IMMICASEYou run your entire practice alone.
Your software should make it easier.
65% of Canada's 13,000+ licensed RCICs are solo practitioners. You handle every case, every client, every deadline yourself. Immicase replaces your spreadsheets, calendar reminders, and scattered documents with one purpose-built platform — for less than the cost of a single billable hour.
Sign up in 2 minutes. Full access for 14 days. No credit card required.
Sound familiar?
Cases tracked in Excel, documents in Google Drive, deadlines in your calendar
One missed biometrics deadline and your client starts over.
Invoices in QuickBooks, retainers in Word, communications in your inbox
Nothing talks to each other. You waste hours context-switching.
A CICC audit means scrambling to assemble records from five different places
You spend a weekend pulling together what should take 5 minutes.
The reality for solo RCICs today
An estimated 78% of solo practitioners still track clients in spreadsheets. You're not alone — but you don't have to stay there.
78%
Track clients in Excel
65%
Store documents in email
70%
Create invoices manually
85%
Use paper or Excel for case tracking
New CICC compliance requirements demand proper case documentation, audit trails, and client communication records. Spreadsheets and email can't meet these standards — and the regulatory pressure is only increasing.
One platform replaces them all
Immicase brings your cases, documents, invoices, client portal, video consultations, and retainer agreements into one place.
15 IRCC Milestones
Visual progress tracking from Intake to Issuance across 11 immigration streams
Auto-Generated Checklists
Stream-specific document checklists created automatically when you open a case
Built-in Invoicing
Professional invoices with Stripe payments. Send a Pay Now link and get paid instantly
Video Consultations
Clients self-book from your public page. No Zoom or Calendly subscriptions needed
Client Portal
Clients check their own case progress. Secure upload links for document collection
Retainer Agreements
CICC-compliant templates with merge fields. Generate, send, and track in minutes
Lead Pipeline
Track prospects from first contact to signed retainer. Never lose a lead to a missed follow-up
Immutable Audit Trail
Every action logged automatically. Produce complete CICC audit records in minutes
Task Automation
Tasks auto-create at milestones. Deadline tracking with missed-rate KPIs on your dashboard
$49/month. You're already spending more than that on the gaps between your tools.
Solo RCICs spend an estimated $80/month on a scattered stack — spreadsheets, a separate CRM, Zoom, Calendly, an e-signature service. Immicase replaces those for $49/month and saves an estimated 5+ hours per week on admin. At a $150/hour billing rate, that is $3,000/month in recovered billable time. Your accounting software and cloud storage stay exactly where they are — Immicase connects to them instead of asking you to move.
$3,000+
Monthly value in time saved
100%
CICC audit-ready records
$0
Extra tools needed
What happens to your clients when you cannot work?
Two weeks of illness. A family emergency. A holiday you have put off for three years. In a firm, someone covers. On your own, nobody can — unless your practice exists somewhere other than your head and your inbox.
Running on memory and email
- Deadlines live in your calendar and your head
- Documents are spread across your inbox and a drive
- Nobody else can tell a client where their file stands
- A locum would need days of handover you cannot give
- A biometrics window can pass while you are unreachable
Running on a system
- Deadlines belong to the file, and alert on schedule
- Every document sits on the case it belongs to
- Clients can see their own status without calling you
- A locum gets read-only access and works from the record
- You can hand over in an afternoon instead of a week
This is the argument for digitizing that has nothing to do with IRCC or efficiency. It is whether your practice can survive two weeks without you — and whether you can ever genuinely take time off.
Your bottleneck is not cases. It is hours.
A solo practice does not usually fail for lack of clients. It stalls because the person doing the immigration work is also doing the intake, the chasing, the invoicing and the filing. Here is where those hours typically go, and what a system takes back.
| Where the time goes | On your own | With a system |
|---|---|---|
| Chasing documents from clients | 3-6 hrs/week of email follow-ups | Portal requests with status the client can see |
| Answering 'any news on my case?' | 2-4 hrs/week of calls and replies | Clients check their own status before calling |
| Filling the same data into IRCC forms | 30-60 min per case, repeated per form | Entered once, mapped into every form |
| Assembling a file for submission | 1-2 hrs of merging, renaming, resizing | Checklist-driven package, compressed to the limit |
| Invoicing and chasing payment | 2-3 hrs/month across separate tools | Invoice from the case, paid by link |
| Finding anything in a closed file | Minutes to hours, depending on the year | One search, whatever its age |
Ranges reflect what solo practitioners commonly report rather than measured averages; your own split depends on caseload and streams. The point is not the exact number — it is which column the work belongs in.
When you stop being solo
Most solo practitioners hire their first assistant reactively — at the point the work has already outgrown them. That is the hardest moment to do it, because onboarding someone into a practice that exists only in your head means explaining everything twice and trusting them with a process nobody wrote down.
The practices that hire well are the ones where the process already lives in a system. A new coordinator gets their own login, permissions scoped to their role, and a case record that tells them what happens next without asking you. What took a month of shadowing takes a week.
You do not need to plan for that today. But it is worth knowing that the work of digitizing now is the same work that makes hiring possible later — and what changes when you become a small firm is mostly about who can see what, not about buying different software.
How a solo practice actually digitizes
You do not have an operations manager, an IT person, or a spare month. A solo transition has to happen around live files, in short blocks, without dropping a deadline. That constraint shapes the whole sequence.
Where practices your size start
Active files in Excel, documents split between Google Drive and your inbox, deadlines in a personal calendar, and a filing cabinet holding everything older than two years. This is the normal starting point, not a confession.
Realistic timeline
One to two weeks to be working live, with historical file migration continuing quietly in the background. Expect to spend about four to six hours of your own time in total — most of it validating, not doing data entry.
The risk specific to your size
You are the single point of failure
A solo practice where everything lives in one head and one inbox cannot be covered. If you are ill for two weeks, nobody can answer a client, find a document, or meet a deadline on your behalf. Digitizing is what makes a locum, an assistant, or a leave of absence possible at all — and it is the reason to do it even if IRCC never changed a thing.
- 1
Start with active files only
Your live caseload moves first — usually 20 to 60 matters. The archive can wait. Trying to migrate six years of history before you go live is the single most common reason a solo transition stalls and never finishes.
- 2
We do the import, you check a sample
Send us the spreadsheet and the drive structure. We build the field mapping and run the import. You validate five real files end to end before anything goes live — that is your time commitment, not a week of retyping.
- 3
Configure only the streams you practise
If you run Express Entry, study permits, and spousal sponsorship, you get those three. No LMIA workflow you will never open. A narrower configuration is faster to learn and faster to work.
- 4
Move client document intake to the portal
New clients go through the portal from day one; existing clients move as each next document request comes up. Nobody gets a disruptive migration email. This is where solo practitioners recover the most hours.
- 5
Then backfill the archive
Closed files get indexed and searchable in the background once you are working comfortably. This is what turns the six-year retention expectation from a storage room into a search box.
Not ready to talk to anyone? The 90-day readiness plan is vendor-neutral and free to work through on your own.
Built for solo RCICs who do it all
Purpose-built for independent Canadian immigration consultants who run every part of the practice themselves.
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