Integration Capabilities

The Integration Model

VisaFlo’s workspace API is an inbound operational API. Your CRM, form, document system, internal tool, or automation platform calls VisaFlo when an event occurs. VisaFlo creates or finds the matching workspace records, then creates the work around them.

External system event
        |
        v
Your integration service
        |
        |  X-API-Key
        v
VisaFlo workspace API
        |
        +--> lead, client, or case
        +--> document upload
        +--> task, note, or workflow tasks

The API key determines the target workspace. Do not send a company ID or try to select a tenant from the request body.

What You Can Build

CRM and Sales Handoff

Connect HubSpot, Salesforce, Pipedrive, Close, or an internal CRM to VisaFlo when a lead reaches a qualified stage.

Trigger in the CRM	Action in VisaFlo	Result
New qualified prospect	Search then create a lead	A lead enters the workspace’s `new` pipeline state with source `api`.
Prospect becomes a client	Search then create a client	A client record is available for case work.
Matter is opened	Create a case	The integration receives a VisaFlo case ID for future automation.
Sales handoff needs context	Create a note or task	The legal team sees the source-system context and follow-up work.

Use the source system’s stable event ID and the returned VisaFlo ID together. This gives your integration a reliable retry and reconciliation key.

Intake Forms and Booking Flows

Connect Typeform, Jotform, Tally, a custom website, a scheduling tool, or an inbound webhook receiver.

Incoming data	Recommended VisaFlo flow
Web form submission	`lead/search` by email, then `lead/create` only when no match exists.
Consultation booked	Create a task linked to the matching lead or client.
Intake is approved	Create or locate the client, create a case, then start a workflow.
Follow-up summary	Write a note onto the lead, client, or case.

The API does not automatically convert a lead to a client. Keep that decision in your intake workflow, then create the client or case when your firm is ready.

Document Intake

Connect a client upload portal, document collection tool, cloud-storage workflow, or inbound email processor.

Find the case using caseId, caseNumber, or the client’s email.
Verify the returned case before sending a file.
Upload one file to /case/:caseId/file/upload.
VisaFlo stores the file in the case’s api folder and returns a file registry ID.
Add a task or note when staff review is required.

This pattern is well suited to automations such as “a client uploaded a passport” or “a signed document arrived in our document system.” The API accepts one file per request and supports files up to 50 MB.

Workflow and Case Operations

Connect internal operations tools, form processors, or workflow automation platforms such as Zapier, Make, n8n, Workato, or a custom worker.

Need	API capability
Start a standardized checklist	List workflow templates, then create tasks from a selected workflow.
Create one-off operational work	Create a task on a case, client, or lead.
Keep an external team aligned	Add notes with a title and content.
Update a case milestone	Patch the case status.
Generate or observe form automation	Start form generation and poll autofill status.

Tasks inherit assignees from the linked VisaFlo record. The API does not accept arbitrary staff assignment in a task request.

Reporting and Reconciliation

Use the search and read endpoints to verify that a source record maps to the correct VisaFlo case, client, or lead before performing an action. This supports operational dashboards and reconciliation jobs, but it is not a bulk analytics export API.

Direction of Data Flow

Direction	Available today	How it works
External system to VisaFlo	Yes	Your integration calls the workspace API with `X-API-Key`.
VisaFlo record lookup	Yes	Search and read endpoints return tenant-scoped, slim records.
VisaFlo to external system by webhook	No	The workspace API does not currently provide outbound webhook subscriptions. Poll status or use your own workflow trigger.
Browser-direct integration	No	Keep API keys server-side; call VisaFlo through your server or automation worker.

Current API Boundary

The public workspace API currently supports creates and lookups for leads, clients, and cases; case status updates; case file upload and file download; form generation/status; tasks; notes; and workflow task creation. It does not currently provide generic lead/client update or delete endpoints, generic case deletion, arbitrary task assignee overrides, outbound webhooks, or a full workspace data export. Design your integration around the available actions and keep a system of record for fields VisaFlo does not expose for writeback.

Choosing an Integration Pattern

Pattern	Best for	Implementation
Server-side webhook handler	Form submissions, CRM lifecycle events, document processors	Receive event, search for a match, call VisaFlo, persist returned IDs.
Scheduled worker	Reconciliation and form-status checks	Run on an interval, use bounded retries and store checkpoints.
iPaaS HTTP step	Lower-volume operations in Zapier, Make, or n8n	Store the key as a platform secret and call the exact endpoint with JSON or multipart data.
Internal operations service	High-volume or regulated workflows	Add idempotency, audit logging, encryption, retry queues, and human review.

The safest first integration is: search by email, create a lead only when no match exists, save the returned VisaFlo ID, and create a follow-up task. It proves the complete integration path without creating a case or moving documents.

​The Integration Model

​What You Can Build

​CRM and Sales Handoff

​Intake Forms and Booking Flows

​Document Intake

​Workflow and Case Operations

​Reporting and Reconciliation

​Direction of Data Flow

​Current API Boundary

​Choosing an Integration Pattern

The Integration Model

What You Can Build

CRM and Sales Handoff

Intake Forms and Booking Flows

Document Intake

Workflow and Case Operations

Reporting and Reconciliation

Direction of Data Flow

Current API Boundary

Choosing an Integration Pattern