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.
Full access for 14 days. No credit card, no sales call required.
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 10 Canadian immigration streams with configurable process flows — firms can enable or disable milestones per stream to match their practice.
- 5-second case snapshot: status, stream, consultant, IRCC file #, next deadline, last activity, and payment status in one banner
- 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- Status history with closure reasons: Completed, Refused, Withdrawn, Inactive
- Auto-generated case numbers with customizable prefixes per firm
- Configurable process flow — enable or disable milestones per stream
- IRCC file number tracking
15 Case Milestones from Intake to Issuance
10 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, maintain a document library that persists across cases, and view a client's complete history across multiple applications and streams.
- Full applicant profiles: passport, UCI, nationality, status in Canada, contact info
- Dependants linked to a primary client — one client can hold multiple cases
- Client document library that persists across cases
- Per-client preferred language setting
- Client-side encryption — passport numbers and UCIs encrypted with AES-256-GCM before reaching the server
- Client search by name, email, or phone
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
- CSV import for bulk lead upload
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.
- Typed entries: Note, Call, Email, WhatsApp, Submission, ADR, Status Change, Document, Task, Invoice, Internal
- Pin important entries to the top of the timeline for quick reference
- Fast call-note capture form for logging phone conversations in seconds
- Timestamped entries with user attribution for full accountability
- Internal notes visible only to your team, separate from client-visible entries
- 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 via secure token invitation, giving them a branded self-service view of their case progress, milestones, and consultation history. Need documents? Send a secure upload link — no login required.
- Branded client-facing portal with secure token invitation and password setup
- Clients track case status and consultations themselves
- Multilingual portal: English, French, and Spanish
- Secure upload links — token-based, no login required, for direct document submission
- 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 auto-calculated subtotal/tax/total (e.g. ON HST)
- Invoice lifecycle: Draft, Sent, Paid, Overdue, Written Off — auto-PAID when payments meet total
- 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, prospects, tasks, and the audit log
Your Firm, Your Workflow — Fully Configurable
Immicase is not a rigid system you have to work around. You control three core configurations that define how your firm operates: which milestones apply to each immigration stream, which documents are required per stream, and which tasks auto-create at each milestone. Every firm works differently — Immicase adapts to your process, not the other way around.
- Configure milestones per stream — enable or disable lifecycle steps to match your firm's exact process flow
- Configure documents per stream — define which documents are required, optional, or not applicable for each immigration pathway
- Configure tasks per milestone — set which tasks auto-create when a case reaches a specific stage, with assignee rules and due-date offsets
- Retainer agreement templates with custom firm branding
- Custom case-number prefixes per firm
- Timezone settings per firm
- Team invitations and member management
- Reset to defaults option for all configuration
In-App & Email Notifications
Stay on top of everything without constantly checking. Immicase sends real-time in-app notifications via a bell icon and email notifications for important events. Each user controls their own preferences, and scheduled daily and hourly digest emails ensure nothing slips through the cracks.
- In-app notification center (bell icon) for real-time updates
- Email notifications via Resend for key events
- Per-user notification preferences — choose what you want to be notified about
- Scheduled daily and hourly digest emails
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, coordinators, 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.
No credit card required · Full access for 14 days · Cancel anytime