Matter & Client Management
Organize all your client and visa matters in one place.
Limited time special offer
Smart. Simple. Migration Management.
Fastthe process by up to 90% with our CRM
Visa File Expert helps migration professionals manage clients, documents, tasks & compliance in one powerful platform.
Agency dashboard
Total matters
128
Tasks due
45
Deadlines
23
Clients
256
Recent matters
Student Visa (500)65%
Partner Visa (820)Review
3 months free
On annual plan
Powerful features
Everything your migration practice runs on
Built for migration professionals — manage clients, documents, tasks & compliance in one powerful platform.
Smart Automation
Automate tasks, reminders & follow-ups so nothing slips.
Document Management
Secure storage & easy document access for every file.
Compliance & Deadlines
Never miss important dates again with proactive alerts.
Team Collaboration
Work together, anywhere, anytime across your practice.
Insightful Reports
Make data-driven business decisions with clear insights.
CRM modules built for migration complexity
Go deeper into leads, visa files, agreements, billing, portal, and staff access — the same modules in the header menu.
Leads & CRM pipeline
Capture, qualify, and convert enquiries with audit-ready history.
- Lead stages from new enquiry to confirmed client
- Individual and employer-sponsor lead types
- Automated follow-ups and interaction history
- Convert leads into full visa case files
Visa case files
Client files, file notes, critical tasks, and expiry awareness.
- Complete client profiles and dependent records
- File notes with action tags and colour coding
- Critical tasks and overdue follow-ups
- Visa expiry alerts on the agency dashboard
Agreements & PSAs
Templates, PDF fill, email delivery, and e-signatures.
- Agreement templates for your practice
- PDF generation and email to clients
- Client and dependent signature capture
- Service scope and fee schedules on the matter
Stage-based billing
Invoices and receipts by milestone, with branded PDFs.
- Payment stages with GST-aware totals
- Branded invoice and receipt PDFs
- Email invoices and track payments
- eWay-ready portal payments and commission views
Client portal
OTP login, forms, resources, and online payments.
- Passwordless email OTP for clients
- Interactive application forms in-browser
- Document upload and resources hub
- Pay invoices online with clear amounts
Staff access & workspaces
RBAC, multi-workspace firms, and white-label branding.
- Granular staff roles and permissions
- Multi-workspace support for branch firms
- White-label logo and sign-in page branding
- Birthday and anniversary client wishes
Leads pipeline your team can trust
Capture leads from your website directly into a dedicated pipeline. Track every interaction, from initial assessment to final lodgement, with an audit log that ensures compliance.
- Automated follow-ups
- Document requirement checklists
Application Timeline
Client Assessment Uploaded
2 mins ago
PSA Generated
1 hour ago
Awaiting Lodgement
Visa expiry awareness
Never miss a deadline again. Automated alerts for visa expiries, bridging visa conditions, and client birthdays.
URGENT14 Days Left
Limited time special offer!
3 months free* on annual plan
Save more. Grow faster.
One-time setup fee
$499*
One-time setup & onboarding
Maintenance
$49*
Per month
3 months FREE if paid annually
Server charges
$200*
Per year
Secure & reliable cloud infrastructure
Save time
Automate & simplify workflows
Increase efficiency
Improve productivity across your team
Enhance client experience
Better communication & transparency
Grow your practice
Focus on what matters — your clients
Book a free demo today
*3 months free maintenance applies when you pay the annual plan. Setup and server charges billed as listed.
Integrated Agreements & Stage-Based Billing
Most immigration firms bill based on milestones. We've automated the entire process, from generating the Professional Service Agreement (PSA) to triggering the final invoice.
One-Click Agreements
Generate legally compliant PSAs with pre-filled client data instantly.
Stage-Based Invoices
Trigger invoices automatically when milestones like 'Skills Assessment Lodged' are hit.
Invoice #INV-2024-001PAID
Visa File Expert Ltd.
123 Agency Way, Sydney
DESCRIPTIONAMOUNT
Stage 1: Skills Assessment Preparation$1,500.00
Stage 2: Visa Lodgement (Upcoming)$3,000.00
TOTAL RECEIVED
$1,500.00 AUD
PSA ELECTRONICALLY SIGNED
JD
John Doe (Client)
IP: 192.168.1.1
IP: 192.168.1.1
Client Portal
A secure portal your clients will actually use
Give clients passwordless access to forms, documents, resources, and payments—while every action stays connected to their visa file in the CRM.
Welcome Back
Secure, passwordless access to your file.
Secure OTP Login (No password required)
OTP sign-in
Clients enter their email and receive a one-time code—no passwords to reset.
Document upload
Clients upload supporting documents that appear on the immigration file.
Interactive forms
Fill immigration application forms in the browser; data flows into the CRM.
Pay invoices
Clients see due amounts clearly and pay online through the portal.
Resources hub
Share guides, checklists, and links your agency publishes for clients.
Progress visibility
Reduce “where is my file?” calls with a clearer view of next steps.
Built for Scaling Firms
From solo practitioners to global agencies with multiple branches. Scale your operations without losing control.
Multi-workspace Support
Manage different brands or regional offices under one parent account.
Granular Staff Roles (RBAC)
Limit access so offshore processors only see what they need to see.
S
A
C
Role-Based Access Control
AdminAgentProcessorAccounts
Secure · Compliant · Reliable
Enterprise-grade protection for visa files
AWS-backed storage, two-step agent login, and flexible multi-agent access — built for professional immigration practice.
Secured data on AWS S3
Enterprise-grade storage with Amazon AWS S3 buckets for your important client data.
2-step verification
Code & authenticator on agent login — an extra layer of security for every account.
Multiple agents supported
Add unlimited agents and manage roles with complete flexibility for your firm.
Role-based access control
Grant admin, agent, processor, and accounts permissions so staff only see what they need.
Passwordless OTP login
Agents and clients sign in with a one-time email code—no shared passwords on files.
Audit-friendly file notes
Structured notes, action tags, and critical-task follow-ups create a clear activity trail.
Request a demo
Book a 30-minute walkthrough, or leave your details and we will get back to you about leads, visa files, agreements, billing, and the client portal.
- Live walkthrough of the immigration CRM
- Questions answered for your practice size
- No credit card required
Opens a scheduling popup · 60-minute demo
Enterprise-ready controls
Cloud workflow