IMMICASEImmigration Invoice Management
Keep your firm's finances organized alongside your cases. Immicase lets you create professional invoices, track payments across multiple methods, manage retainer balances, and send automated overdue reminders -- all without switching to a separate accounting tool.
Why Immigration Firms Need Integrated Billing
Immigration consultants and law firms face unique billing challenges. Fees are often structured as flat-rate packages that include professional fees, government filing fees, and disbursements. Clients may pay in instalments, with an initial retainer followed by milestone-based payments. Some clients pay by e-transfer, others by cheque, and others prefer credit card. Tracking all of this in a separate spreadsheet or generic accounting tool creates friction, errors, and lost revenue.
Immicase integrates invoicing directly into your case management workflow. Every invoice is linked to a specific case and client, so your team can see the financial status of a file alongside its processing status. When a payment is received, it is recorded against the invoice and reflected in real-time on the case dashboard. When a payment is overdue, the system alerts your team automatically.
This integration eliminates the double-entry that plagues firms using separate case management and billing systems. It also provides a complete financial audit trail for every case, which is essential for CICC compliance and for resolving fee disputes with clients. Every payment, every adjustment, and every communication about billing is logged and linked to the case.
Professional Invoice Creation
Create clear, professional invoices directly from any case in Immicase. Each invoice includes your firm's branding, a detailed breakdown of charges, payment terms, and instructions for the client. Invoices can be sent by email or downloaded as PDF for printing.
Case-Linked Invoices
Every invoice is tied to a specific case and client. View the complete billing history for any file in seconds, including all invoices, payments, and outstanding balances.
Line Item Detail
Break down charges into professional fees, government filing fees, disbursements, and third-party costs. Clients see exactly what they are paying for, reducing disputes and questions.
Tax Calculation
Automatically calculate applicable taxes based on your province. HST, GST, and PST are handled correctly so your invoices are always compliant with Canadian tax requirements.
Invoice Templates
Save commonly used fee structures as templates. When you create a new Express Entry case or study permit file, apply the standard fee template and adjust as needed.
Branded Output
Invoices carry your firm's logo, contact information, and payment instructions. Present a professional image to clients with every billing communication.
Invoice Numbering
Automatic sequential invoice numbering ensures every invoice has a unique identifier. Custom prefixes let you organize invoices by year, consultant, or office location.
Multi-Method Payment Tracking
Immigration clients pay through a variety of methods, and your billing system needs to accommodate all of them. Immicase records payments against invoices regardless of how the client pays, giving you a unified view of your accounts receivable.
Interac e-Transfer
The most common payment method for Canadian immigration clients. Record e-transfer payments with the reference number, date received, and confirmation details. Immicase matches the payment to the outstanding invoice and updates the balance automatically.
Credit Card
For clients who prefer credit card payment, record the transaction with the last four digits, authorization number, and processing date. Credit card payments are reconciled against the invoice just like any other method.
Cheque
Record cheque payments with the cheque number, bank name, and deposit date. Immicase tracks cheque clearing status so you know when funds are actually available, not just when the cheque was received.
Cash
For in-person cash payments, record the amount, date, and issue a receipt directly from Immicase. Cash payments are logged with the same audit trail as electronic methods for complete financial accountability.
Retainer and Instalment Management
Many immigration firms collect an initial retainer when the client engages their services, with the balance due at specific milestones during the case lifecycle. Immicase supports this billing model natively, tracking retainer deposits, milestone payments, and remaining balances for every case.
When you set up a retainer-based fee arrangement, Immicase records the total agreed fee, the retainer amount, and the payment schedule. As the case progresses and milestone payments come due, the system alerts your team to follow up with the client. Partial payments are tracked accurately, so you always know the exact outstanding balance for any case.
For firms that handle high volumes of cases, retainer management at scale requires automation. Immicase provides dashboard views showing all cases with outstanding retainer balances, upcoming milestone payments, and overdue amounts. This financial visibility helps firm owners manage cash flow and identify collection issues before they become problems.
Overdue Payment Alerts and Follow-Up
Chasing overdue payments is one of the least enjoyable aspects of running an immigration practice, but it is essential for maintaining healthy cash flow. Immicase automates the follow-up process by identifying overdue invoices and sending configurable reminders to clients.
- Automatic identification of invoices past their due date
- Configurable reminder schedules: 7 days, 14 days, and 30 days overdue
- Professional reminder emails sent to clients with payment instructions
- Dashboard view showing all overdue amounts across your firm
- Escalation alerts to firm owners for significantly overdue balances
- Payment history visibility so you can distinguish occasional lateness from chronic non-payment
- Hold case progression for cases with outstanding balances beyond your firm's threshold
Simplify billing for your immigration practice
Immicase integrates invoicing, payment tracking, and retainer management directly into your case workflow. No more spreadsheets, no more double-entry.