The outcome
Use a lead while someone is evaluating your firm. Create a client when the engagement is confirmed. This distinction keeps enquiries and active immigration work from being mixed together.1. Capture the enquiry
Choose one entry path: add a lead manually, publish a lead form, use a booking flow, or connect an external source. Collect only enough information to qualify and follow up; the full immigration intake belongs in the case questionnaire after engagement.
2. Qualify and assign the next action
Open the lead, verify contact information, assign an owner, and record the next concrete action. A stage without an owner or follow-up date is not a reliable intake process.
3. Engage the client
When the firm is retained, create the client record and link the first case. Search first to avoid duplicate clients. Keep the lead record as the history of the sales conversation; do not restart the relationship in a separate spreadsheet.
4. Request money at the right point
When your firm’s engagement process requires payment, create and review an invoice before sending its payment action. Keep trust accounting and any required financial system of record outside VisaFlo where your rules require it.