Document Request Workflow
- 1Consultant marks document as rejected in portal
- 2Client receives automated SMS with specific upload instructions
- 3New upload triggers internal task for consultant review
Systems for Immigration Consultants
Systematic Support for Complex Global Mobility Petitions
The business model for immigration consultants runs through flat-fee visa processing and hourly consultation agreements. Profit leaks occur when staff spend hours chasing missing civil documents or answering repetitive status update requests from anxious applicants.
Professional Services
- Intake Eligibility Screening
- Secure Document Portal
- Milestone SMS Alerts
- Retainer Payment Follow-up
- Expiration Tracking
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective applicants submit preliminary details via a secure assessment form to determine eligibility.
- 02
Assessment
Consultants review the profile and issue a formal retainer agreement and professional service fee schedule.
- 03
Onboarding
The client gains access to a secure portal to view their customized document checklist and filing timeline.
- 04
Document Collection
Clients upload birth certificates, police clearances, and employment letters for consultant verification.
- 05
Petition Preparation
The consultancy compiles the final submission package and verifies all government forms are current.
- 06
Submission
The application is filed with the relevant embassy or government agency and the receipt notice is logged.
- 07
Case Tracking
The system monitors government processing times and manages communication regarding biometrics or interviews.
- 08
Decision
Upon visa issuance or approval, the file is closed and post-arrival support workflows are triggered.
Where it leaks
Common problems for immigration consultants.
01
Document Bottlenecks
Incomplete or blurry document scans delay filings and force consultants into endless back and forth email chains. Without a structured upload system, critical identity documents often sit in unmonitored inboxes.
02
Status Anxiety
Applicants frequently call for updates on government processing times that are outside of your control. These interruptions stall high-value casework and reduce the capacity of your case managers.
03
Expired Clearances
Police certificates and medical exams often expire while waiting for government processing. If these expirations are missed, the entire petition can be rejected, requiring a full restart of the work.
04
Billing Leakage
Incremental work like responding to additional information requests often goes unbilled. Consultants lose revenue when they fail to track time spent on unforeseen government inquiries.
05
Fragmented Intake
Scattered leads from social media and referrals make it difficult to prioritize high-probability cases. Without a central intake filter, consultants waste hours on ineligible applicants who cannot be helped.
What LATTICE can build
Systems built around how you work.
Intake Eligibility Screening
Automated logic-based forms filter out applicants who do not meet basic visa criteria before a consultation is booked.
Secure Document Portal
A client-facing interface where applicants can see exactly which certificates are missing and upload them directly to their case file.
Milestone SMS Alerts
Automated text updates notify clients when their application has reached key stages like receipt, biometrics, or approval.
Retainer Payment Follow-up
Systematic reminders for installment payments or government filing fees to ensure work never starts without cleared funds.
Expiration Tracking
Automated internal triggers that alert the consultant 30 days before a client passport or medical clearance is set to expire.
Post-Visa Reactivation
Workflows that trigger months after approval to assist with permanent residency renewals or family sponsorship opportunities.
Example systems
What it looks like in practice.
New Lead Qualification
- 1Lead submits assessment form on website
- 2AI assistant scores lead based on points or visa category
- 3Qualified leads receive a booking link for a paid strategy session
Visa Approval Sequence
- 1Case status updated to approved in dashboard
- 2Automated congratulatory email sent with landing checklists
- 3Review request sent 7 days after the client receives their documents
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from immigration consultants
How do we stop clients from calling just to ask for updates?
By providing a transparent portal where the current stage of their application is visible, clients feel more informed. Automated SMS updates at key milestones also reduce the urge for them to call for manual status checks.
Can the system handle different requirements for different visa types?
Yes, workflows can be segmented so that a family sponsorship applicant sees a different document checklist and automation sequence than a skilled worker or student applicant.
How do we ensure sensitive identity documents are kept secure?
Centralizing all uploads into a secure portal replaces the inherent risks of sending sensitive attachments over unencrypted email. Access controls ensure only assigned case managers can view specific client files.
Can we automate the initial assessment process?
Logic-based forms can collect preliminary data like age, education, and work experience to provide an instant preliminary assessment of which immigration streams the lead might qualify for.
What happens when government forms change?
The system allows you to update your internal checklists and templates instantly across all active cases, ensuring your team no longer uses outdated versions of government paperwork.