<h2>How leads, booking forms, consultations, and client conversion work</h2><h2>Overview</h2><p>VisaFlo includes lead and client workflows to help firms manage intake before a case is opened.</p><h2>Lead workflow</h2><p>Use leads for prospects who have not yet become active clients. Depending on your setup, leads can be created manually, through forms, or through supported integrations.</p><h2>Booking and consultation workflows</h2><p>If booking or consultation forms are enabled, use them to collect prospect information before creating a full case.</p><h2>Converting a lead to a client</h2><p>Once a prospect is retained, convert the lead to a client and create the appropriate case type.</p><h2>Common questions</h2><h3>Can I use an intake form before choosing a program?</h3><p>Use lead forms or consultation forms for first-contact intake. Detailed case questionnaires are usually tied to a specific case type.</p><h3>What happens to leads that do not convert?</h3><p>Use a closed-lost or equivalent status if available, or keep the record in leads for future follow-up.</p>

VisaFlo includes lead and client workflows to help firms manage intake before a case is opened.

How leads, booking forms, consultations, and client conversion work

Team Visaflo

Getting Started

Leads

Effortlessly gather and track potential clients with VisaFlo’s lead collection tool. Stay organized and ensure you never miss an opportunity to follow up.

Collect Leads

Easily add new leads to your system and keep track of potential clients. With VisaFlo, you can quickly input lead details and stay organized for effective followup.

Add Leads

Embed your VisaFlo Form on your website to instantly capture leads and schedule meetings.

Custom Lead Form

Clients

Add when to add a client directly vs create a lead first.

Adding a Client

Add whether changes sync into existing cases.

Modifying a Client

Cases

Managing immigration cases is seamless with VisaFlo. Follow these steps to create a new case and start processing applications efficiently.

Creating a Case

Add multisigner workflow for sponsor + principal applicant.

E-Signature

VisaFlo documentation for Questionnaires.

Questionnaires

VisaFloallows you to send secure questionnaire invitations to clients, making it easy to collect required information for their visa applications. Follow these steps to send an invitation successfully.

Send Invitation

You can easily review their responses directly within the case. Follow these steps to access and manage questionnaire data.

View Questionnaire

VisaFlo allows you to add internal comments to a client’s questionnaire for better collaboration and case management. Follow these steps to provide feedback or request additional information.

Comments

VisaFlo automatically transfers client questionnaire responses into IMM forms, reducing manual data entry and ensuring accuracy. Follow these steps to autofill and review IMM forms efficiently.

Auto-fill IMM Forms

You will need to validate Representative PR Portal account prior to using this feature

Auto-fill Rep PR Portal

VisaFlo documentation for Visaflo Extension.

Visaflo Extension

MUST READ Getting Started

This extension is experimental and may not work as expected. Use at your own risk.

Installation

[https://screen.studio/share/Ysrur8gA](https://screen.studio/share/Ysrur8gA)

Create a Case on Visaflo

[https://screen.studio/share/J4hPL7zP](https://screen.studio/share/J4hPL7zP)

Autofill with Extension

Files

Merge Files

Add when to use compression for IRCC upload limits.

Compress File

Rename File

Add guidance for custom upload requests from questionnaires.

Upload Files

Download Files

VisaFlo documentation for Internal Notes.

Internal Notes

Add Internal Notes

Invoices

With VisaFlo, easily request payments from your clients by sending secure online payment links. Follow these simple steps to streamline the payment process.

Request Online Payment

Settings

Inviting a Member

Easily manage your subscription settings to ensure your plan suits your needs and preferences.

Manage Subscription

Email Signature

Templates let you create documents that automatically fill with your client's information. Here's how to set one up:

Letters & Agreements

We've made an exciting improvement to how emails work in VisaFlo!

Branded Email Address

VisaFlo documentation for Frequently Asked Questions.

Frequently Asked Questions

VisaFlo can autofill supported IRCC online portals and IMM PDF forms from the data collected in the client questionnaire. The workflow is designed to reduce repetitive manual entry, but you should still review every field before submission.

How online portal autofill works, when a case is ready, and what counts as one usage

VisaFlo support depends on the case type, form type, and portal. Some applications are supported through IMM PDF generation, some through online portal autofill, and some are not currently supported.

Which immigration programs and IRCC portals does VisaFlo support?

VisaFlo can generate service agreements and letters from your own Word templates. You add variables to the document, upload it in settings, configure the fields, then generate the document from a case.

How service agreement templates and e-signatures work

VisaFlo plans are based on the features you need and the number of cases or autofill uses included in your subscription. Use this article to understand the most common billing and plan questions.

VisaFlo pricing, case limits, annual plans, and overage rules

The questionnaire collects client information for the case. You can send an invitation, review answers, add comments or requested changes, and customize questions or upload requests depending on the case type and workspace settings.

How to send, customize, lock, and review client questionnaires

VisaFlo can send clientfacing emails and support branded email/domain setup. If email sending or whitelabel branding is not configured correctly, clients may not receive invitations or the sender may still show VisaFlo.

How to configure email sending, DNS records, and custom domain branding

VisaFlo uses Chrome extensions for some online portal autofill workflows. Install the correct extension before running autofill.

How to install the VisaFlo Chrome extensions and choose the right one

Answer questions about supported IMM forms, validation/barcodes, regeneration, and update timing.

How VisaFlo generates IMM PDFs and handles IRCC form updates

Use this article when a VisaFlo page freezes, a button does not respond, a file does not open, or an action keeps processing without completing.

Troubleshooting page errors, freezes, slow loading, and failed actions

VisaFlo can help move existing lead and client data into your workspace. Some data can be imported by CSV or Excel, while full case migration depends on how the previous platform stored the data.

How to import clients, leads, and cases from CSV or another platform

VisaFlo includes invoicing and paymentrelated workflows, but it is not a full accounting or trustaccounting system. Use this article to understand what you can do in VisaFlo and what may still need to be handled in your accounting software.

Invoices, payments, tax settings, exports, and trust accounting limits

VisaFlo can connect with some external tools directly and can support additional workflows through APIs or automation tools where available.

Which integrations VisaFlo supports and what can be automated with APIs

Use this article when data appears missing, a client says they submitted information but you cannot see it, or a form seems to have been overwritten.

Troubleshooting missing data, invisible changes, and recovery options

This article answers common questions about VisaFlo data storage, privacy, team permissions, credential handling, and whitelabel setup.

Data security, storage, team permissions, and white-label setup

VisaFlo tasks, reminders, workflows, and case statuses help your team track deadlines and internal responsibilities.

How tasks, reminders, workflows, deadlines, and case statuses work

AI Scanner helps move information from uploaded documents into VisaFlo questionnaires and forms. It can save time, but you should always review extracted data before using it for a submission.

What the AI Scanner can extract and how to use it safely

VisaFlo file tools help you collect, upload, organize, merge, compress, rename, and download documents for a case.

How file upload, folders, merging, compression, and storage work

Capture residual bug reports that do not fit a specific troubleshooting article and route them to support with useful context.

How to report a VisaFlo bug or unresolved support issue

Give users a checklist for CSV formatting, required fields, duplicate handling, and what to send support when imports fail.

Troubleshooting CSV import errors, duplicate records, and failed migrations

Clarify what to do when features appear locked, subscription buttons fail, or billing state looks wrong.

Troubleshooting subscription access, plan gating, and billing-state issues

Help users resolve autofill failures caused by incomplete data, extension mismatch, missing case mapping, or portal field errors.

Troubleshooting autofill failures, incomplete-question blockers, and extension case matching

Explain what to check when signature links fail, signed agreements do not appear, or multisigner workflows are unclear.

Troubleshooting e-signature links and signed agreement files

Explain how client links work and what to check when a client cannot open or continue a questionnaire.