How an immigration adviser runs a caseload
An adviser whose work is other people’s deadlines. Below, one case runs end to end, and everything the adviser has to approve is marked. Nothing is lodged by the agent.
Four businesses on this site run on the same building blocks, arranged for days that look nothing alike. This page is the arrangement for an immigration practice: documents, tasks and projects, where a job is a case and the deadline is somebody’s visa.
Who it is for
For licensed immigration advisers and small immigration service companies in New Zealand running dozens of cases at once, where each case is a stack of documents, a string of dates and a client who wants to know what is happening. It suits a practice of one to twenty people that keeps its cases in email and spreadsheets today and wants a proper file kept for each one, without a second person to keep it.
One case, from the first enquiry to the final invoice
Three things start a step. Somebody asks the agent in the channel the team already talks in. Something arrives in a connected mailbox. Or a date comes round on a job. Asking happens in the chat; approving happens in the admin app, signed in, because the sign-in the agent holds cannot approve anything.
An enquiry becomes a client, and the case becomes a job
Told about the enquiry, the agent creates the client with the contacts and the consent flags recorded from the first conversation, and opens the case as its own job underneath from the template for that kind of application.
The template brings the checklist and the dates
Every document the application needs is a task with an owner. Every date that cannot slip is a task with a due date. The file arrives knowing what it will need.
Documents are filed against the case with their history
A newer passport scan or a corrected form supersedes the old version and the chain is kept, so the file holds what was received and when it arrived. A document going back to the client goes as a link with an expiry on it.
When the client sends the wrong document, the checklist task stays open and both files stay on the case. Nothing is deleted; a superseded version is superseded, not removed.
The dates are held by rules, not by memory
A rule you switched on reminds the person a task belongs to before it falls due. The agent reads what is coming up across every case and raises it with you.
A date that is about to lapse is a task that is about to fall due, so it is on the board and in the reminder before it lapses. The agent raises it with the adviser; it does not act on it.
Each stage of the case is a task
Lodgement prepared, further information requested, response drafted: whatever your stages are called, they are tasks with dates and owners. Where a case has got to is on the file.
The service is quoted and invoiced from your price book
Time or a fixed fee per service, versioned, printed with your branding, and the invoice raised when the work is done.
The quote and the invoice both wait in the approval queue. Sending either is the adviser’s action.
Nothing is lodged, submitted or sent by the agent
The platform does not connect to Immigration New Zealand’s systems and does not file anything with anyone. Lodgement stays where you do it today, and the confirmation is attached to the file as a document.
Every message, document share, quote and invoice the agent prepares waits for a signed-in adviser. The approval queue keeps who approved what, and the sign-in the agent holds cannot send.
Payments are recorded, and the file stands on its own
Payments go against the invoice they settle. What is left is one file per case holding the documents, the dates, the stages, the correspondence and the money.
Questions we get asked
Does it connect to Immigration New Zealand?
No. The platform does not connect to Immigration New Zealand’s systems and does not lodge anything. It keeps your practice’s file for each case; lodgement stays where you do it today, and the confirmation is attached to the file as a document.
Does it help with licensing or tell me what advice to give?
No. It is case management software, not an adviser and not a source of licensing or immigration advice. What goes on a file, what is said to a client and what is lodged remain the licensed adviser’s professional decisions.
Where is client information stored?
On cloud infrastructure operated by Railway and Vercel, currently outside New Zealand. Under the Privacy Act 2020 we may disclose information to an overseas provider only where it will be subject to comparable safeguards; our agreements with these providers require that. The privacy policy lists who handles what.
Can the agent send anything to a client on its own?
No. Drafting happens without you, but sending a quote, an invoice, a document or a message to a client can only be proposed by the agent. A signed-in person of your practice approves it, and the platform enforces that rather than trusting the agent to behave.
We set it up with you
A small practice has no one whose job is the AI. We map how a case moves through yours, build the case templates with you, stand up the agent, connect your email and stay until your team is running it.