AI-Assisted Client Portal for an Immigration Consultancy
Secure document portal with AI classification and a structured pre-assessment questionnaire. Cuts advisor prep time significantly. IAA-aware: AI does not give advice; the licensed advisor signs off on every client-facing communication.
- Client
- Sample scenario: NZ Licensed Immigration Advisor
- Industry
- Immigration Consultancy
- Services
- Enterprise SoftwareAI Integration
- Client documents classified, organised, and flagged for expiry automatically
- Structured pre-assessment filters out ineligible prospects before paid consultations
- All client-facing communication still goes out under the licensed advisor's name — IAA-compliant by design
The scenario
Licensed immigration advisors in NZ live under a mountain of paperwork — passports, qualification certificates, employment records, police clearances, IELTS scores, bank statements. Every client submits dozens of documents through whatever channel is easiest for them: email, messaging apps, paper hand-ins. Files end up in the wrong format, the wrong folder, or missing entirely.
Typical advisor pain points:
- Chasing clients for the same missing document three times
- Spending hours on prospects who turn out not to be eligible for the visa they were told about
- Fielding constant "any news?" messages because clients have no view into case progress
This case study describes what we can build remotely for a solo or small-team IAA-licensed practice.
What we build
A client portal with three core capabilities:
1. Secure document upload, organised automatically. Clients upload documents once. A Claude-backed classifier identifies each one (passport, IELTS score, employment reference, police clearance, etc.), extracts key fields, and flags expiry dates or obviously missing pages. The advisor reviews in a single dashboard instead of scrolling through a year of messages.
2. Structured pre-assessment. Before booking a paid consultation, prospects answer a structured questionnaire covering age, education, skilled work history, English test scores, and family circumstances. A rules engine — maintained against Immigration NZ's published criteria — scores the prospect against each visa category and surfaces "worth exploring" vs. "likely not eligible" bands. The advisor spends paid consultation time on qualified prospects, not on explaining that someone doesn't meet a hard threshold.
3. Case status tracking. The advisor updates case status once in the admin panel. Clients get a bilingual (EN/中文) notification and see an updated timeline in the portal. Stops the flow of "any update?" inbound messages.
IAA compliance by design
Every feature was designed against Immigration Advisers Licensing Authority rules:
- The AI does not give immigration advice. It classifies documents and flags areas for the advisor to review. It does not tell a client what visa they should apply for.
- Every client-facing message goes out under the licensed advisor's name, after the advisor approves it. No auto-sent "advice" emails.
- Full audit log — every AI-generated draft, every advisor edit, every message sent is logged. Passes IAA continuing-competency evidence checks.
Deployment options
- Cloud (default): hosted on our NZ-region infrastructure.
- On-premises: delivered as a Docker Compose package for the practice's own server. Client documents never leave the practice's own network. For practices that have had a client express concern about data going to overseas SaaS, this solves it directly.
Pricing
Scope-quoted. Free 30-minute consultation, then a written fixed-price quote. Typical delivery is 4-8 weeks, depending on scope and whether you want the pre-assessment rules engine built out for multiple visa categories or just the headline ones.