professional obligations and are audit-ready at all times.
- 11 timeline entry types: notes, calls, emails, WhatsApp, submissions, documents, tasks, invoices, and more
- Timestamped entries with user attribution for full accountability
- Internal notes visible only to your team, separate from client-visible notes
- Track IRCC portal submissions and acknowledgement of receipt notifications
- 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. Immicase provides a comprehensive task management system with milestone-based automation — tasks auto-create when a case reaches a specific milestone, complete with variable substitution for client names and case numbers.
- Task templates at milestones — tasks auto-created when a case reaches a specific milestone
- Variable substitution: {clientName} and {caseNumber} in auto-created tasks
- Firm-wide task dashboard with filters: Today, Next 7 Days, Overdue
- Task priority and ownership assignment
- 13 pre-built suggested templates for common milestones
- Missed deadline rate tracking as a KPI
Client Portal
Give your clients visibility into their case without the back-and-forth emails and phone calls. Consultants create portal logins for clients, giving them a read-only view of their case progress, milestones, and document checklist status. Need documents from a client? Send a secure upload link that expires in 7 days — no login required.
- Client accounts — consultants create portal login for clients
- Read-only case view: clients see case progress, milestones, and document checklist status
- Secure upload links — time-limited (7 days) for document collection, no login needed
- Separate authentication from firm accounts for security
Built-in Video Consultations
No Zoom. No Calendly. No extra subscriptions. Immicase includes built-in video consultations powered by LiveKit. Manage your availability, let clients and prospects self-book from your public booking page, and conduct consultations with camera, microphone, and screen sharing — all without leaving the platform.
- Consultant availability management with weekly schedule and day/time ranges
- Date blocking for vacations or external meetings
- Public booking page — clients and prospects self-book from available slots
- Embedded video room with camera, microphone, and screen sharing
- Guest join link — clients join via link, no account needed
- Post-consultation notes saved to case timeline automatically
- Booking management with upcoming and past consultations
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 automatic tax calculation
- Invoice lifecycle: Draft, Sent, Paid, Overdue, Written Off
- 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
- Collection rate KPI on your dashboard
CICC-Compliant Retainer Agreements
Generate professional retainer agreements that meet CICC requirements. The built-in template includes all 10 required sections with merge fields that auto-populate client name, firm info, case stream, fee amount, and date. Set milestone-based fee structures and track the agreement through its full lifecycle.
- CICC-compliant service agreement template with 10 required sections
- Merge fields — auto-populates client name, firm info, case stream, fee amount, date
- Milestone-based fee structure (30/30/30/10%)
- Agreement lifecycle: Draft, Sent, Signed, Declined
- Print and Save as PDF
- CICC complaint process reference included
Reporting & Analytics
Get a real-time view of your practice performance. The Immicase dashboard surfaces the KPIs that matter most to immigration firms: active cases, overdue tasks, unpaid invoices, collection rate, and more. Drill into charts by status, stream, or consultant to understand where your firm stands.
- Dashboard KPIs: active cases, overdue tasks, unpaid invoices, collection rate
- Birthday notifications for clients with birthdays today
- Cases by status and stream charts
- Workload by consultant
- Average days to submission
- Missed deadline rate
- CSV export for cases, clients, invoices, and tasks
Per-Firm Configuration
Immicase adapts to your firm, not the other way around. Customize document checklist templates, enable or disable milestones per stream, and configure task auto-creation rules — all at the firm level. Every configuration includes a reset-to-defaults option so you can always start fresh.
- Document checklist templates — customize per immigration stream
- Process flow milestones — enable or disable milestones per stream
- Task templates — configure auto-created tasks per milestone per stream
- Reset to defaults option for all configuration
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 roles with 18 granular permissions that can be customized per firm. Each role is scoped to provide exactly the access needed and nothing more.
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. Case-level isolation ensures consultants only see their assigned cases.
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, 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
Multi-Firm Support
Many immigration consultants work with multiple firms or operate under different business entities. Immicase supports this with multi-firm architecture. A single consultant can belong to multiple firm accounts, switching between them seamlessly with in-app organization switching. Each firm maintains complete data isolation.
- Consultants can belong to multiple firm accounts with a single login
- In-app organization switching — no need to log out
- Complete data isolation between firms for security and confidentiality
- Per-firm billing, subscription management, and user administration
- Email-based team invitations with 7-day expiry
- Ideal for consultants who maintain both independent and firm-based practices
Enterprise-Grade Security
Your clients trust you with their most sensitive personal information. Immicase protects it with multiple layers of security, from client-side encryption of PII to row-level database security. Every security measure is designed to meet and exceed the expectations of Canadian immigration professionals.
- AES-256-GCM encryption for sensitive PII (passport numbers, UCI) — encrypted before reaching the server
- Per-firm encryption keys with password-derived wrapping
- Brute-force protection — account locks after 5 failed attempts for 15 minutes
- Password policy: minimum 10 characters, uppercase, lowercase, number
- JWT revocation on logout
- SHA-256 token hashing for password reset and invitation tokens
- Rate limiting: tiered per endpoint (auth: 30/15min, general: 100/60s)
- Security headers: HSTS, CSP, X-Frame-Options, CORS policies
- Row-level security on all database tables
- PIPEDA-aligned data handling
- bcrypt password hashing with cost factor 12
Built with Canadian immigration firms in mind
100%
Canadian Hosted
Vercel + Supabase — your data never leaves Canada
PIPEDA
Compliant
Privacy by design at every layer
AES-256
Client-Side Encryption
PII encrypted before reaching the server
5 Roles
18 Permissions
Granular access control per firm
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.