IMMICASEImmigration Document Checklist Software
Stop chasing documents across email threads and shared drives. Immicase provides stream-specific document checklists with per-document status tracking, expiry date monitoring, and automated reminders -- so your team always knows exactly what has been collected, what is missing, and what is about to expire.
Why Document Management Is the Biggest Pain Point for Immigration Firms
Every immigration application is a document-intensive process. A single Express Entry file can require fifteen or more supporting documents, each with its own validity period, format requirements, and sourcing timeline. Multiply that across dozens or hundreds of active cases, and document management quickly becomes the most time-consuming and error-prone aspect of running an immigration practice.
The consequences of poor document management are severe. A missing police clearance certificate can delay a submission by weeks. An expired language test result can invalidate an entire application. A forgotten document request can lead to an IRCC refusal that damages your client relationship and your firm's reputation. Immigration consultants need a system that does more than store files -- they need a system that actively tracks what is required, what has been received, and what is at risk.
Immicase was designed from the ground up to solve this problem. Every case in Immicase comes with a pre-built document checklist tailored to the specific immigration stream. Each document on the checklist has its own status, expiry date, and notes field. Your team can see at a glance which documents are complete and which need follow-up, eliminating the guesswork that plagues spreadsheet-based tracking.
Auto-Generated Checklists for 7 Immigration Streams
When you create a case in Immicase and assign it to an immigration stream, the system automatically generates the corresponding document checklist. No manual setup, no copying from templates, no risk of forgetting a required document. Each checklist reflects the actual IRCC requirements for that stream.
Express Entry
- Language test results (IELTS, CELPIP, TEF, TCF)
- Educational Credential Assessment (ECA)
- Proof of funds (bank statements, investment records)
- Police clearance certificates from every country of residence
- Passport and travel history documentation
- Reference letters from current and past employers
Study Permit
- Letter of acceptance from a Designated Learning Institution (DLI)
- Proof of financial support for tuition and living expenses
- Statement of purpose or study plan
- Academic transcripts and diplomas
- Language proficiency test results
- Provincial Attestation Letter (PAL) where required
Work Permit
- LMIA or LMIA-exempt employer compliance documentation
- Job offer letter with NOC code and job description
- Employment contract or secondment agreement
- Credential equivalency or certification documents
- Proof of work experience in the relevant occupation
- Provincial licensing or trade certification where applicable
Provincial Nominee Program
- Provincial nomination certificate
- Job offer documentation meeting provincial criteria
- Settlement funds proof as required by the specific PNP stream
- Provincial application forms and declarations
- Labour market connection evidence
- Community ties documentation for regional streams
Family Sponsorship
- Proof of relationship (marriage certificate, birth certificate)
- Sponsor income documentation (NOA, T4, employment letter)
- Sponsorship undertaking and agreement
- Photographs meeting IRCC specifications
- Proof of cohabitation or genuine relationship evidence
- Dependent children documentation (custody, adoption orders)
Visitor Visa
- Travel itinerary and purpose of visit documentation
- Proof of ties to home country (employment, property, family)
- Financial statements demonstrating trip funding
- Invitation letter from Canadian host if applicable
- Travel insurance documentation
- Previous visa and travel history evidence
LMIA Application
- Business licence and proof of legitimate business operation
- Job advertisement evidence meeting recruitment requirements
- Transition plan for high-wage positions
- Payroll records and business financial statements
- Workplace safety documentation
- Prevailing wage evidence from Job Bank
Per-Document Status Tracking
Every document on every checklist has its own status that your team updates as work progresses. Immicase uses a clear, consistent set of document statuses so everyone on your team understands exactly where things stand without ambiguity.
Not Started
The document has not been requested from the client or is not yet relevant at the current case stage.
Requested
The document has been requested from the client. The request date is logged, and a follow-up reminder can be scheduled.
Received
The client has submitted the document. It is now awaiting review by your team for completeness and accuracy.
Under Review
A team member is actively reviewing the document. The reviewer and review start date are recorded.
Approved
The document meets all requirements and is ready for inclusion in the IRCC application package.
Needs Re-upload
The document does not meet requirements. The client is notified with specific feedback about what needs to be corrected.
Document Expiry Tracking and Alerts
Many immigration documents have strict validity periods. Language test results expire after two years. Police clearance certificates are typically valid for twelve months. Medical exam results have their own expiry windows. If a document expires before submission, the entire application can be delayed or rejected.
Immicase tracks the expiry date of every document that has a validity period. The system sends proactive alerts to your team when a document is approaching expiry, giving you time to request a renewal from the client before it becomes a problem. Expiry alerts are configurable -- you can set warnings at 90, 60, and 30 days before expiry to match your firm's workflow.
This is especially critical for firms managing large caseloads where applications may be in the IRCC processing queue for months. A document that was valid at submission may expire during processing, and IRCC may request a replacement. Immicase ensures your team is aware of expiring documents across all active cases, not just the ones they are actively working on today.
Never lose track of a client document again
Immicase provides stream-specific checklists with per-document status tracking and expiry alerts. Know exactly what has been collected, what is missing, and what is about to expire.