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Migration agent software: visa case tracking & checklists

Migration agents: every visa case, checklist and deadline in one place. Fewer emails, calmer clients.

Documents turn up by email and WhatsApp in a dozen languages. The case list lives in a spreadsheet. Anxious clients ring every week to ask where their visa is up to. We build case tracking, document checklists and client portals for migration agents that keep every application moving, then we host them and look after them.

Tell us what's slowing you down →Try the live demo →Or call0423 011 252

Looking for migration case management software that keeps clients, documents and deadlines in order?

A migration practice is part legal office, part document factory and part counselling service. Every visa subclass has its own evidence list, every applicant has their own dates and every client wants to know what's happening. Most agents piece it together from Outlook folders, Word checklists, a spreadsheet of expiry dates and a lot of memory. You lodge in ImmiAccount. Everything leading up to that happens all over the place.

Wollopit builds custom migration case management software around how your practice actually works. Checklists come from a template for each visa type. Clients upload from their phone straight into the right slot, in their own language. RFIs, visa expiries and review deadlines are tracked with reminders. Fees are staged and invoiced through Xero or MYOB. We work alongside ImmiAccount and the tools you already like, then host and look after the lot so you can get back to the casework.

01The problems

What we hear from migration agents

Does your migration agency have these problems? Here's how we'd fix them.

Most migration agents we talk to know the legislation inside out but run the practice on inboxes, Word templates and a spreadsheet of dates. That holds together until an RFI slips past.

  • The problemDocuments arrive from everywherePassports photographed on the kitchen table, bank statements split across six emails and a marriage certificate sent over WeChat.
    How we fix itSecure uploads against each applicant's checklist from any phone, with files named and sorted automatically.
  • The problemChecklists rebuilt by handEvery new matter starts with last year's Word checklist for that subclass, edited and emailed as an attachment.
    How we fix itChecklist templates for each visa type, applied in one click and adjusted for each applicant's circumstances.
  • The problemRFI deadlines nearly missedA request for more information arrives in ImmiAccount and the response clock is running while it sits in someone's inbox.
    How we fix itLog the RFI and the due date is worked out for you, with reminders to the agent and the client from day one.
  • The problemVisa expiries kept in your headCurrent visas, bridging conditions, police checks and English test results all expire on their own schedule.
    How we fix itAn expiry tracker for every applicant and document, with alerts well before anything runs out.
  • The problem'Where's my visa up to?'The same anxious client emails every Friday and each reply takes ten minutes to look up.
    How we fix itA client portal showing the stage, what's been done and what happens next, in plain language.
  • The problemInstructions lost in translationClients with limited English misread the checklist and send the wrong document twice.
    How we fix itClient-facing checklists and instructions offered in other languages, with your notes kept alongside.
  • The problemTranslations tracked looselyNobody's quite sure which overseas documents are with the translator and which are still sitting in a drawer.
    How we fix itTranslation status for every document, flagged when an upload isn't in English and tracked until it's back.
  • The problemFees chased by handStaged fees get forgotten, invoices go out late and fees paid in advance are tracked in a separate spreadsheet.
    How we fix itFees staged by case milestone, invoices raised in Xero or MYOB and advance payments tracked against the client account.
  • The problemOnboarding paperworkThe Consumer Guide, agreement for services and fees and ID checks are sent manually and followed up by phone.
    How we fix itOne onboarding flow that sends the Consumer Guide, collects e-signatures and checks ID before the work starts.
  • The problemPartner visa evidence overloadHundreds of photos, joint bills and statutory declarations land in a single folder with no order to them.
    How we fix itAn evidence organiser that sorts relationship evidence by category and shows where the gaps are.
  • The problemEmployer clients juggledSponsorship, nomination and each worker's visa sit in separate files and the employer keeps asking for updates.
    How we fix itAn employer portal linking the sponsorship, every nominated position and each worker's progress.
02What we build

Solutions

What we build for migration agents. Usually all talking to each other.

Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.

01

Case management dashboard

Every active matter by visa subclass and stage, with applicants, tasks, dates, fees and file notes in one place.

02

Visa checklist templates

Templates for partner, skilled, employer sponsored, student, visitor and graduate visas that you control and update.

03

Secure client portal

Clients log in to see their checklist, upload documents, read updates and message you without email.

04

Document uploads & sorting

Phone-friendly uploads, automatic file naming, approve or send back with a reason and a tidy lodgement pack.

05

Deadline & expiry tracker

RFIs, natural justice letters, review windows, visa expiries and test results with reminders to the right people.

06

Client status updates

Plain-language updates when a case moves stage, sent by email or SMS so clients stop wondering.

07

Multilingual checklists

Client-facing instructions in the languages your clients speak, with your internal notes kept in English.

08

Translation tracking

Flags documents that need certified translation, tracks them out to the translator and back.

09

Onboarding & agreements

Consumer Guide, agreement for services and fees, e-signatures and ID checks in one flow.

10

Staged fees & invoicing

Fees tied to case milestones, invoices into Xero or MYOB and fees in advance tracked properly.

11

Partner evidence organiser

Relationship evidence sorted by category with a timeline view and gaps flagged before you lodge.

12

Employer sponsor portal

Sponsorship, nominations and worker visas linked together, with logins for employers to check progress.

13

Enquiries & paid consults

Eligibility questionnaires on your website, consult bookings through Calendly and payment taken up front.

14

A website that wins clients

Hand-built, quick on mobile, clear about what you do and built to rank for 'migration agent near me'.

03The systems

The big ones

Your whole practice, on one system.

These are the systems migration agents ask us about most. Each one works on its own and they get properly clever when they're joined up.

Case management

Every application, at a glance.

One board for every active matter, grouped by visa subclass and stage. Open a case and the applicants, checklist, dates, fees and every note are in one place instead of four.

  • Cases by visa subclass and stage
  • Primary and secondary applicants
  • Checklist progress per applicant
  • File notes and call logs
  • Tasks assigned across the team
  • Lodged, acknowledged and decided dates
  • Search by client, passport or TRN
  • Matter history kept for your records
  • Workload view for each agent

Client portal & documents

Checklists clients understand. Uploads that land in the right place.

Each applicant gets their own checklist built from your visa template, in plain English or their own language. They snap a photo or upload a PDF against each item. You approve it or send it back with a note.

  • Checklist per applicant from templates
  • Uploads from any phone
  • Approve or reject with a reason
  • Automatic file naming and sorting
  • Instructions in other languages
  • Expiry dates on passports and checks
  • Translation status per document
  • Secure messaging instead of email
  • One-click lodgement pack

Deadlines & expiries

No RFI slips past again.

Log a request for information, a natural justice letter or a visa expiry and the system works out the due date and starts reminding the right people. The whole team sees what's due this week before it turns into a crisis.

  • RFI response deadlines
  • Natural justice responses
  • Current and bridging visa expiries
  • Review application windows
  • Skills assessment and English test expiries
  • Police check and health exam validity
  • Reminders to agents and clients
  • A 'due this week' view for the team
  • Escalation if nothing's moved

Onboarding & fees

Signed, paid and ready to start.

New clients get the Consumer Guide, your agreement for services and fees and an e-signature request in one go. Fees are split into stages tied to the case, so invoices go out on time and nobody has to chase.

  • Online enquiry and consult booking
  • Paid consults through Stripe
  • Consumer Guide sent automatically
  • Agreements signed through DocuSign
  • ID check at onboarding
  • Fees staged by case milestone
  • Invoices straight into Xero or MYOB
  • Fees in advance tracked against the client account
  • Payment reminders that send themselves
  • Statement of services ready to go

Employer sponsorship

Sponsors and their workers, all in one view.

Employer clients get a portal for their business documents, every nominated position and each worker's progress. You see the sponsorship, nomination and visa stages side by side instead of across three files.

  • Standard business sponsorship tracking
  • Nominations for each position
  • Worker visas linked to the employer
  • Labour market testing evidence
  • Sponsorship expiry reminders
  • Employer logins to check progress
  • Business documents uploaded once
  • Sponsor obligation reminders
  • Updates across several workers at once
04How it changes

Before and after

A partner visa, wolloped.

Here's how a new partner visa matter could change. Every practice is different, so we map yours first.

Before

  1. The couple emails 40 attachments over three weeks
  2. The partner checklist gets copied from last year's Word file
  3. Files are renamed and dragged into folders one by one
  4. An overseas police check sits untranslated for a month
  5. The client emails every Friday asking for an update
  6. An RFI gets spotted two days before it's due

After

  1. The couple uploads against their own checklists from their phones
  2. The partner visa template goes on in one click
  3. Files are named and filed against the right applicant
  4. The translation is flagged and tracked to the translator
  5. The client checks the portal and sees what's next
  6. The RFI is logged with a due date and reminders from day one
05Services

Everything under one roof

Software, websites and systems for migration agents.

Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.

Custom software for migration agents

Built around how your migration agency actually runs: case management dashboard, visa checklist templates and the admin in between, in one system you own.

Websites for migration agents

Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.

Migration agency system upgrades

Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.

Apps and portals for migration agents

Secure client portal and document uploads & sorting: customer and staff portals that work on any phone without an app store.

Integrations and automation

We connect ImmiAccount, SkillSelect and VEVO so information moves on its own and nobody retypes it.

Hosting, support and care

Managed hosting, updates, backups and security for your migration agency, looked after by the people who built it.

06Integrations

Connections

Plays nicely with what you already use.

We connect to the tools you rely on, work alongside ImmiAccount and the practice software you're happy with or replace the ones holding you back.

  • ImmiAccount
  • SkillSelect
  • VEVO
  • LEAP
  • Officio
  • Smokeball
  • Xero
  • MYOB
  • Microsoft 365
  • Outlook
  • Google Workspace
  • DocuSign
  • Adobe Acrobat Sign
  • Calendly
  • Stripe
  • HubSpot
  • Mailchimp
  • Zoom
  • WhatsApp
  • Dropbox
07How we work

The process

Some people dip their toe in. We turn up in a rebreather.

We get properly below the surface of your migration agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.

  1. 01

    Think

    We sit with your agents and admin team, follow a few real cases from enquiry to grant and work out where the time actually goes.

  2. 02

    Archi-tech

    We plan it before writing code: your visa templates, client portal, deadlines, fees, record keeping, hosting and cost.

  3. 03

    Build

    Real engineering, shown to you early and often. Usually the checklists and client portal come first, so you feel the difference on your next new matter.

  4. 04

    Look after

    We host it, keep it secure and keep improving it. When something breaks you call the people who built it.

08Questions

FAQ

Things migration agents ask us.

Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.

Can it be in other languages for clients?

Yes. Client-facing checklists, instructions and updates can be offered in the languages your clients speak. Your internal notes stay in English.

Can it lodge applications in ImmiAccount for us?

No. Lodgement stays in ImmiAccount where it belongs. What we build gets everything ready before you lodge, keeps track of TRNs and dates afterwards and makes sure nothing is missing when you hit submit.

Is client data kept secure?

Passports, police checks and health information need proper care. We build with secure logins, encrypted storage, access by role and a record of who opened what. We'll walk you through how it's all set up before anything goes live.

Does it help with record keeping?

Yes. Every document, note, agreement and invoice is kept against the client's file with dates, so pulling together a complete record for a matter is quick. We set it up around your obligations under the Code of Conduct.

Can our employer clients see their own cases?

Yes. Employers can log in to see their sponsorship, nominated positions and each worker's progress. They upload business documents once and stop emailing you for updates.

We already use practice management software. Do we have to switch?

No. If LEAP, Officio or another platform is doing its job, we build around it. The client portal, checklists, translation tracking or employer portal can sit on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.

How much does a migration case system cost?

It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.

How long does it take?

Smaller jobs like checklist templates or a deadline tracker can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.

Who looks after it once it's built?

We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.

We already have systems. Can you upgrade them instead of starting again?

Usually, yes. Most migration agents we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.

Contact

Got a migration agency problem? Consider it wolloped.

Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.

Call0423 011 252 Emailprojects@wollopit.com.au
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