A cloud CRM that reads the firm's inbox and fills the forms

A cloud CRM that reads the immigration department's letters from the firm's inbox, updates each case, and fills Form 80 and Form 956 from a link the client completes in Chinese.

The result

Client notes are shared: the consultant and the materials advisor see the same record, and a new consultant taking over knows the client's history
The immigration department's letters update the case record; staff confirm instead of re-typing
700–800 hours saved per consultant per year on Form 80 alone: one link to the client instead of filling the form

The problem

The firm's old CRM only worked inside the office network, and much of it was updated by hand, so records drifted out of step with what the immigration department had actually sent. Consultants re-typed client details into forms such as Form 80, translating from Chinese as they went. The website also needed rebuilding.

What we built

A cloud CRM in which the immigration department's letters update the cases, clients fill in their own forms, and the whole team can work from anywhere.

01The immigration department's letters go straight into the case
- The system reads the firm's mailbox, extracts the PDF letters (acknowledgements, requests for more information, grants, refusals, bridging visas) and matches each one to the right client automatically
- Submitted and grant dates are filled in, the status moves to approved, and the supplementary-material deadline is set from the request letter
- Cases created from email wait for a consultant to confirm them; a daily AI scan flags likely duplicates (swapped names, day and month reversed); unassigned cases sit in a claim pool
Inbox monitoring
Illustration
Request for more information – Subclass 188
s56-request.pdf
Waiting for the consultant to confirm
Review
02Consultants see what needs doing today
- Alerts for: expected submission date passed, supplementary material due within 7 days, overdue, and cases with no consultant assigned
- Clients, cases, leads, referrers, invoices, team roles, an audit log and a mobile view, all in one place
My alerts
Illustration
3
Expected submission passed
1
More info due in 7 days
0
More info overdue
12
From email, awaiting review
#0231188More info requested14 Oct
#0228482Collecting documents—
#0219820Submitted—
03Clients fill in their own details; Form 80 and Form 956 come out filled
- A private intake link for each client, completed in Chinese; AI translates the answers and reads the passport photo
- Form 80 (734 fields) and Form 956 are filled into the official PDFs, ready for staff to check
Form 80 editor — CHEN X••
Illustration
1基本信息—2曾用名与国籍—3护照与证件—4地址历史—5旅行记录—6工作经历
基本信息 · Basic Info · 1 / 11
姓 (Family Name)
CHEN
名 (Given Names)
X•••••
出生日期 (Date of Birth)
1993/••/••
出生国家 (Country)
CHINA
婚姻状况 (Relationship Status)
已婚 (Married)
中文电码 (Chinese Commercial Code)
如：1728 2494 5478
Generate PDF
Form 80
Includes AI translation
Done
734 fields · PDF
04A new public website
- A bilingual Chinese and English website with a blog and visa guides