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VisaFlo is organized around the case

An immigration practice has two connected jobs: earn and qualify work, then deliver the work accurately and on time. VisaFlo keeps both jobs connected without treating every person, document, and deadline as a separate spreadsheet. The case is the working center of the system. It connects the client, team, required information, documents, deadlines, billing, and client-facing activity for one immigration matter.

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The operating flow

  1. Attract and qualify: A prospect enters as a lead through manual entry, a lead form, booking, or an integration.
  2. Engage: When the prospect becomes a client, retain the relationship record and open the relevant case.
  3. Collect: Send a case questionnaire, request uploads, and expose only the right information through the client portal.
  4. Coordinate: Assign tasks, reminders, and workflow steps to make ownership and deadlines visible.
  5. Prepare: Organize source documents, generate letters or agreements, and use AI-assisted drafting or autofill only after data is reviewed.
  6. Finalize: Request signatures, issue invoices, share the right documents, and retain a clear case record for follow-up work.
This is a loop, not a one-way pipeline. A case can return to collection when new facts are needed, to preparation when information changes, or to coordination when a deadline moves.

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One source of truth, different working surfaces

The same case can look different to different people without creating duplicate records:
  • Staff use the dashboard for case details, files, notes, tasks, drafts, invoices, and settings.
  • Clients use the portal and invitation links to complete assigned work and see the information your firm chooses to show.
  • Prospects interact with lead forms, booking links, and chat before they become clients.
Keep staff-only working notes, internal task detail, and incomplete drafts in the dashboard. Use the portal, controlled invitations, and shared links for client-facing work.

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Automation follows reviewed data

VisaFlo’s automation features build on the case record; they do not replace professional review.
  • A questionnaire turns client-provided information into structured case data.
  • AI Scanner can extract information from a document for review.
  • AI Drafts use selected case context to help prepare a document.
  • Extension autofill transfers reviewed data into supported government portals after the user signs in.
The reliable sequence is: collect, review, correct, then automate. Treat any generated draft, extraction, or portal entry as work that still needs a practitioner or authorized staff member to verify.

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Design your own version of the model

Before standardizing your team, decide four things:
  1. What makes a lead ready to become a client?
  2. Which case types need their own questionnaire, task workflow, and templates?
  3. Which work belongs to staff versus the client portal?
  4. What has to be reviewed before a document is generated, signed, paid, or submitted?
Use Core Concepts for the working definitions, then Launch Your Firm for an initial rollout sequence.