Help Centre
Knowledge Base
Learn how to use every feature of ImmiIQ. Step-by-step guides for migration professionals.
Getting Started
Create your account and get set up in under 2 minutes.
- 1Go to ImmiIQ and click "Start Free Trial" in the top navigation.
- 2Enter your email address and click "Continue".
- 3Check your inbox for a magic link email (no password needed).
- 4Click the link in the email to verify your account and sign in.
- 5You're in. Your 7-day Pro trial starts immediately.
Tip: Check your spam folder if you don't see the verification email within 60 seconds.
- 1When you sign up, you get full access to every Pro feature for 7 days.
- 2No credit card is required to start your trial.
- 3Use all features freely: Harper AI, CRM, reports, team invites and more.
- 4At the end of 7 days, your account becomes read-only if you haven't subscribed.
- 5All your data is preserved for 30 days after the trial ends, so nothing is lost.
- 1After signing in, you'll see the onboarding flow. First, choose your role (Migration Agent, Lawyer, Education Agent, or Employer).
- 2If you're a Registered Migration Agent (still widely known as a MARA agent), enter your MARN (Migration Agent Registration Number). We'll look up your details automatically.
- 3Name your organisation (this appears on reports and in the CRM).
- 4Optionally invite team members by entering their email addresses.
- 5Click "Finish" to complete setup. You can change any of these settings later.
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Role✓
MARN3
Org4
TeamSearch & Browse
Find occupations, SOL lists and state nomination data.
- 1Click the search bar at the top of any page or press "/" on your keyboard to focus it.
- 2Start typing an occupation name, ANZSCO code or keyword (e.g. "nurse", "261313", or "engineering").
- 3Results appear instantly as you type. Each result shows the code, title and skill level.
- 4Click any result to open its full occupation detail page.
Software EngineerEnter
261313 - Software EngineerSkill Level 1
261312 - Developer ProgrammerSkill Level 1
261311 - Analyst ProgrammerSkill Level 1
Tip: You can search by partial codes too. Typing "2613" shows all occupations in that unit group.
- 1Skill level and ANZSCO classification hierarchy (Major Group down to Occupation).
- 2Which skilled occupation lists the occupation appears on (MLTSSL, STSOL, ROL, CSOL) and any caveats.
- 3Assessing authority details and links.
- 4State and territory nomination availability.
- 5Median salary data sourced from Jobs and Skills Australia.
- 6Related courses and qualifications from training.gov.au.
- 7Direct links to the relevant government source pages.
- 1All occupation data is sourced from the Australian Bureau of Statistics (ABS).
- 2Skilled occupation lists come from the Department of Home Affairs.
- 3Salary and employment data comes from Jobs and Skills Australia.
- 4State nomination data is sourced directly from each state and territory government.
- 5Our automated pipeline checks for updates daily. No data is AI-generated or guessed.
- 1Go to the "SOL Lists" page from the main navigation.
- 2You'll see all occupations grouped by list: MLTSSL, STSOL, ROL, and CSOL.
- 3Use the filter buttons at the top to show only one list at a time.
- 4Click any occupation to view its full detail page.
- 1Go to the "States" page from the main navigation.
- 2Select a state or territory (NSW, VIC, QLD, SA, WA, TAS, NT, ACT).
- 3You'll see all occupations that state currently has open for nomination.
- 4Each listing shows the visa subclass, any special conditions and whether the occupation is open or closed.
- 1Use the ANZSCO Version Toggle in the app header or on the search page.
- 2Choose between ANZSCO v1.3, ANZSCO v2022, or OSCA v1.0 catalogues.
- 3The selected version filters all occupation search results, detail pages and related data.
- 4Full correspondence tables are available for cross-referencing codes between versions.
Tip: OSCA v1.0 launched December 2024 as the eventual ANZSCO replacement. Both systems are supported during the transition.
- 1Go to the "Authorities" page from the main navigation.
- 2Browse all 41 assessing authorities with 123 assessment pathways.
- 3Each pathway shows fees, processing times, required qualifications and document requirements.
- 4Click any authority to see all occupations it assesses and their specific pathway details.
- 5Authority and pathway data is also shown on individual occupation pages under the Authorities tab.
- 1Go to the "Labour Agreements" page from the app sidebar.
- 2You’ll see a searchable database of 5,000+ Australian employers with active labour agreements.
- 3Search by company name using the search bar at the top. Results filter in real time.
- 4Use the Agreement Type dropdown to filter by DAMA region, ILA industry, Company Specific, GTS, or Skilled Refugee Pilot agreements.
- 5Use the Status dropdown to filter Active or Expired agreements.
- 6Each row shows the company name, agreement type, start/end dates and active status.
- 7DAMA and ILA types link to their respective occupation eligibility pages for deeper analysis.
Tip: This is essential for 482/494 sponsor checks. Verify if an employer holds an active labour agreement before advising clients on Labour Agreement stream visa applications.
- 1Open any occupation detail page.
- 2Scroll to the "Workforce Snapshot" section.
- 3You'll see current employment level, projected 5-year growth %, median age, median weekly earnings, female share, full-time share and unemployment rate.
- 4All data is sourced from Jobs and Skills Australia (JSA) and updated quarterly.
- 5Use this to advise clients on demand, realistic salary expectations and career prospects.
- 6The page also shows state distribution bar chart, age profile breakdown, top industries ranked, education mix and 8-10 typical tasks per occupation - all interactive.
Tip: Projected growth is shown with green (positive) or red (negative) colour coding for quick scanning.
- 1Open the occupation detail page.
- 2Scroll to the Workforce Snapshot section.
- 3Find the 'State Distribution' chart showing percentage of workers in each state (NSW, VIC, QLD, SA, WA, TAS, NT, ACT).
- 4Use this to advise clients on state nomination strategy - e.g. if 38% of software engineers work in VIC, Victoria nomination is the strongest pathway.
- 5Data sourced from Jobs and Skills Australia.
Tip: Pair this with the state nomination page for each state to see which specific states sponsor this occupation.
- 1Open the occupation detail page.
- 2Scroll to the 'Typical Tasks' block below the description.
- 3See the 8-10 specific tasks sourced from JSA - much more concrete than generic ANZSCO descriptions.
- 4Useful for explaining the role to visa applicants, matching client experience to the occupation or writing nomination statements.
Tip: Tasks are verbatim from Jobs and Skills Australia's quarterly occupation profiles - authoritative and up-to-date.
- 1Open any occupation detail page.
- 2Find the "Qualification Pathway" section - it shows the matching AQF level.
- 3You'll see the level name (e.g. "AQF Level 7 - Bachelor Degree"), typical study duration and typical qualification types.
- 4Expand to read full Knowledge, Skills, and Application descriptors straight from the AQF Second Edition.
- 5Covers all 10 AQF levels from Certificate I through to Doctoral Degree.
Tip: Useful for explaining to clients exactly what their overseas qualification maps to in the Australian framework.
- 1Go to the "EOI" page from the main navigation.
- 2The dashboard shows 44,000+ backlog records across 25 months of historical SkillSelect data.
- 3View per-subclass cards (189, 190, 491) with queue-ahead counts and state breakdowns.
- 4Use trend charts to understand how the backlog is changing over time for specific occupations.
- 5Enterprise users can access EOI Raw Data for advanced search, filtering and export.
Tip: EOI backlog data helps agents advise clients on queue competitiveness and the best time to submit or update an EOI.
Training Pathways
Typed qualification→occupation edges from the JSA Training Occupation Pathways dataset.
- 1Open any VET qualification page (e.g. SIT30821 Certificate III in Commercial Cookery).
- 2Find the "Leads to" section - each linked occupation is tagged with one of five pathway flags.
- 3"Occupation ready" means the qual delivers the skills for that occupation. Licensing may still apply.
- 4"Specialised training" is for people already in the occupation who want to upskill.
- 5"Progression pathway" feeds further qualifications or work experience toward the occupation.
- 6"Pre-vocational" is a stepping-stone before the real qualification - foundational or pre-apprenticeship.
- 7"Related" means transferable skills only - further training or experience required.
- 8Try the free Course Pathway Finder (link in the Tools menu) to look up any occupation.
Tip: Pathway flags come straight from Jobs and Skills Australia - they're not our interpretation.
- 1An "Occupation ready" course delivers the skills for the target occupation on completion. You can progress to skills assessment without further study.
- 2A "Pre-vocational" course is a stepping-stone - it prepares you for the real qualification but does not itself qualify you for the occupation.
- 3Enrolling in a Pre-vocational course expecting PR is a common (and expensive) mistake. Always check the flag first.
- 4For PR pathways, prioritise "Occupation ready" quals, followed by "Specialised training" if you already have relevant experience.
- 5Progression-pathway courses can work if you have a multi-year plan and the downstream qualification is reachable.
- 6Use the free Course Pathway Finder (in the Tools menu) to enter an occupation and see every ranked qualification grouped by pathway flag.
Tip: Migration agents: always check the pathway flag before advising a student on course enrolment.
- 1The typed pathway data comes from the Jobs and Skills Australia Training Occupation Pathways Dataset, first released March 2026 as v1.0.
- 2JSA classifies every VET national code against five pathway flags plus a per-qualification rank.
- 3Licensing, restricted enrolment, JSC ownership, AQF level, training package and industry sector are captured per edge.
- 4We ingest the dataset monthly via our automated pipeline and match OSCA codes to ANZSCO occupations for our catalogue.
- 5Licence: Commonwealth Crown Copyright, CC BY 4.0. Attribution: Source: Jobs and Skills Australia, Training Occupation Pathways Dataset (v1.0, March 2026).
- 6JSA publishes a methodology overview PDF at jobsandskills.gov.au/sites/default/files/2026-04/training_occupation_pathways_-_methodology_overview.pdf - the classification procedure and JSC consultation process are documented there.
- 7See the Data Security page for our full source attribution and licence obligations.
Occupation Intelligence
Opportunity scores, data lenses and the top-opportunity spotlight across 2,280+ occupations.
- 1Occupation Intelligence is a premium ImmiIQ feature that scores every Australian occupation (2,280+ ANZSCO and OSCA codes) on a single Opportunity Score from 0 to 100.
- 2The score blends five data sources: EOI invitation odds (minimum points invited and invited-to-submitted rate from SkillSelect), labour shortage status (Jobs and Skills Australia Occupation Shortage List - national and per-state), 10-year projected employment demand (JSA Employment Projections), the Department of Home Affairs occupation ceiling, and JSA workforce data (employment size and median salary).
- 3No government body publishes this combined view. It is unique to ImmiIQ.
- 4Access it inside the app at /intelligence.
Opportunity Score2,280+ occupations
261313Software Engineer
87
254411Registered Nurse
74
233211Civil Engineer
61
149211Retail Manager
32
Tip: The Occupation Intelligence page also has a marketing overview at /tools/occupation-intelligence. Sign up for the free trial to access the full interactive dashboard.
- 1The Opportunity Score (0-100) is a weighted composite of five signals, all sourced from official government data.
- 2EOI invitation odds: combines the minimum points score that received an invitation in recent SkillSelect rounds with the ratio of invitations issued to EOIs submitted. A low minimum points threshold and a high invited-to-submitted rate both push the score up.
- 3Labour shortage: whether the occupation is on the Jobs and Skills Australia Occupation Shortage List nationally or in specific states. Shortage-listed occupations score higher.
- 4Employment projections: 10-year projected employment growth from JSA Employment Projections. Occupations with strong projected demand score higher.
- 5DHA ceiling: the Department of Home Affairs annual occupation ceiling for each skilled list. A higher ceiling means more invitation slots, which improves the score.
- 6Workforce size and salary: current employment level and median salary from JSA workforce data provide context on the occupation's overall market weight.
- 7The final score is normalised to 0-100 so agents can compare occupations at a glance rather than interpreting five separate data points.
- 1Go to /intelligence in the app. The default view is a sortable, filterable table of all 2,280+ occupations with their Opportunity Score.
- 2Sort by any column: Opportunity Score, minimum EOI points, shortage status, projected growth or salary.
- 3Filter by visa list (MLTSSL, STSOL, ROL), shortage status (nationally or per-state), skill level, ANZSCO major group or score range.
- 4Switch to Card Gallery view for a visual layout - each occupation is a card showing the score, top signals and a quick-open action.
- 5Use the search bar to find a specific occupation by name or code. The table and gallery both respond to the same filters.
- 6Click any row or card to open the detail drawer with the full signal breakdown for that occupation.
- 1The Top Opportunity spotlight appears at the top of the /intelligence page and highlights the single highest-scoring occupation for the current filtered view.
- 2It shows the occupation code and title, the overall Opportunity Score, and a summary of the strongest signals driving that score.
- 3Use it as a quick starting point when advising a client on which occupation gives them the best statistical chance of a visa invitation.
- 4The spotlight updates dynamically as you apply filters - for example, filter to shortage-listed occupations only to see the top opportunity within that subset.
- 1Lenses are pre-configured filter presets that highlight specific strategic angles across the occupation dataset.
- 2Example lenses include: 'Easiest EOI invitation' (lowest recent minimum points + high invited-to-submitted rate), 'High demand, low competition' (shortage-listed + low EOI backlog), 'Growing occupations' (top 10-year projected growth) and 'High salary, high score' (above-median salary + score 70+).
- 3Select a lens from the toolbar to instantly filter and re-sort the table or gallery to that view.
- 4Lenses are a fast way to identify opportunities without manually configuring multiple filters.
- 5You can still apply additional filters on top of a lens to narrow the results further.
Tip: Use lenses as a conversation starter with clients - e.g. show the 'High demand, low competition' lens to explain why a particular occupation pathway may be stronger right now.
- 1Click any occupation row or card to open the detail drawer on the right side of the screen without leaving the table.
- 2The drawer shows the Opportunity Score with a visual breakdown of each contributing signal and its individual weight.
- 3You can see the exact SkillSelect data used: recent minimum points invited, number of invitations issued and the invited-to-submitted ratio for each visa subclass.
- 4Shortage list status is shown nationally and for each state and territory.
- 510-year projected employment figures and JSA workforce data (employment size, median salary) are displayed in context.
- 6The DHA occupation ceiling for each skilled list is shown, giving a sense of how many invitation slots exist.
- 7A direct link to the full occupation detail page (code, visa lists, assessing authorities, state nominations) is included for deeper research.
- 1SkillSelect (Department of Home Affairs): EOI invitation round data including minimum points invited and invitations issued per subclass. Updated after each monthly round.
- 2Jobs and Skills Australia - Occupation Shortage List: national and per-state shortage classifications. Updated annually.
- 3Jobs and Skills Australia - Employment Projections: 5-year and 10-year projected employment growth by occupation. Updated annually.
- 4Department of Home Affairs - occupation ceilings: the annual programmatic ceiling for each occupation on the skilled lists.
- 5Jobs and Skills Australia - workforce data: current employment levels and median salaries from the latest quarterly release.
- 6All data is sourced via ImmiIQ's automated pipeline from official government publications. No data is AI-generated or estimated.
Harper AI
Your AI migration assistant, powered by verified government data.
- 1Click the chat bubble icon in the bottom-right corner of any page or navigate to /ai directly.
- 2Type your question in plain English. For example: "Is 261313 eligible for a 189 visa?"
- 3Harper will respond with a sourced answer, referencing the exact government data behind it.
- 4You can ask follow-up questions in the same conversation for deeper analysis.
Is 261313 on the MLTSSL?
H
Yes, 261313 (Software Engineer) is on the MLTSSL with no caveats. Eligible for 189, 190 and 491 visas.
- 1Visa eligibility questions: "Can a registered nurse apply for a 190 visa in NSW?"
- 2Points requirements: "What points do I need for a 189 invitation as a software engineer?"
- 3Occupation analysis: "What's the difference between 261313 and 261312?"
- 4Pathway comparison: "Compare 189 vs 190 for accountants."
- 5Document checklists: "What documents do I need for a 482 visa application?"
- 6Salary and demand data: "What's the average salary for software engineers in Australia?"
- 7Course finder: "What qualifications are required for 261313?"
- 1Yes. When viewing a client's profile, you can ask Harper to draft an email or SMS with full client context.
- 2Harper uses the client's case details, pipeline stage and history to write personalised communications.
- 3AI-drafted messages include appropriate merge variables and maintain your organisation's professional tone.
- 4Review and edit the draft before sending - Harper creates the starting point, you have final control.
- 1Harper can generate a structured analysis of any client's case with a single click.
- 2The summary includes key details: occupation match, points estimate, visa pathway options, assessment status and risk factors.
- 3Case summaries are generated using RAG (Retrieval-Augmented Generation) with the client's actual data injected into the analysis.
- 4Use case summaries for quick client reviews, team handoffs or as a starting point for detailed assessments.
- 1Yes. Both Nova (website chatbot) and Harper (in-app AI) can collect bug reports and feature requests.
- 2Describe the issue or suggestion naturally - the system will detect whether it's a bug or feature request.
- 3You'll be asked for steps to reproduce (bugs) or business impact (features) and a contact email.
- 4Reports are sent directly to the development team for review and follow-up.
- 1Yes. Harper's answers are grounded in verified government data, not general AI knowledge.
- 2The underlying data is sourced from ABS, Home Affairs, and Jobs and Skills Australia.
- 3Data is checked for updates daily by our automated pipeline.
- 4Harper will tell you when information is uncertain or when you should consult a registered migration agent.
Tip: Harper provides information, not legal advice. Always confirm critical decisions with a Registered Migration Agent.
- 1Be specific. Include the occupation name or code, visa subclass and any relevant details.
- 2Mention the person's circumstances: age range, experience level, English test scores.
- 3Ask one question at a time for the clearest answers.
- 4Use follow-up questions to drill deeper into a topic rather than starting a new conversation.
Points Calculator
Calculate and optimise your points for the 189, 190 and 491 visas.
- 1Go to the "Calculator" page from the main navigation.
- 2Fill in each section: Age, English proficiency, Overseas work experience, Australian work experience, and Education.
- 3Then fill in the bonus sections: Specialist education, Australian study requirement, Community language, Professional year, and Partner skills.
- 4Select whether you're applying for a 189, 190 or 491 visa (this affects nomination points).
- 5Your total points are calculated in real time as you fill in each field.
Age
25-32+30
English
Superior+20
Overseas Exp.
5 years+10
AU Experience
3 years+10
Total Points70
- 1Subclass 189 (Skilled Independent) - requires 65 points minimum, no nomination needed.
- 2Subclass 190 (Skilled Nominated) - requires 65 points minimum including 5 state nomination points.
- 3Subclass 491 (Skilled Work Regional) - requires 65 points minimum including 15 state/territory nomination points.
- 4The calculator works for all three and automatically adjusts nomination points based on your selection.
Tip: While 65 is the minimum, competitive occupations often require 80-90+ points for an invitation. Check recent EOI rounds for realistic thresholds.
Migration CRM
Manage clients, cases, documents and billing in one place.
- 1Navigate to the "Clients" section from the app sidebar.
- 2Click the "New Client" button in the top-right corner.
- 3Fill in the client's details: name, email, phone, nationality and visa subclass.
- 4Click "Save" to create the client record.
- 5The client will appear in your pipeline under the "Lead" stage.
- 1The pipeline is a visual Kanban board showing all your clients across 7 stages.
- 2The stages are: Lead, Assessment, Lodged, Additional Info, Granted, Refused, and Closed.
- 3Drag and drop client cards between stages as their case progresses.
- 4Each stage shows a count of active clients. Click any card to open the full client detail view.
- 5Pipeline changes are logged automatically in the client's activity timeline.
Lead3
Assessment2
Lodged4
Add. Info1
Granted6
Refused0
Closed1
- 1Open a client's detail page by clicking their name in the pipeline or client list.
- 2Go to the "Communications" tab.
- 3Click "Compose" and choose Email or SMS.
- 4Write your message or select a template. Merge variables (like client name and visa subclass) are inserted automatically.
- 5Click "Send" to dispatch the message. It will appear in the client's communication history.
- 1Go to CRM Settings (gear icon in the CRM sidebar).
- 2Click "Templates" to view your template library.
- 3Click "Create Template" and choose Email or SMS.
- 4Write your template using variables like {{client_name}}, {{visa_subclass}}, and {{agent_name}}.
- 5Save the template. It will be available when composing messages from any client's Communications tab.
Tip: System templates are provided for common scenarios like welcome emails, document requests and status updates. You can duplicate and customise them.
- 1Open a client's detail page and go to the "Documents" tab.
- 2Click "Upload" to add files. You can drag and drop multiple files at once.
- 3Categorise each document into one of 9 categories: Passport, Skills Assessment, English Test, Qualification, Employment Reference, Financial Evidence, Health Examination, Police Clearance, or Other.
- 4Set expiry dates on documents like passports and English tests to receive automatic alerts before they expire.
- 5Documents are stored securely with encrypted, access-controlled storage and accessible to anyone on your team with client access.
Tip: Each organisation gets 30 GB of encrypted document storage. Documents are accessible via time-limited signed URLs that expire after 1 hour.
- 1Open a client's detail page and go to the "Billing" tab.
- 2Click "Create Invoice" to start a new invoice.
- 3Add line items with descriptions and amounts (e.g. "Migration Assessment - $500").
- 4GST is auto-calculated at 10% for Australian businesses.
- 5Click "Save" to create the invoice. You can then send it to the client via branded PDF email or download a PDF.
Tip: Invoices are generated as branded PDFs with your organisation's logo and details and can be emailed directly to clients.
- 1Tasks are automatically created when a client moves between pipeline stages (e.g. moving to 'Lodged' creates a task to submit documents).
- 2You can also create manual tasks from the client detail page or the Tasks dashboard.
- 3Each task has a title, description, due date, priority level and assigned team member.
- 4Task status updates are logged in the client's activity timeline.
- 5View all tasks across clients from the Tasks page in the sidebar.
- 1For partner or dependant visa applications, you can link related clients into a family group.
- 2Open a client's detail page and look for the Family Group section.
- 3Link the primary applicant with their partner and/or dependants.
- 4Linked clients share case information and timeline events, making it easy to manage multi-applicant cases.
- 1Record the outcome of a client's skills assessment (positive, negative or pending) in their profile.
- 2Set the assessment expiry date to receive automatic alerts before the assessment expires.
- 3Track which assessing authority conducted the assessment and the reference number.
- 4Assessment status is visible on the client card in the pipeline for quick reference.
- 1When a client moves to a new pipeline stage, the system automatically creates relevant tasks for that stage.
- 2Email notifications are sent to the assigned team member when stage changes occur.
- 3You can configure which notifications trigger for each stage in your organisation settings.
- 4Automation saves time on repetitive admin tasks so you can focus on case strategy.
- 1Select multiple clients from the client list using the checkboxes.
- 2Choose a bulk action: send email, send SMS or update pipeline status.
- 3For bulk email/SMS, compose a single message that gets personalised for each recipient using merge variables.
- 4Bulk status updates move all selected clients to a chosen pipeline stage in one action.
- 1Open a client's detail page and go to the Forms tab.
- 2Click "Generate reference sheet" - Harper compiles every personal, passport, contact, address, occupation and visa/case detail into a single branded PDF.
- 3Print the Reference Sheet alongside the blank DHA form (Form 80, 47SP, 1221, 956 etc.) from the Forms library.
- 4Open the form in Adobe Acrobat and copy each value across with the sheet next to you. Faster than tabbing between client record and PDF and it removes silent positioning errors caused by DHA's dynamic form layouts.
Tip: The Forms library at /forms keeps blank PDFs for the 20 most-used DHA forms, plus a fallback link to legislation.gov.au in case any form ever updates.
Operations
Cross-client queues for inbound email, eLodgement and forms.
- 1Each organisation gets a unique inbound address (inbox+org{N}@in.immiiq.com). You'll find it in Settings > Integrations > Inbound email with a one-click copy.
- 2Set up auto-forwarding from your existing client-facing inbox (Gmail / Outlook / Fastmail) to that address - the settings page has step-by-step rules for each provider.
- 3When a client emails your real inbox, the forward arrives at our endpoint. We parse the forwarded headers (X-Forwarded-For / Resent-From / Reply-To) to recover the original sender.
- 4We match that sender to one of your clients by email address. The message lands on that client's communications thread automatically. Unmatched mail goes to Operations > Inbound Mail for triage.
- 5Replies you send from the platform set Reply-To to your own email, so clients keep talking to you - not us.
Tip: The Operations > Inbound Mail page supports search by subject / client name / email, a date-range filter (7/30/90 days/all) and pagination.
- 1Operations > eLodgement Queue is admin-only. It shows every ImmiAccount lodgement attempt across every client in your firm.
- 2Filter by status: Active (queued / in progress / requires human / requires approval), Failed, Submitted, or All. Each tab shows a live count.
- 3Search by client name, case ID or lodgement ID. The list paginates 25 at a time.
- 4Per-row actions: refresh status, re-queue a failed attempt or cancel one that's stuck in queued / in progress / requires human.
- 5Export the error log for any failed lodgement as CSV using the "Export error log" button - useful for triage and post-mortems.
Tip: Lodgements only run when the moduleImmiAccount flag is on AND your admin has acknowledged the DHA automation-responsibility modal in Settings > Integrations > ImmiAccount.
- 1Your inbound address embeds your organisation ID in the local-part (inbox+org{N}@…), so we always know which org a message belongs to.
- 2Every database query for client matching is scoped by that organisation ID. There is no global 'find any client by email' fallback when an address is org-scoped.
- 3If the same email address belongs to clients in two different firms (rare but possible), each firm only sees their own match.
- 4Raw MIME messages and attachments are archived encrypted, accessible only to your org via short-lived signed URLs.
Trust accounting
Trust ledger, deposits, transfers, refunds, statements and bank reconciliation. Enterprise.
- 1Go to Accounting > Trust from the app sidebar (admin only). Trust accounting is an Enterprise feature.
- 2Click "Add a new trust account" and fill in name, jurisdiction (NSW/Vic/QLD/etc.), BSB and the last 4 digits of your account number.
- 3Save. The account appears on the trust dashboard with a starting balance of A$0.00.
- 4From here you can record deposits, transfers, refunds and per-client statements.
Tip: Each organisation can run multiple trust accounts (e.g. one per state). All ledger entries are scoped per-account and per-client.
- 1Open a client's detail page and go to the Billing tab. Or open Accounting > Trust > [account] > [client].
- 2Use "Deposit funds" to record money received from a client into the trust.
- 3Use "Transfer to office" to move trust funds against a specific invoice when work is complete.
- 4Use "Refund" to return funds to a client.
- 5Every entry is stamped with the agent who recorded it, the trust account ID and a reference (cheque number / bank reference). The audit log records the action under your name.
- 1Go to Accounting > Trust > Open reconciliation workbench.
- 2Filter unreconciled entries by trust account, search by client name / description / reference and page through 25 at a time.
- 3Drag and drop a CSV export from your bank (CommBank, Westpac, NAB, ANZ - most common AU formats supported).
- 4We auto-match each row to an unreconciled ledger entry by amount + sign + date (±5 days). Matches are marked reconciled in one server round-trip.
- 5Anything we couldn't match is shown back to you with the reason, so you can either tick it manually with "Mark reconciled" or fix the underlying entry first.
Tip: Bank-statement CSV import is idempotent against already-reconciled entries - running the same statement twice doesn't double-mark anything.
- 1On any client detail page, the billing tab deep-links into Accounting > Trust > [client] for that client.
- 2Pick a date range (defaults to the last month).
- 3Click "Generate PDF" - we produce a branded statement PDF with your firm name, every entry in the range, opening + closing balance and the running balance after each line.
- 4The PDF lives in encrypted storage; download via signed URL or email it to the client straight from the platform.
Tip: Statements are retained for 7 years on Enterprise plans, aligned to Law Society requirements.
- 1Every ledger entry starts as Unreconciled - it's been recorded against the trust account but not yet matched to a row on your bank statement.
- 2Reconciled means we've confirmed the entry appears on your bank statement (either via CSV auto-match or manual tick).
- 3On the per-account ledger page (Accounting > Trust > [account]), filter by Reconciled / Unreconciled / All using the status pills and by entry type (deposit / transfer / refund / adjustment) on the secondary pill row.
- 4The trust dashboard shows a count of unreconciled entries up top and an amber banner deep-linking to the workbench whenever any are pending.
AI Document Templates
Upload any PDF or DOCX, AI extracts placeholders, instantiate personalised drafts per client.
- 1Document Templates lets you turn any reusable document (Costs Service Agreement, Statement of Services, sponsor letter, GTE statement, AAT submission) into an AI-powered template.
- 2Upload a PDF or DOCX you already use in your practice. The AI reads it, identifies the values that change per client (names, dates, fees, MARN, occupation, visa subclass) and converts them into reusable placeholders.
- 3Then you instantiate the template per client. Placeholders auto-fill from the client record, you review the draft, render the final PDF and send for in-house e-signature.
- 4There is no quota and no per-template fee. Upload as many documents as your firm reuses. Included with every Pro subscription.
- 5The legacy migration platforms charge around A$50 per licence per month plus a A$1,400 one-off setup fee for a frozen library of static templates. ImmiIQ ships the AI engine and a 10-template OMARA-grade starter pack with Pro at A$49 per month.
Tip: Visit /clients/document-templates inside the app to see your library and upload your first document.
- 1From the app sidebar, open Clients then Document Templates.
- 2Click "New template" and drop a PDF or DOCX (up to 10 MB) into the upload zone.
- 3The AI scans the document and proposes a title, a category (Engagement, Sponsorship, Skills, Review, Compliance, Client comms) and a list of detected placeholders.
- 4Review the suggestion. Accept it, rename the title, change the category or edit the placeholder names.
- 5Click "Save" and the template lands in your library. It is now ready to instantiate against any client.
- 1Ten lawyer-attested OMARA-grade templates are seeded into every new organisation on day one.
- 2The starter pack covers: Costs Service Agreement (CSA), Statement of Services, Form 956 cover letter, Privacy Notice and Consent, Generic document request letter, GTE statement (Subclass 500), Position description (Subclass 482 / 186), Skills assessment cover letter, AAT / ART submission cover and Status update letter.
- 3Every starter uses the same placeholder engine so client data auto-fills the moment you instantiate.
- 4You can clone a starter and edit it into your own house style. The original stays available as a fallback.
Tip: Open any starter template to see exactly which placeholders it uses before you build your own.
- 1Open your client's detail page, go to the Documents tab and click 'New from template'.
- 2Pick the template you want. The placeholders are listed with the values pre-filled from the client record.
- 3Review the auto-filled values, override anything that needs adjusting (e.g. a custom fee for this engagement), then click 'Generate PDF'.
- 4Send the PDF via the built-in e-signature flow: magic-link email from your verified sender domain, in-browser signature pad, signed PDF returned with a Certificate of Electronic Signing.
- 5The signed document lands back in the client's Documents tab with a tamper-evident audit trail attached.
- 1The 10 starter templates were drafted with input from a registered migration lawyer and follow the MARA Code of Conduct where applicable.
- 2The CSA in particular reflects the mandatory disclosure structure (Scope, Professional Fees, Refund Policy, Complaints, OMARA Registration, Privacy) that the Code requires.
- 3Treat them as defensible starting points. Always review the wording against your own firm's risk position and the specific client matter before sending.
- 4The 'No Guarantee' and 'Conflict of Interest' clauses on the CSA template are flagged as recommended and surface a warning if you toggle them off.
Tip: If you fork a starter and remove a clause, the override is per-org. Other firms still see the original OMARA-grade wording.
- 1Open the template in the editor (Clients then Document Templates then pick the template).
- 2Click any placeholder badge in the document body. A side panel opens with the placeholder token (e.g. {{client_full_name}}), the field it maps to in the client record and a description.
- 3Rename the token, change the mapped field or remove the placeholder if the AI got it wrong.
- 4Add new placeholders by highlighting any text in the editor and clicking 'Convert to placeholder'.
- 5Save the template. Future drafts use the updated placeholder structure.
Tip: Use {{snake_case}} for placeholder names. Spaces, hyphens and capitals break the substitution engine.
- 1PDF (any text-based PDF up to 10 MB) and DOCX (Microsoft Word) are supported on upload.
- 2Scanned PDFs without an OCR layer will not extract placeholders reliably. Run OCR first or upload the original DOCX.
- 3The AI extracts both the body text and any inline tables. Headers, footers and footnotes are preserved.
- 4Rendered output is always PDF, regardless of the source format. PDFs are the standard for e-signature and client delivery.
- 1From the Document Templates library, click the preview icon on any template row.
- 2The preview opens with sample client data filled into every placeholder so you can see the final rendered output.
- 3Use the 'Test with a real client' button to instantiate the template against an actual client record without sending anything.
- 4Once the preview reads correctly, you can send the real draft from the client's Documents tab.
Tip: Previews are read-only so you cannot accidentally send a test draft to a client.
Reports & PDFs
Generate professional reports for clients and stakeholders.
- 1Go to the "Reports" page from the app sidebar.
- 2Select the report type you want to generate.
- 3Configure the report parameters (e.g. select an occupation, enter client details, choose comparison criteria).
- 4Click "Generate" to create the report. It will be ready to view in seconds.
- 5Click "Download PDF" to save a copy or share it directly with a client.
PDFGenerated 2 min ago
- 1Occupation Report - detailed analysis of a single ANZSCO code including lists, authorities and pathways.
- 2Points Report - full breakdown of a points calculation with all categories and totals.
- 3Eligibility Report - comprehensive visa eligibility assessment for a specific client.
- 4Comparison Report - side-by-side comparison of two or more occupations.
- 5Client Summary - overview of a client's case status, documents and timeline.
- 6Financial Report - billing summary with invoices, payments and outstanding amounts.
- 7Engagement Letter (CSA) - OMARA-grade Client Service Agreement with 11 default clauses, optional digital signing and a Certificate of Electronic Signing. Each clause is configurable per-org (see the CSA Template Editor entry below).
- 8Plus 8 more specialised report types available on Pro and Enterprise plans.
- 1Yes. Custom branding is included on every paid plan - Pro and Enterprise.
- 2Go to Settings > Branding to upload your logo and set your brand colour.
- 3Your logo will appear in the header of every generated PDF.
- 4You can also add a custom footer with your ABN, contact details and disclaimer text.
- 5Both plans also support sending outbound client email from a verified sender email domain you own, configured via DKIM, SPF and DMARC alignment.
- 6Enterprise adds advanced report templates and bulk distribution on top of the standard branding set.
- 1Go to /clients/templates/csa from the app sidebar. You'll see the 11 default OMARA-grade clauses that make up every engagement letter your firm issues.
- 2Click any clause to open the WYSIWYG editor and override the body text for your organisation. Your version is sanitised and stored per-tenant, so it only applies to your firm.
- 3Use the toggle on each clause to control whether it gets included in the final CSA. Even mandatory clauses can be turned off - you'll see a warning so you understand the trade-off before saving.
- 4The right pane shows a live preview of the assembled CSA as you edit, so you can confirm tone and flow before it goes to a client.
- 5Defaults stay available behind every override. Hit Reset on a clause to restore the original ImmiIQ-supplied wording at any time.
Tip: All edits are stored as sanitised HTML scoped to your organisation. Other firms on ImmiIQ never see your wording.
- 1Yes. ImmiIQ supports multi-scope engagement letters - select Skills Assessment, Visa Lodgement, Migration Review or any combination on a single CSA.
- 2When you generate the engagement letter, the scope-specific clauses for each selected service are bundled into one document. You don't need to issue separate letters per service.
- 3Full Service is exclusive: if you pick Full Service, the narrower scopes (Skills Assessment / Visa Lodgement / Review) are not selectable alongside it - Full Service already covers them.
- 4Each scope's fee, scope description and obligations appear in their own section of the assembled CSA so the client sees exactly what each line covers.
Tip: Use multi-scope letters for end-to-end mandates - one signature covers the full engagement instead of chasing three separate signed PDFs.
- 1If your firm is under the A$75,000 GST-registration threshold, open the engagement letter generator and switch GST off on the fee table.
- 2With GST off, the fee table drops the GST row entirely - the subtotal becomes the total, and the clause wording adapts so it no longer references GST as a separate line.
- 3With GST on (the default for GST-registered firms), the table shows the subtotal, the 10% GST line and the total inclusive of GST.
- 4The setting is per-letter, so if your registration status changes during the year you can flip it without rewriting the template.
Tip: Confirm your firm's GST status with your accountant - the A$75,000 threshold is set by the ATO and applies to your projected annual turnover.
- 1Open the engagement letter report for a client and click "Send for Signature".
- 2The client receives a magic-link email sent from your firm’s verified sender domain, plus a 6-digit access code they enter to open the signing session in their browser.
- 3Inside the signing screen they review the full CSA, then sign in-browser with a signature pad (mouse, finger or stylus).
- 4The signed PDF is generated with two extra pages: a "Signed Acknowledgment" page showing the signer's name, signature image and date, and a "Certificate of Electronic Signing" page showing the signer's IP address, user agent, timestamp and a SHA-256 hash of the signed document.
- 5Both you and the client receive the final signed PDF by email. The case file keeps the audit certificate attached for your records.
Tip: Digital signatures collected this way are legally valid under the Electronic Transactions Act 1999 (Cth). The SHA-256 hash on the Certificate of Electronic Signing lets you prove the signed PDF has not been altered since the moment of signing.
Client Portal
Give your clients a secure, read-only view of their case.
- 1Open the client's detail page in the CRM.
- 2Click the "Share" button in the top-right corner.
- 3A unique access link is generated for that client.
- 4Send the link to your client via email or SMS. They don't need to create an account.
- 5The client clicks the link and enters a one-time access code (sent to their email) to view their portal.
Client Portal
Case Status: Lodged
Documents: 4 uploaded
Checklist: 7/10 complete
- 1Current case status (which pipeline stage their case is in).
- 2Documents that you've shared with them (you control which documents are visible).
- 3A checklist of items they need to provide or actions they need to take.
- 4A messaging thread to communicate directly with your team.
- 1Yes. Access is controlled via magic link with a one-time access code sent to the client's verified email.
- 2Sessions expire automatically after a configurable period (default: 7 days).
- 3Clients can only see their own case data. There is no cross-client data access.
- 4All portal activity is logged in the client's timeline for your review.
Billing & Plans
Manage your subscription, payment method and invoices.
- 1Go to Settings > Billing from the app sidebar.
- 2Click "Upgrade to Pro" to see the plan options.
- 3Choose Monthly (A$79/month) or Annual (A$49/month billed annually - save 38%).
- 4Complete payment via the secure checkout.
- 5Your Pro features are activated immediately after payment.
- 1Go to Settings > Billing from the app sidebar.
- 2Click "Manage Subscription" to open the secure billing portal.
- 3From there you can update your payment method, download invoices or change your plan.
- 4Changes take effect at the start of your next billing cycle.
- 1Your account switches to read-only mode. You can still log in and view your data.
- 2You won't be able to create new clients, generate reports or use Harper AI.
- 3All your data (clients, documents, reports) is preserved for 30 days.
- 4Subscribe to Pro at any time to restore full access. No data is lost.
Tip: You'll receive email reminders at 7 days, 3 days and 1 day before your trial expires.
- 1Yes - if you're an applicant exploring Australian migration, sign up free for the Applicant tier.
- 2You get Harper AI (20 free queries/month), occupation search, student pathway planner and points calculator.
- 3CRM, client management and team features are for migration agents only.
- 4Upgrade to work with a registered agent at any time.
Team Management
Invite team members and manage roles and permissions.
- 1Go to Settings > Team from the app sidebar.
- 2Click "Send Invite" in the top-right corner.
- 3Enter the team member's email address and select their role (Admin or Member).
- 4Click "Send". They'll receive an invitation email with a link to join your organisation.
- 5Once they accept, they'll appear in your team list with full access to shared clients and data.
- 1Admin - full access to everything, including team management, billing, organisation settings and all CRM data.
- 2Member - full access to CRM clients, reports, Harper AI and all core features. Cannot manage team members, billing or organisation settings.
- 3On top of role, every member can be tightened further with three permission axes: data scope, module access and named role templates.
- 1Go to Settings > Team and click Access on any member row.
- 2Pick a Data Scope: "All clients" (default - sees every record), "Their team" (only clients assigned to anyone in their team) or "Assigned only" (only their own assigned clients/cases).
- 3Toggle off any of ten Module Access switches: clients, cases, communications, AI, documents, invoices, reports, billing, settings, team management. Defaults follow role rules; flip a switch to block.
- 4Click Save access. Restrictions take effect on the member's next request - server-side filtering, not just UI hiding.
- 1Go to Settings > Team > Manage roles. Click "New role".
- 2Name the role (e.g. Finance, Client Service, Operations), pick a data scope and tick the modules to block.
- 3Save. Back on Settings > Team, click Access on a member, then pick the role from the Apply preset dropdown - the form fills in. Save to apply.
- 4Bulk apply: select multiple members and apply the same role to all of them at once. The preset values are copied onto each member, so renaming or deleting the preset later never accidentally regrants access.
- 1Go to Settings > Team > Manage teams. Click "New team", name it (e.g. Skilled Migration), pick an accent colour and optionally a team lead.
- 2Set a Default role on the team if you want the team's data scope and module rules pre-applied to anyone you add.
- 3Click Members on the team to add users. The "Apply default role to this user" checkbox is on by default - admins can untick to add to the team without applying the role.
- 4If you later edit the team's default role, hit Sync now in the Members drawer to re-apply across every current member in one click.
- 5Members assigned data scope = "Their team" can see clients/cases assigned to anyone in any of their teams - useful for pod-style firms where a small group shares case visibility but the wider firm does not.
- 1Go to Settings > Team from the app sidebar.
- 2Find the team member you want to remove and click their name to open their profile.
- 3Click "Remove from Team" and confirm the action.
- 4Their access is revoked immediately. Client data they created remains in your organisation.
Settings
Configure your profile, organisation and preferences.
- 1Go to Settings > Profile from the app sidebar.
- 2Click "Edit" next to your name to update it.
- 3Click your avatar to upload a new profile photo.
- 4Changes are saved automatically and reflected across the platform.
- 1Go to Settings > Organisation from the app sidebar.
- 2Edit your organisation name, website URL and contact details.
- 3Upload your organisation logo (used in reports and the client portal).
- 4Click "Save" to apply changes.
- 1Each team member sends client email from their own address on your firm's verified sender domain - e.g. [email protected] - so clients always see the actual case officer in the From line.
- 2The local-part of each user's address is derived directly from their signup email. Free-text local-parts are deliberately not allowed - this prevents impersonation (a member cannot self-assign [email protected] if they signed up as [email protected]).
- 3If a team member signed up under a foreign domain (e.g. a personal Gmail), an admin sets a default local-part for them in Settings > Team > Access. That local-part is paired with your verified sender domain.
- 4Admins can also set an org-level default signature (WYSIWYG) that gets appended to every outbound message from any user without their own signature configured.
- 5Each member can override the org default with their own per-user signature (also WYSIWYG) from Settings > Profile - useful for individual sign-offs, MARN/legal numbers and direct phone lines.
Tip: Per-user sender identity requires your firm's domain to be verified via DKIM/SPF/DMARC. See the branding entry under Reports & PDFs for the sender-domain setup process.
- 1Go to Settings > Preferences from the app sidebar.
- 2Toggle email notifications on or off for different event types (new client, case updates, team invites).
- 3Set your default timezone and date format.
- 4Click "Save" to apply your preferences.
- 1Enterprise users can switch the platform interface to 9 languages: English, Chinese, Hindi, Arabic, Korean, Japanese, Vietnamese, Tagalog, and Bengali.
- 2Go to Settings > Preferences and select your preferred language from the Language dropdown.
- 3The interface - navigation, labels, buttons and system text - will switch to your chosen language immediately.
- 4All government data (occupation names, visa details, SOL lists) remains in English to preserve accuracy.
Tip: Multi-language interface is an Enterprise feature. Contact [email protected] to upgrade.
- 1Enterprise users can set a default Australian state or territory in preferences. This pre-filters occupation search results and highlights your state on the nominations page.
- 2Go to Settings > Preferences and select your state from the Default State/Territory dropdown.
- 3Once set, occupation search results will prioritise your state's nomination data and the nominations page will highlight your state by default.
- 4You can change or clear your default state at any time from the same preferences page.
Tip: Default state filtering is an Enterprise feature. It does not hide other states - it simply pre-filters and highlights your preferred state for faster workflows.
- 1Yes. Enterprise plans include webhook integrations that send real-time notifications to your systems when events occur - like new clients, case updates or invoice payments.
- 2Go to Settings > Integrations to configure webhook endpoints and select which events to subscribe to.
- 3Supported events include: client.created, client.updated, case.status_changed, invoice.paid and document.uploaded.
- 4Each webhook includes a signing secret for verifying payload authenticity.
- 5Contact [email protected] to learn more about Enterprise access.
Tip: Webhook integrations are available on the Enterprise plan. Contact [email protected] to upgrade.
- 1Yes. Enterprise plans include appointment booking forms that you can embed on your website alongside standard lead capture forms.
- 2Booking forms include date and time selection, allowing prospective clients to schedule consultations directly.
- 3Submissions flow straight into your CRM pipeline as new leads with the appointment details attached.
- 4You can customise available time slots, booking duration and confirmation messages from your form settings.
- 5Contact [email protected] to learn more about Enterprise access.
Tip: Appointment booking is an Enterprise-exclusive feature. Pro users have access to standard lead capture forms.
- 1On the Enterprise plan, embedded forms automatically detect and inherit your website's font family for a seamless, native look.
- 2No additional CSS or configuration is required - font adaptation happens automatically when the form loads.
- 3This applies to all form types: lead capture forms, appointment booking forms and search widgets.
- 4If your website uses a custom web font, the form will match it as long as the font is loaded on the page.
Tip: Automatic font adaptation is an Enterprise feature. Pro forms use the default ImmiIQ font.
- 1Enterprise users get a 90-day form analytics dashboard showing performance metrics for all embedded forms.
- 2The dashboard tracks views (how many visitors saw your form), submissions (how many completed it) and conversion rates.
- 3Geographic data shows where your form visitors are located, helping you understand your audience.
- 4Referrer data reveals which pages and sources drive the most form traffic.
- 5Device breakdowns show the split between desktop, mobile and tablet visitors.
Tip: Form analytics is an Enterprise feature with a rolling 90-day window. Data updates in real time.
Network
Colleges, enrollments, statement reconciliation, sub-agent partners, Stripe Connect payouts and the March 2026 onshore-transfer rule.
- 1Open Network > Colleges from the sidebar and click 'Add college'.
- 2Enter the CRICOS provider code (e.g. 00123A). The importer prefills the provider name, legal entity, campuses and course catalogue from the government CRICOS dataset.
- 3Confirm the campus list, then pick the primary contact for commission statements. This is the address statements are emailed to and the person you can @-mention on enrollment records.
- 4Set the default commission agreement: base rate, payable-on trigger (enrolment / start / retention window) and any per-course overrides. You can edit this later from Network > Colleges > Agreements.
- 5Click 'Save college'. The college now appears in the enrollment picker across every client record.
Tip: If the CRICOS code returns nothing, the provider is likely an RTO. Switch the 'Provider type' toggle to RTO and enter the RTO code instead - the same pipeline importer covers both.
- 1Open the client record, scroll to the 'Enrollments' block and click 'Record enrollment'.
- 2Pick the college from the searchable dropdown. Campus and course lists filter to that college's live CRICOS catalogue.
- 3Choose the course. Duration, tuition and CRICOS course code populate automatically.
- 4Enter the start date and the amount invoiced by the college. Commission is calculated from the college's active agreement and shown inline.
- 5Save. The enrollment feeds Network > Ageing so you can watch payable dates approach and Network > Statements so incoming reconciliation matches on this row.
Client Portal
Case Status: Lodged
Documents: 4 uploaded
Checklist: 7/10 complete
- 1Go to Network > Colleges > pick a college > Agreements tab.
- 2Set the base rate as a percentage of tuition invoiced (e.g. 20%) or as a fixed dollar amount per enrollment.
- 3Add segments for exceptions: postgraduate courses at a different rate, direct-enrolment vs referral, or a bonus band above a volume threshold. Segments stack in order and the first match wins.
- 4Set clawback terms: the retention window (usually 12 or 24 weeks), whether the clawback is full or pro-rated by weeks completed, and whether it passes through to your sub-agent partner if one was credited.
- 5Save. The next enrollment recorded against this college uses the new agreement automatically. Historical enrollments keep the agreement version they were created under.
Tip: Enterprise plans support custom commission-segment rules with per-segment tax handling and multi-currency support. Ask sales if your college mix needs that.
- 1Download the monthly statement from the college portal as a CSV.
- 2Go to Network > Statements and click 'Upload statement'.
- 3Drop the CSV. The reconciler previews the mapping: student name, course code, invoice amount, commission amount and paid date columns.
- 4Confirm the mapping (it remembers per-college). ImmiIQ auto-matches each line to an open enrollment on student name plus course plus start date, with a confidence score.
- 5Review the auto-matches. Green rows match exactly, amber rows need a manual pick, red rows have no candidate. Click through any row to accept, edit or split-match.
- 6Post the statement. Matched enrollments update to 'commission received', partner shares are queued, and any variance between expected and received commission is flagged for follow-up.
Tip: Statement imports are idempotent. Re-uploading the same CSV does not double-post - the reconciler dedupes on the college + statement-period key.
- 1From 1 March 2026, education providers cannot pay commission to an agent on a student who transfers to a new provider while onshore in Australia, if the transfer happens inside the first 6 months of the student's principal course.
- 2The Network module enforces this at three points:
- 31. On enrollment record: if the student's most recent enrollment shows an onshore transfer inside the guard window, ImmiIQ flags the new enrollment as 'commission ineligible' before you save it.
- 42. On statement reconciliation: any inbound statement line that would post commission to a flagged enrollment is held for review with the rule reason attached.
- 53. On partner payout: partner shares for flagged enrollments are excluded from the next Stripe Connect Transfer run.
- 6You can override an individual flag if the transfer meets an exemption (e.g. provider default, student welfare). Overrides are logged for audit with reason and timestamp.
Tip: Keep the guard on by default. The rule sits inside the National Code and non-compliance risks provider registration - the audit trail matters if a regulator asks.
- 1Open Network > Partners and click 'Invite partner'.
- 2Enter the partner's business name, primary contact email and the commission share percentage they earn on referrals they source.
- 3Choose their portal scope: view own referrals only, or view own referrals plus statement status. Partners never see other partners' data or your firm's full CRM.
- 4Send the invite. The partner gets a magic-link email into the sub-agent portal - no password to set up, no separate account.
- 5The partner accepts, sets a display name and can start entering referrals or watch existing ones you attributed to them.
Tip: You can revoke a partner's portal access from Network > Partners > [partner] > Access. The Stripe Connect linkage stays intact so historical payouts remain traceable.
- 1Partners sign in via magic link at the portal URL. Every session is single-device and audit-logged the same way as agent sign-ins.
- 2Landing view: their commission balance, upcoming payable dates and a searchable list of every enrollment they were credited on.
- 3Each enrollment row shows the college, course, start date, invoice amount and their share (net of any clawback pass-through). They can drill in to see the reconciliation status - matched, pending statement or paid.
- 4Partners can submit new referrals from the portal. Referrals arrive in your Network > Referrals inbox where an agent claims one, opens the CRM record and converts it to a real client.
- 5Partners cannot see other partners, cannot see client PII beyond their own referrals and cannot see your firm's college-agreement rates.
Client Portal
Case Status: Lodged
Documents: 4 uploaded
Checklist: 7/10 complete
- 1In the sub-agent portal, the partner clicks 'Connect Stripe' and completes Stripe's hosted onboarding. Their Stripe account is now linked to your firm's platform.
- 2When commission from a college statement is posted and partner shares fall due, ImmiIQ queues a payout run. Go to Network > Payouts to review.
- 3The payout run groups all cleared commissions per partner. Preview the total, the enrollments included and any withholding for pending clawbacks.
- 4Click 'Run payouts'. Each partner receives a Stripe Connect Transfer from your platform balance to their connected account. Zero platform fee - the money moves directly.
- 5Every transfer is receipted in the partner portal and in your Network ledger. Reversal is one click if a clawback comes in later.
Tip: Stripe Connect Transfer uses the same infrastructure ImmiIQ already uses for client card payments. Your existing Stripe account is the only one you need.
- 1If a college claws back commission because the student withdrew inside the retention window, that money leaves your ledger.
- 2If a sub-agent partner was credited on the enrollment, the pass-through setting on the college agreement decides whether the partner also loses their share, at what ratio and on what schedule.
- 3Full pass-through means the partner refunds their share in full. Pro-rated pass-through means the refund is proportional to the weeks not completed.
- 4ImmiIQ handles the mechanics: it creates a negative ledger entry against the partner, holds it against their next commission payout, and if the balance is still negative at month-end it issues a Stripe Connect payment request.
- 5The partner sees every clawback event in their portal with the source enrollment, the withdrawal reason and the refund amount so there is no dispute over what happened.
Tip: Set pass-through terms up front in the partner agreement. Retrofitting clawback rules after the fact is where partner relationships break down.
- 1If your practice has education advisers registered with the Queensland Education Agents Council, they are required to log QEAC continuing professional development hours annually.
- 2The QEAC CPD tracker will live under Network > CPD and mirrors the OMARA CPD tracker registered agents already use.
- 3Each user can hold both credentials: a registered migration agent number for the migration side and a QEAC registration for the education side. CPD is logged separately against each.
- 4The PIER member portal integration will sync completed activities from PIER into ImmiIQ automatically, so QEAC advisers do not have to double-enter hours.
- 5This feature is shipping in fast-follow. The tracker skeleton is in the app, sync is the last piece.
Tip: OMARA is the migration regulator; the RMA is the individual agent. QEAC is the Queensland education-agent council - a separate credential. ImmiIQ tracks both because many practices hold both.
- 1Yes. Open Settings > Integrations > External storage backup. You will see three connect tiles side by side: Google Drive, Microsoft OneDrive and Customer S3 (AWS, Cloudflare R2, Backblaze B2, Wasabi or self-hosted MinIO via the endpoint override).
- 2Pick one and complete the blocking consent modal - it asks you to pick Archive (safer, deletes on ImmiIQ never touch the destination) or Mirror (destination reflects live state and mirrors deletes within about 15 minutes), pick your daily backup hour in your local timezone (we convert to UTC on save) and read the shared-liability disclaimer.
- 3Tick the acceptance checkbox and click Connect. Google Drive / OneDrive redirect through OAuth; S3 opens a credentials form that runs a HeadBucket test before saving.
- 4Once connected you get one card showing the destination, mode, backup hour, last-scan timestamp and the count of queued / succeeded / failed rows this week. You can flip mode, shift the hour or disconnect from that page any time.
- 5Files land in a folder tree: `ImmiIQ Backup / Clients / {Lastname Firstname (ID N)} / {category} / {YYYY-MM-DD}_{filename}` for client docs, `ImmiIQ Backup / Sponsors / ...` for sponsor docs.
- 6Your ImmiIQ-hosted copy stays encrypted with our per-organisation key regardless. The destination copy is plaintext - that is the point of an off-platform backup - and how the destination is configured (folder sharing, bucket policy, MFA) is entirely your responsibility. The consent modal spells this out.
Tip: Restore is one-way in v1 - you pull files from your destination yourself if you ever need to. Archive mode keeps deleted files on the destination as a safety net; Mirror mode does not.
- 1Xero is live. Open Settings > Integrations > Xero and click 'Connect Xero'. You are redirected into Xero's OAuth consent screen where you pick the organisation to connect and authorise the ImmiIQ scopes (contacts, invoices, bills, accounts).
- 2After consent, Xero returns you to ImmiIQ and the connection status flips to Connected. The org name, tenant ID and connected-by user are shown so multi-org firms can see exactly which Xero file is wired.
- 3The connection uses refresh tokens so re-auth is only needed if you revoke access from Xero's side or the token is idle for 60+ days.
- 4Disconnect at any time from the same page. Disconnection stops future sync but leaves already-synced invoices in Xero untouched.
Tip: You need a Xero user role with permission to create invoices, bills and contacts (Standard or Adviser). Read-only Xero users cannot complete the OAuth grant.
- 1When you raise an invoice in ImmiIQ (client billing tab or sponsor billing tab), the invoice is pushed to Xero as a draft sales invoice against the mapped contact.
- 2When you record a payment against an invoice in ImmiIQ, the payment is pushed to Xero and the invoice status flips to Paid on both sides.
- 3When an invoice is paid inside Xero (bank feed reconciliation, manual mark-as-paid), the paid status is pulled back into ImmiIQ within 15 minutes and posted to the client's invoice timeline as 'Reconciled in Xero'.
- 4Void or delete an invoice in either system and the other side flips to Void with the reason attached.
- 5Sync direction is symmetric so whichever system your bookkeeper works in stays the source of truth for that invoice's lifecycle.
- 1Open /settings/integrations/xero/mapping. The page lists every ImmiIQ revenue category (professional fees, disbursements, government fees, sponsorship fees, education commission, refunds) plus every custom category your firm has added.
- 2For each category, pick the Xero account code from the dropdown. The dropdown is populated live from your connected Xero file so you always see the current chart of accounts.
- 3Set a default tax rate per mapping (GST on Income, GST Free Income, BAS Excluded). The mapping is applied on every push so BAS-time reconciliation stays clean.
- 4Save. Changes take effect for future syncs; historical invoices keep the account code they were pushed under.
- 5The page also lets you set the default 'Branding Theme' - the Xero-side invoice template that gets applied on push.
Tip: If you add a new revenue category in ImmiIQ, an amber banner appears on the mapping page until you assign it a Xero account. Unmapped categories block push until you resolve them.
- 1On first invoice push, ImmiIQ looks up the client (or sponsor, or partner) in Xero by email address first, then by legal name.
- 2Exact match: the invoice is pushed against the existing Xero contact.
- 3No match: a new Xero contact is created with the ImmiIQ-side name, email, ABN (where held), primary address and phone. The Xero ContactID is stored on the ImmiIQ record so subsequent syncs skip the lookup.
- 4Fuzzy match (name-similar but email different): the invoice is held with an amber flag on the client's billing tab so you can pick 'Use existing Xero contact', 'Create new' or 'Skip'.
- 5Delete a contact in Xero and the next sync recreates it - the ImmiIQ record retains the historical ContactID for audit.
- 1Every invoice on ImmiIQ has an activity timeline showing the full lifecycle: created, sent, viewed, paid, refunded.
- 2Xero events are auto-reconciled onto the same timeline with a Xero badge so it is obvious which side the action came from.
- 3Events include: pushed to Xero (with the Xero invoice number), viewed by contact in Xero, marked paid in Xero, voided in Xero, refunded in Xero.
- 4Each event carries a deep-link to the Xero-side invoice so you can jump straight into the source-of-truth record with one click.
- 5The timeline is the single audit trail regardless of which system a bookkeeper worked in.
- 1Record a refund in ImmiIQ (client billing tab > invoice > Refund) and the refund is pushed to Xero as a credit note against the original invoice.
- 2The credit note is applied to the invoice automatically so the paid balance reduces to the net amount received.
- 3Record a credit note in Xero and the credit is pulled back into ImmiIQ as a refund event on the invoice timeline.
- 4Partial refunds are supported both directions - the amount is applied against the specific invoice line, not the whole invoice.
- 5Refunds fully reverse the revenue attribution and MRR calculations, so your Analytics > Revenue attribution numbers stay honest on refund.
Tip: Refunds on trust-account transactions must be recorded through Accounting > Trust > Refund, not the invoice refund. Trust refunds sync to Xero as bank transfer entries not credit notes to preserve the segregation your regulator expects.
Analytics
Cohort retention, funnel median-days, time-in-stage bottlenecks, sponsor billing, revenue attribution, Harper cost.
- 1Open Analytics > Cohorts. Contacts are grouped by the month they first signed up (or were captured on a form).
- 2The retention grid shows what percentage of each cohort remained active month-on-month for the following 12 months.
- 3'Active' is defined per your firm - default is any client status change, invoice, message or portal login within the month.
- 4Hover any cell for the raw counts (active / total in cohort) and a link to the underlying contact list for that month.
- 5Use it to see whether a specific onboarding change, seasonal intake or pricing tier improved retention over baseline.
Tip: Cohorts are exclusive - a contact belongs to exactly one signup month, so the diagonal always adds up cleanly.
- 1Open Analytics > Funnel. The funnel shows conversion count and rate across your CRM pipeline stages: Lead > Assessment > Lodged > Additional Info > Granted.
- 2For every stage transition, the funnel also shows the median number of days a client spent in the upstream stage before advancing.
- 3Filter by date range, RMA owner, source (form / referral / import) or visa subclass to isolate a segment.
- 4Click any stage bar to open the list of clients currently in that stage - ranked by days in stage descending.
- 5Compare two date ranges side by side to see whether a workflow change improved conversion or shortened cycle time.
Tip: Median (not mean) is used deliberately - a single outlier case that sat in Assessment for 400 days would skew the mean and hide the real cadence.
- 1Open Analytics > Bottlenecks. The view ranks every current open case by how long it has been sitting in its current stage.
- 2The top rows are your worst offenders - cases that have been in one stage far above the median for that stage.
- 3Each row shows the client, the current stage, days in stage, the median for that stage across your firm, and the RMA owner.
- 4Click any row to open the client detail page and see the pipeline history so you know exactly when it stalled.
- 5Set a firm-wide alert threshold (e.g. any case > 30 days in Assessment) and the bottleneck view will email the assigned RMA when a case crosses it.
- 1Open Analytics > Sponsor billing. The tab shows invoice volume, paid vs outstanding and average time-to-pay across every sponsor account.
- 2Group by sponsor, by RMA or by month. Each grouping keeps the same three-metric layout so comparisons stay honest.
- 3The outstanding-invoice list ranks sponsors with the largest overdue balance first - the collections priority queue in one view.
- 4'Hidden from sponsor' invoices are counted in the totals but are visually marked so you can spot how much of your revenue is internal-only.
- 5Export the underlying invoice list as CSV for reconciliation with your general ledger.
- 1Open Analytics > Revenue attribution. The report attributes every paid invoice to the source that brought the client in and the RMA who owned the case.
- 2Sources are captured from the original contact record: website enquiry form (with UTM breakdown), referral partner, cold list, manual entry, sub-agent portal.
- 3Toggle between 'by source' and 'by RMA' views. The stacked bar chart shows revenue over time; the table underneath shows totals, client count and revenue per client.
- 4Filter by date range and visa subclass to isolate a market segment.
- 5Attribution is fixed at the client level so a client's lifetime revenue always accrues to their original source and their currently assigned RMA.
Tip: If you reassign a case mid-flight, revenue attribution follows the new RMA from that point forward. Historical invoices stay with the original owner.
- 1Open Analytics > Harper cost. The tab shows every Harper AI query grouped by RMA, by case and by query type (chat, case summary, email draft, document extraction).
- 2For each grouping you see total queries, total token spend and the running dollar cost against your plan's Harper allowance.
- 3The daily and monthly time series shows spend trend against the plan cap so you can see when you are heading for the ceiling before you hit it.
- 4Click any RMA row to drill into their query log - useful for spotting a case that is triggering an unusual amount of AI usage.
- 5Enterprise plans see a per-org cost overview across every sub-org for centralised billing.
Tip: Harper queries above your plan allowance are billed via metered usage. The cost tab is the source of truth for that overage before your next invoice.
- 1Every Analytics tab has two export buttons in the top-right: 'Export CSV' and 'Export PNG'.
- 2CSV export downloads the underlying data table with the currently applied filters - one row per data point, ready for pivot analysis in a spreadsheet.
- 3PNG export downloads a high-resolution snapshot of the visible chart with your firm's logo and the filter description in the caption - ready to paste into a client report or partner deck.
- 4Exports respect the current filter state, so a filtered view exports the filtered data (not the full dataset).
- 5PNG snapshots are rendered client-side so the analytics data never leaves your firm on the way to an external image service.
Marketing Campaigns
Consent-safe list imports, three-step nurture sequences, per-event unsubscribe and bounce handling.
- 1Open Marketing > Lists and click 'Import CSV'.
- 2Required columns: email, first_name, last_name, consent_source, consent_captured_at.
- 3Optional columns: phone, country, occupation_code, tags (comma-separated), notes.
- 4consent_source is a free-text field describing where the recipient opted in - e.g. 'website enquiry form', 'consultation booking', 'in-person consultation'. The value is stored per contact for the consent audit trail.
- 5consent_captured_at must be an ISO date. Rows without a valid consent_source and consent_captured_at are rejected at import - no consent, no contact.
- 6The importer previews each row, flags duplicates against existing contacts (dedup key: email) and shows any missing required columns before you commit.
Tip: The Australian Spam Act requires evidence of consent for every recipient. Rejected rows are exported back as a CSV so you can fix and re-import.
- 1Every contact on a marketing list carries a consent record: source, capture timestamp, capture method (form / manual entry / CSV import) and the IP address at the moment of capture where the source was a web form.
- 2Website enquiry forms and lead-capture forms embedded on your marketing site attach these fields automatically to each submission.
- 3For manually added or CSV-imported contacts, the consent_source and consent_captured_at values you supply become the proof of record.
- 4The consent tab on each contact profile shows the full history plus any withdrawal events (unsubscribe, complaint, manual removal).
- 5Export the consent log per campaign as CSV from Marketing > Campaigns > [campaign] > Consent audit - useful if OMARA or the ACMA ask for evidence.
- 1Open Marketing > Sequences and click 'New sequence'.
- 2A sequence is exactly three steps: step 1 fires on trigger, step 2 fires N days after step 1, step 3 fires M days after step 2.
- 3Each step has its own subject, body (WYSIWYG with merge tags for first_name, occupation_code, etc.) and a per-step CTA.
- 4Triggers: contact added to a list, contact tagged with a specific tag, contact completes a specific web form or manual enrolment from the contact profile.
- 5Contacts drop out of a sequence the moment they unsubscribe, reply to a step, or convert to a client. The drop-out reason is recorded on the sequence report.
Tip: Three steps is deliberate. Longer sequences push open rates below the ACMA-published spam threshold and expose the firm to complaints.
- 1Every marketing email carries a footer with two unsubscribe links: 'Unsubscribe from this event class' and 'Unsubscribe from everything'.
- 2Event classes are the categories of communication you send: campaign updates, newsletter, occupation-specific alerts, seminar invitations. Each contact can opt out of one class without silencing the rest.
- 3Class-specific unsubscribe links are the default footer. Clicking one records the opt-out against that class only and shows a confirmation page listing what the contact will still receive.
- 4'Unsubscribe from everything' is the escape hatch - one click removes the contact from every future send.
- 5Both links land on a hosted confirmation page. No login required - the token in the URL identifies the contact.
Tip: Per-class unsubscribe is required to keep a healthy sender reputation. Contacts who can opt out of only the noisy stream stay subscribed to the important stream.
- 1Every email send is tracked for delivery status via the sender-domain feedback loop.
- 2Hard bounces (invalid mailbox, domain does not exist) suppress the contact immediately - no further sends of any class until you manually re-verify the address.
- 3Soft bounces (mailbox full, transient failure) retry on the platform's schedule. Three consecutive soft bounces convert to a hard bounce.
- 4Spam complaints via the feedback loop suppress the contact immediately and remove them from every list. The complaint reason is recorded on the contact profile.
- 5The Marketing > Deliverability dashboard shows bounce rate, complaint rate and unsubscribe rate for each campaign so you can flag drift before it damages your sender reputation.
Tip: Sending to a suppressed contact is prevented at the API layer. Even a bulk-send action skips suppressed rows so there is no way to accidentally re-mail a complainant.
Convert Hub
Fifteen browser-local file tools for PDFs, images and signatures - files never leave your device.
- 1The Convert Hub is a suite of file utilities at /convert built for migration workflows: bundling exhibits, fixing rotation, hitting portal size caps, cropping passport photos and stamping signatures.
- 2Every tool has its own page at /convert/<slug> with SEO metadata, an FAQ and a shareable link.
- 3All processing happens in your browser. Files never leave your device.
- 4There is no signup and no quota - the pages are free and public.
Tip: All processing happens in your browser. Files never leave your device.
- 1Drop any number of JPG, PNG or WEBP images and download a single combined PDF.
- 2Page order matches the order you drop them in.
- 3Useful for bundling passport pages, payslips, evidence exhibits into one lodgement-ready PDF.
- 450 MB per image. All processing happens in your browser. Files never leave your device.
- 1Renders every page of a PDF to a 200 DPI PNG and downloads them as a ZIP.
- 2Useful when a portal only accepts images, not PDFs.
- 3Password-protected PDFs must be unlocked first (see Remove PDF Password).
- 4All processing happens in your browser. Files never leave your device.
- 1Drag in two or more PDFs and download a single merged file. Page order matches the order you arrange them.
- 2Stitch separate exhibits - bank statements, employer letters, tax returns - into one lodgement bundle.
- 3Originals on disk are untouched; the tool builds a fresh PDF and downloads it.
- 4All processing happens in your browser. Files never leave your device.
- 1Pick a page range (e.g. 1-3, 5, 7-9) and download a new PDF with only those pages.
- 2Useful for redacting sensitive pages or extracting a single exhibit from a long bundle.
- 3Extracts one range per run. To split into N separate files, run it N times.
- 4All processing happens in your browser. Files never leave your device.
- 1Rotate every page 90°, 180° or 270°. Fixes sideways phone scans in one click.
- 2Rotation is a metadata flag on each page so output size is within a few bytes of the input.
- 3Works on scans and text-based PDFs alike.
- 4All processing happens in your browser. Files never leave your device.
- 1Stamp DRAFT, CONFIDENTIAL, a client name or any custom text diagonally across every page.
- 2Customise opacity and rotation. Watermark is embedded as page content.
- 3Useful for marking internal drafts so a review copy cannot be mistaken for a lodged bundle.
- 4All processing happens in your browser. Files never leave your device.
- 1Stamp 'Page X of Y' footers on every page for clean exhibit referencing.
- 2Position, font size and starting number are configurable.
- 3Useful for tribunal and assessing-authority bundles where exhibits are referenced by page.
- 4All processing happens in your browser. Files never leave your device.
- 1Shrink a JPG, PNG or WEBP photo to fit the visa-portal 5 MB cap.
- 2Targets the size you set and re-encodes with an in-browser quality search.
- 3EXIF metadata is stripped by default so GPS coordinates do not leak in exhibits.
- 4All processing happens in your browser. Files never leave your device.
- 1Crop, resize and export a passport-spec photo at 35 x 45 mm ready for DHA online lodgement.
- 2Outputs a print-ready 600 DPI JPG at the correct aspect ratio.
- 3DHA reserves discretion at lodgement - the tool covers the technical checks but photo quality (background, lighting, expression) is on you.
- 4All processing happens in your browser. Files never leave your device.
- 1iPhones save photos as HEIC by default; lodgement portals only accept JPG or PNG.
- 2Drop your HEIC files and download JPGs at 92% quality - visually identical, portal-compatible.
- 3Runs on a WebAssembly decoder inside your browser tab.
- 4All processing happens in your browser. Files never leave your device.
- 1Add AES-256 password protection to a PDF before emailing it to a client or counterparty.
- 2The password is used in-browser to derive the encryption key and then discarded - it is not stored anywhere.
- 3If you forget the password, the PDF cannot be recovered.
- 4All processing happens in your browser. Files never leave your device.
- 1Enter the open-password and download an unprotected copy of a PDF you legitimately have the key to.
- 2This tool decrypts using the password you provide - it does not crack or guess.
- 3The password and the file stay inside your browser tab.
- 4All processing happens in your browser. Files never leave your device.
- 1Shrink an oversized PDF to fit the 5 MB lodgement cap.
- 2Embedded raster images are re-encoded at lower quality; vector text stays untouched so it remains sharp.
- 3Typically 50-70% size reduction on scan-heavy PDFs with no visible loss.
- 4All processing happens in your browser. Files never leave your device.
- 1Draw your signature (mouse or touchscreen), pick a page and position, and download a stamped PDF.
- 2Toggle on the audit trail to record a SHA-256 hash of the signed file - useful for proving integrity later.
- 3For statutorily-binding e-signatures use the in-app CSA signing flow inside ImmiIQ instead.
- 4All processing happens in your browser. Files never leave your device.
- 1Open a PDF and add text boxes, highlight passages, white-out content, draw shapes, place images or signatures.
- 2Reorder or delete pages from the thumbnail sidebar before exporting.
- 3Text edits use a whiteout-and-retype overlay so the original layout is preserved (substitute font: Helvetica).
- 4Rendering uses pdf.js and saving uses pdf-lib - both run entirely in your browser tab.
- 5All processing happens in your browser. Files never leave your device.
Sponsor Portal
Standard Business Sponsor onboarding, obligation nudges, expiries dashboard and Harper-assisted SBS autofill.
- 1Open Sponsors > Portal access from the sidebar and click 'Invite HR contact'.
- 2Enter the HR contact's full name, email and the sponsoring entity they act for. Pick 'Owner' or 'HR member' for their portal role.
- 3Send the invite. The HR contact receives a magic-link email plus a 6-digit access code - no password to set up.
- 4They click the link, enter the code and land on their private sponsor portal scoped to that sponsor's records only.
- 5From that point every nominee, obligation and document sits on their portal alongside your RMA-side view.
Tip: Invites are single-use. If the HR contact loses the email, revoke and re-send from Sponsors > Portal access > [contact].
- 1Open the sponsor detail page and go to the Roster tab.
- 2Click 'Import CSV' and download the sample template if you need the header shape.
- 3Required columns: given_name, family_name, date_of_birth, passport_number, nationality, visa_subclass, position_title, occupation_code.
- 4Optional columns: passport_expiry, visa_expiry, health_exam_date, character_check_date, salary_aud, start_date.
- 5Drop the CSV. The importer previews each row, flags duplicates against existing nominees and shows any missing required columns before you commit.
- 6Post the import. Each nominee lands as its own record on the roster and starts the expiries clock the moment dates are set.
Tip: The importer is idempotent on passport_number - re-running the same CSV updates matching rows instead of creating duplicates.
- 1Open Sponsors > Expiries. The dashboard shows every nominee grouped by the next expiring artefact.
- 2Four columns: passport expiry, visa expiry, health examination expiry and character check expiry.
- 3Each column sorts nominees by days remaining with amber (30 days) and red (7 days) chips for quick triage.
- 4Click any nominee to open their profile with the exact expiring document, source of truth and renewal checklist.
- 5Filter by sponsor, visa subclass or country to focus the view. The dashboard is shared with the HR contact on the sponsor portal.
- 1From the sidebar open Sponsors > New and click 'Upload SBS approval PDF' at the top of the form.
- 2Drop the Standard Business Sponsorship approval letter. Harper reads the PDF and extracts sponsor legal name, ACN, ABN, approval date, expiry date, occupations approved and nominee cap.
- 3The extracted values pre-fill every field on the /sponsors/new form. Review, correct anything that needs adjusting and save.
- 4The sponsor record is created with the SBS approval attached to the documents tab as the source-of-truth artefact.
- 5Autofill runs in-browser with the PDF and the extracted values held under your organisation - the SBS letter is never shared beyond your tenant.
Tip: Scanned SBS letters without an OCR layer will not autofill reliably. Use the Convert Hub 'OCR PDF' workaround or upload a text-native copy.
- 1Sponsor obligations (record-keeping, salary payment, cooperation with DHA monitoring) sit on a timeline against each sponsor.
- 2When an obligation deadline approaches, the platform fires nudge emails to both the RMA and the HR contact.
- 3The tiers are 30 days, 14 days, 7 days and 1 day before the deadline. Each tier escalates the subject line and the CTA urgency.
- 4Nudges include the deadline, the obligation reference (e.g. 482 sponsor record-keeping under s.140K) and a direct link to the sponsor's obligation tab.
- 5Snooze or complete an obligation from the sponsor timeline to stop further nudges on that item.
Tip: Tier cadence is fixed to align with OMARA's expected sponsor-monitoring cycle. Missing a nudge is not a defence if DHA audits.
- 1Every Monday at 08:00 AEST the platform emails a weekly digest to opted-in HR contacts summarising the sponsor's status.
- 2The digest covers upcoming expiries, obligation deadlines in the next 30 days, new nominees added, invoices raised and messages awaiting reply.
- 3HR contacts opt in from their sponsor portal under Notifications > Weekly digest. Opt-out is one click on any digest email.
- 4RMAs get a mirror copy so both sides start the week on the same page.
- 5The digest is empty-state aware - if there is nothing to report that week, no email is sent.
- 1Open the sponsor detail page and go to the Billing tab. It shows every invoice raised for that sponsor with status, amount and payment history.
- 2Each invoice has a 'Hidden from sponsor' toggle. When on, the invoice stays in your RMA-side view but disappears from the HR contact's portal.
- 3Use it for internal charges you route through the sponsor account but do not want the HR contact to see (e.g. a partner-firm referral fee, an interim retainer).
- 4The toggle is per-invoice and reversible. Flipping it does not send a notification either way.
- 5The audit log records who flipped the toggle and when so there is a defensible trail.
Tip: Aggregate revenue reporting counts hidden invoices - only the sponsor portal view is filtered. Your MRR numbers stay honest.
- 1Open the sponsor detail page and go to the Messages tab. It is a single threaded conversation shared between the RMA (you) and the HR contact.
- 2Post a message. The HR contact sees it on their portal and receives an email nudge if they have not read it within 4 hours.
- 3Attachments live inline in the thread and count against your firm's document storage cap.
- 4Messages are timestamped and read-receipted so both sides know when the last reply landed.
- 5Every message is stored under the sponsor's audit trail alongside document uploads and obligation actions.
Tip: The thread is scoped per sponsor. Do not use it for individual-nominee correspondence - that belongs on the nominee's own communications tab.
Platform & Security
Security, access control, usage limits and platform infrastructure.
- 1ImmiIQ supports two base roles: Admin and Member. Admins manage team, billing and org settings; members do not.
- 2Layered on top, each member has three independent permission axes that admins can tighten any time without changing the underlying role:
- 31. Data scope: all clients (default), their team's clients only, or their assigned clients only. The filter applies at the database layer - direct API calls return the same restricted set the user sees in the UI.
- 42. Module access: ten per-member switches (clients, cases, communications, AI, documents, invoices, reports, billing, settings, team management). A blocked module disappears from the sidebar and the API.
- 53. Role templates: named presets (Finance, Client Service, Operations) that bundle scope + modules. Bulk-apply across the team. Saved as snapshots, not live bindings - deleting a preset later never accidentally regrants access.
- 6Sub-teams group members for the "Their team" scope and can carry a default role that applies on add.
- 7Single-session enforcement ensures each user can only be logged in on one device at a time for security.
- 1Pro (A$79/month or A$49/month billed annually - save 38%): 1,000 clients, 1,000 Harper AI queries/mo, 5,000 emails/mo, 100 SMS/mo, 30 GB storage, 5 team seats, full custom branding (logo, brand colour and verified sender email domain via DKIM/SPF/DMARC), branded reports and invoices, full CRM and priority email support.
- 2Enterprise (custom pricing): Everything in Pro plus unlimited seats, webhook integrations, dedicated account manager, multi-language interface, IP allowlist, custom usage limits, trust accounting and SLA support.
- 3All plans start with a 7-day free trial with full Pro access. No credit card required.
- 4Plan-based feature gating ensures you only see features available on your current plan.
- 1Each plan includes usage limits for AI queries, email sends, SMS sends and storage.
- 2Usage is tracked in real time and visible on your dashboard.
- 3When you approach a limit, you'll receive a notification. Hitting a limit does not delete data - it pauses that feature until the next billing cycle.
- 4Enterprise plans can have custom limits configured by your dedicated account manager.
- 1All data is encrypted in transit (TLS 1.3) and at rest.
- 2Document storage is encrypted and access-controlled with time-limited signed URLs that expire after 1 hour.
- 3Organisation-level data isolation ensures your clients' data is completely separated from other organisations.
- 4Passwordless magic link authentication eliminates password-related vulnerabilities.
- 5AI features use anonymised data (age brackets, not dates of birth) to protect client privacy.
- 6Cloudflare Turnstile bot protection prevents automated attacks on authentication endpoints.
- 1The platform interface supports 9 languages: English, Chinese, Hindi, Arabic, Korean, Japanese, Vietnamese, Tagalog, and Bengali.
- 2Multi-language interface is available on Enterprise plans.
- 3Change your language in Settings > Preferences. The switch takes effect immediately.
- 4All government data (occupation names, visa details, SOL lists) remains in English to preserve accuracy.
- 1All payments are processed securely through a PCI-compliant card processor — your card number, CVV and full card details never touch ImmiIQ servers.
- 2Go to Settings > Billing to view your current plan, usage and payment history.
- 3Click 'Manage Subscription' to access the secure billing portal where you can update your card, change plans or download invoices.
- 4Annual subscriptions are billed as a single payment of A$588/year (equivalent to A$49/month - save 38% vs A$948/yr monthly).
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