IMMICASEYour team is growing.
Your tools should grow with it.
25% of Canadian immigration practices are small firms with 2-5 consultants. You have outgrown spreadsheets but don't need enterprise complexity. Immicase gives your team shared visibility, task assignments, and collaboration — without sacrificing case isolation or security.
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Growing pains hit fast
What worked for one consultant breaks down at two.
Consultants working in silos with no shared case visibility
Tasks get duplicated. Updates get missed. Clients get conflicting information.
No clear task ownership or deadline accountability
When everyone is responsible, nobody is responsible. Deadlines slip.
Sensitive client data accessible to everyone, including assistants
Your paralegal can see billing data. Your temp can view every case. That's a PIPEDA problem.
What small firms are stitching together today
An estimated 65% of small firms still use Excel for client data. The other 35% use HubSpot, Zoho, or another generic CRM that wasn't built for immigration.
HubSpot / Zoho
Client tracking
No IRCC milestones, no document checklists
Shared drive folders
Document storage
No status tracking, no expiry alerts, no attribution
A separate e-signature service
Retainers
Signed PDFs land outside the case file
Immicase replaces all of these with one platform. No integrations to manage. No data scattered across tools. And at $99/month for up to 5 users, it costs less than most firms spend on their current tool stack.
Your accounting software, cloud storage, and email stay where they are. Immicase backs case documents up to your own OneDrive, Google Drive, or Dropbox and sends from your consultants' own Outlook mailboxes — it replaces the workarounds, not the tools your firm already runs on.
Collaboration without chaos
Immicase gives your team the structure to work together efficiently while keeping every case and every client properly secured.
Consultant Case Assignment
Assign cases to specific consultants. Each consultant sees only their assigned caseload
5 Roles, 18 Permissions
Owner, Admin, Consultant, Assistant, Auditor — each scoped to exactly the access they need
Team Task Dashboard
Firm-wide view of tasks due Today, Next 7 Days, and Overdue. Filter by assignee or case
Shared Lead Pipeline
Track prospects through your 7-stage funnel. See who's following up and who needs attention
Workload Analytics
See cases by consultant, overdue tasks per team member, and average days to submission
Video Consultations
Each consultant manages their own availability. Clients self-book from their public page
Centralized Invoicing
Every invoice tied to a case. Track collection rates and outstanding balances across the firm
Client Portal
Reduce client calls. Clients check their own progress and upload documents via secure links
Immutable Audit Trail
Every action attributed to a specific team member with timestamps. Always audit-ready
$99/month for your whole team. Less than your current tool stack.
Small immigration firms spend an estimated $450/month on CRM, document storage, accounting, video, and project management tools. Immicase replaces all of them for $99/month — that is $20/user for up to 5 consultants. One bill. One login. Everything connected.
$350+
Saved monthly vs separate tools
200
Cases supported
18
Granular permissions
How a 2-5 person firm actually digitizes
At your size the files are usually fine. What breaks is that nobody can tell who did what, because the process lives in one person's habits and the logins are shared.
Where practices your size start
A shared network drive with a folder convention that mostly holds, one master spreadsheet that one person maintains, a shared info@ inbox, and at least one login that everybody on the team uses.
Realistic timeline
Two to four weeks end to end. The bottleneck is rarely the data — it is getting all of your consultants and assistants trained and consistently using the same process.
The risk specific to your size
One person is holding the process together
At two to five people there is almost always one person who knows how everything works, maintains the spreadsheet, and remembers the deadlines. That arrangement is invisible right up until they take a holiday or resign, at which point a firm with real revenue discovers it cannot reconstruct its own files. Digitizing moves the process out of that person's head and into something the firm owns.
- 1
Fix the shared login first
Before anything is migrated, every person gets their own account with permissions matched to their role. This is the highest-value change at your size, and with GCKey moving to mandatory two-factor authentication it is no longer optional at IRCC either.
- 2
Agree one process before you configure
Two to five people usually means two to five slightly different ways of opening a file. We run a short working session to settle on one, then configure to that. Configuring first and arguing later is how firms end up with a system nobody trusts.
- 3
Migrate the drive and the master spreadsheet together
Your spreadsheet becomes the case records; the drive folders become the documents attached to them. Because your folder convention is already consistent, this maps cleanly — small firms usually get the smoothest migration of any segment.
- 4
Train by role, not by team
Consultants, assistants, and coordinators do different work and need different sessions. An hour each in their actual workflow beats a two-hour all-hands where half the room is waiting.
- 5
Redirect the shared inbox to the case timeline
Inbound client email lands on the matching case automatically instead of sitting in a shared inbox. This closes the retention gap that would otherwise fail you at a compliance examination.
Not ready to talk to anyone? The 90-day readiness plan is vendor-neutral and free to work through on your own.
Built for small firms ready to scale
Give your team the tools to collaborate efficiently, stay compliant, and deliver better client outcomes — without the enterprise price tag.
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