PERMANENT RESIDENCY AND MIGRATION CONSULTANTS
Running a Migration Consultancy: Case Pipeline and Fee Stages
A client who paid his first instalment last year writes to ask why nothing has happened. The file is waiting on an external body, but nobody on your team has told him so in months, and he is starting to doubt the firm.
We advise on how the consultancy runs: case stages and who owns each, fee staging, workload per case officer, document checklists and the routine of updating clients. We do not advise on eligibility, immigration law or outcomes. Registered agents, lawyers and the authorities decide those.
Discuss your priorities ↗COMMON CHALLENGES
The pressures
we often see.
- 01Cases run for long periods across several stages, and staff lose track of which clients are waiting on you and which on an outside body.
- 02Fees are collected in lumps, and revenue is recognised mentally at signing, which hides how much work is still owed to existing clients.
- 03Case officers handle files at different stages with different deadlines, so one rushed file crowds out the others.
- 04Clients ask for updates in different channels, and answers vary by who picks up the phone.
- 05Documents arrive in pieces, and rework from missing certificates or mismatched names consumes more time than the first filing.
OUR FOCUS AREAS
Where the work
usually starts.
- 01A stage map for each case type showing documents, fees due and who is waiting on whom
- 02A fee schedule linked to defined stages with clear conditions for each instalment
- 03A pipeline sheet listing every open file, current stage, next action date and owner
- 04Case-officer load by file count and stage, with a ceiling you write down
- 05A document checklist per case type, with sign-off before anything is submitted
- 06A fixed client update rhythm, including the line you say when there is no news
- 07Refund and withdrawal terms written clearly in the agreement, reviewed by your lawyer
- 08Which files carry reputational risk if a deadline is missed, and a flag for them
START THIS WEEK
Things you can do
before you call anyone.
- List every open file with its last client contact date. Anyone not contacted recently gets a short written status note this week, even if nothing has changed.
- Hypothetical example: if a case officer holds forty files and eight of them are at the document stage, the same person is both chasing clients and doing filings. Split those roles.
- Write the fee stages on a single sheet. Check each against the work actually done and what your agreement says. Show the sheet to your lawyer.
A PRACTICAL ENGAGEMENT
Start with the priorities
that matter most.
We begin by understanding how your business runs today, find the gaps, and agree the scope in writing. Recommendations are shaped around your team, your resources and your goals.
- A case pipeline tracker with stage, waiting-on, next action date and fee status
- A client onboarding pack listing the documents needed and the update rhythm
- A role chart for intake, case officer, document checker and client service
- A short script for explaining delay without promising an outcome
Not the right fit when: We cannot advise on eligibility, scoring, refusals or complaints against agents, which need a registered consultant, a lawyer or the authority concerned. If a licence is in question, solve that first.
Explore a business audit ↗LET’S MOVE YOUR BUSINESS FORWARD
