> ## Documentation Index
> Fetch the complete documentation index at: https://visaflo.ca/knowledge-base/llms.txt
> Use this file to discover all available pages before exploring further.

# How VisaFlo Works

> Understand VisaFlo's operating model for turning enquiries into organized, client-ready immigration case work.

## 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.

## 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.

## 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.

## 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.

## 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](/knowledge-base/guide/core-concepts) for the working definitions, then [Launch Your Firm](/knowledge-base/guide/launch-your-firm) for an initial rollout sequence.