Agreements you need to find later
Every client needs a signed agreement and a record that they received the Consumer Guide, and both have to be on file when someone asks.
Software for registered migration agents
Agreements, checklists and fees sorted before you lodge
Get your agreement for services and fees signed, record that the client received the Consumer Guide, collect every visa document and invoice fees stage by stage.
14-day free trial · No credit card · Clients are always free
Most of a migration practice is admin.And most of it happens before the visa work starts.
Checklists that change by subclass
Partner, skilled and student visas each need different evidence, and clients send whatever they happen to have.
Fees that slip between stages
Chasing the second installment after lodgement eats time you could spend on the next application.
Your client file
From first consultation to visa grant
Each client file follows the same path: agreement, evidence, lodgement, decision. Portalstack gives every step a place in the client’s portal.
Pre-assessment before the first meeting
Put a public eligibility form on your website for enquiries, then send a detailed questionnaire once the client signs on.
- Web forms with reCAPTCHA and time-to-complete tracking
- Conditional sections for each visa subclass
- Common fields so clients never repeat themselves
Agreement signed and Consumer Guide acknowledged
Send your agreement for services and fees for e-signature, and add an accept-terms field to your onboarding form confirming the client received the Consumer Guide.
- Signing certificate with time stamps and IP addresses
- Form submissions stamped with time and IP address
- Share the Consumer Guide PDF in the client’s folder
A visa document checklist for each client
List exactly what the application needs, from passports and relationship evidence to skills assessments, English test results and police certificates.
- Folder templates applied to every client
- Upload links that work without a login
- Reminders until every item is in
Clients see each stage of their application
Track the file from documents complete to lodgement, requests for more information and decision on a milestone board clients can see.
- Due dates and an assignee for each stage
- Notify the client when a stage moves
- Checklists from templates for each visa type
Fees invoiced stage by stage
Invoice each installment as the stage begins, through your own Stripe account, and let clients pay by card from their portal.
- Saved services for each fee stage
- Automatic payment reminders
- Invoice history in the client’s portal
For migration practices
Small practice, organized files
Sponsors and applicants together
Add the sponsor and the visa applicant as users on one client, so both can see the checklist and upload their evidence.
Identity checks
Verify a client’s government ID through Stripe Identity, requested from the client record.
Visa guides for your clients
Publish what to expect for each subclass, how to get a police certificate or how to book a health exam.
Changes in circumstances
Clients tell you about a new job, address or relationship through a service request you can track.
Grant letters delivered securely
Share decision letters in the client’s folder and get notified when they’re opened.
Reminders in your own words
Edit the emails clients receive, from the welcome message to the overdue document reminder.
Client records
Keep the paper trail without the paper
Signed agreements carry a signing certificate, form submissions are stamped with time and IP address, and every submission exports to PDF for your client file.
- Input history shows who changed an answer and when
- Activity feed of uploads, previews and downloads
- Contacts marked as prospect, existing or lost
Other industries
Portalstack for other professions
FAQ
Questions from migration agents
Does Portalstack help with my Code of Conduct obligations?
Portalstack gives you a place to send your agreement for services and fees for signature, record a client’s acknowledgement of the Consumer Guide and keep both with time stamps. It doesn’t check your documents against the Code, so your own process still applies.
Can a sponsor and an applicant both use the portal?
Yes. Add both as users on one client and choose a primary contact. They sign in with their own one-time code and share the same checklist and documents.
Can I charge fees in installments?
Yes, on the Premium plan. Send a one-off invoice at each stage, or set up a weekly or monthly schedule for a payment plan. Clients pay by card through your own Stripe account.
Can I use a different document checklist for each visa subclass?
Yes. Each document request lists the files you name, so a partner visa client is asked for relationship evidence and a skilled visa client for a skills assessment. Save your questionnaires to My templates so each new client starts from the right one.
Can clients overseas use the portal?
Yes. The portal works in any browser on phone or desktop, and clients sign in with a one-time code by SMS or email. There’s no app to install.
Get started
Open your next client file in the portal
Upload your agreement, set up your first checklist and invite a client today. Clients are always free.
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