Get complete, correctly formatted document packages on the first submission. Our document collection software for immigration consultants automates file requests, validates uploads in real-time, and organizes everything into ready-to-submit case folders. Stop wasting 5 to 8 hours per week chasing missing files.
Every immigration application requires documents. Passports, language test results, educational credentials, employment letters, proof of funds, police certificates. The list varies by application type, but one thing stays constant: getting clients to submit complete, correctly formatted documents is painful.
Here is what typically happens:
You send an email listing the required documents. The client responds with three of the ten items you need. You send a follow-up specifying what is missing. They upload a blurry photo instead of a scanned PDF. You ask them to resubmit. Days pass. They send the wrong document entirely.
This cycle repeats for every client, every application. A single Express Entry case might require 15 to 20 documents. A family sponsorship could need 30 or more. Multiply that by your active caseload.
Each document type has specific requirements. File format, size limits, translation needs, certification requirements. Managing all of this manually is where errors happen.
Document collection software replaces email-based document requests with a structured, automated system. Clients receive clear instructions, upload to a secure portal, and you track everything in one place.
This is not a generic file sharing tool. It is immigration document management designed for RCIC workflows:
We design secure file collection for RCICs that fits your existing workflow. Here is our approach:
We catalog every document type you collect across all application categories. Express Entry, PNPs, work permits, study permits, family sponsorship, citizenship. Each gets a defined checklist with specifications.
Clients access a secure portal where they see their personalized document checklist. Each item includes clear instructions, acceptable formats, and examples. They upload directly to your system.
The system checks file formats, sizes, and basic completeness. Wrong file type? Flagged immediately. Blurry image? Prompted to resubmit. This catches common issues before they reach your desk.
Outstanding documents trigger reminder sequences. Gentle at first, then more direct. Configurable timing based on your preferences. You can override for specific clients if needed.
Submitted documents flow into your preferred storage structure. Google Drive, Dropbox, SharePoint, or immigration-specific platforms. Consistent naming conventions applied automatically.
Checklists generated based on application type and client situation. Express Entry checklist differs from LMIA. Single applicant differs from family application.
Clients upload through encrypted, branded portals. No email attachments. No third-party file sharing links. Everything in one secure location.
Automatic checks for file type, size, and basic quality. PDFs required? The system enforces it. File too large? Client prompted to compress.
Real-time view of document status across all active cases. See at a glance which cases are complete, which are waiting on clients, which need attention.
Scheduled follow-ups for outstanding documents. Configurable timing and messaging. Escalation options for unresponsive clients.
Documents auto-sort into consistent folder structures. Standardized naming conventions. Every case file organized the same way.
Document collection is the foundation for everything that follows. Clean, complete documents flow into application form automation and enable faster processing overall.
Immigration documents contain sensitive personal information. Passports, financial records, medical results. Secure handling is not optional.
Barrana builds document collection systems with security built in:
Learn more about our approach: RCIC compliant AI tools.
Document collection connects to every other part of your immigration workflow:
See the complete framework: AI automation for immigration consultants.
Stop chasing documents. Start receiving complete packages.
In a 30-minute call, we will review your current document collection process, identify the biggest bottlenecks, and show you exactly how a custom portal would work for your practice. You will leave with a clear roadmap, whether you work with us or not.
We work with 2 to 3 new immigration firms per month. Book now to secure your spot.
Yes. The upload portal works on mobile devices. Clients can photograph documents and upload directly. The system prompts for higher quality if images are unclear.
You can flag documents for re-submission with specific feedback. The client receives notification of what needs to be corrected. Previous versions are retained for reference.
Yes. We integrate with platforms like INSZoom, Docketwise, and others. Documents can flow directly into your existing case management system.
Clients receive a secure link via email. They can also access through a client portal if you have one set up. No app download required.
Yes. While base checklists are template-driven, you can add or remove items for individual cases. Unusual situations get customized requirements.