CRM for Immigration Consultants

• The problem

  The client sends passport scans on WhatsApp, the bank letter by email, and nobody knows what is still missing.

  In Kompot.ai

  Open a project for the case with a task for each document on the checklist and share it with the client by link. They see what is outstanding and comment there, the scans are attached to the case, and messages from WhatsApp and email land in one conversation history.

• The problem

  A work permit or a passport expires, and the client calls you in a panic at the last moment.

  In Kompot.ai

  Store passport, visa and permit expiry dates as date fields on the client. A scheduled workflow creates a task for the case manager and messages the client well ahead of the date, so the extension starts as an ordinary case and not as an emergency.

• The problem

  A request for additional documents arrives with a response deadline and sits in one consultant's inbox.

  In Kompot.ai

  Create a task with the response deadline as its due date, the consultant as assignee and the head of the practice as a watcher. Subtasks list each document to be supplied, and overdue tasks are shown per person, so more than one pair of eyes is on the deadline.

• The problem

  A family application means a spouse and children, each with their own passport and papers.

  In Kompot.ai

  Each family member is a contact of their own, with date of birth, passport and permit expiry dates in custom fields. The case project belongs to the main applicant and its checklist has tasks per person, so a child's birth certificate is not lost behind a parent's file.

• The problem

  Fees fall due at signing, at submission and at approval, and the middle one is often forgotten.

  In Kompot.ai

  Send the retainer agreement for e-signature and the first invoice with a payment link the same day. When the case moves to the “submitted” stage, a workflow creates a task to raise the next invoice. Partial payments and overdue amounts show on the client.

What you keep on record

Case type and stage

One opportunity per case — study, work, family, residence — moving through the stages you define.

Document checklist

A project with a task per document, shared with the client by link, with the scans attached as files.

Dates that expire

Passport, visa and permit expiry dates as date fields on each family member's contact.

Retainer agreements

Signed from a template with e-signature and stored with the audit trail and a PDF copy.

Questions owners ask

Can clients see their document checklist without calling us?

Yes. Share the case project by link. The client opens it, sees each document as a separate task, sees which ones are already accepted and can leave a comment on any of them.

How do I keep track of permit and passport expiry dates?

Add a date field to the contact for each expiry date that matters in your practice. A scheduled workflow creates a task and a message to the client ahead of time. In family cases each member has their own contact and their own dates.

Can I take a retainer and bill the rest in stages?

Yes. Each fee stage is its own invoice with a payment link for card payment through Stripe or PayPal. Partial payments are recorded, overdue invoices are flagged, and all invoices for one case are grouped in its project.

Will the AI employee tell clients whether they qualify?

No. It answers from your instructions and knowledge base — fees, booking, which documents are on the list, what stage a case is at — and hands questions about eligibility to a consultant. AI employees are available on the Full Service plan.