The verdict in three sentences
For a Montreal firm of CICC-licensed immigration consultants handling 900 files a year, a custom case management platform costs between 15,000 and 32,000 CAD (in Dakar, the same scope runs 6,000,000 to 13,000,000 FCFA) in 2026, delivered in 3 to 5 months. It replaces WhatsApp threads, shared drives and email receipts with a client portal carrying a checklist per program, automatic WhatsApp and SMS reminders and instalment payments. The gain shows in three indicators: fewer missing documents, fewer unpaid instalments and consultants who handle 40% more files.
Modules and their budget
Each program has its own document list: study permit, work permit, Express Entry, Quebec selection programs (PSTQ, PEQ), visitor visa, family sponsorship. The platform must hold these templates and guide the client step by step.
| Module | Scope | Indicative budget 2026 (CAD) |
|---|---|---|
| Client portal | Sign-up, profile, document upload, step tracking | 2,800 to 5,600 |
| Checklists per program | Federal and Quebec templates, item-by-item validation | 2,100 to 4,700 |
| Consultant back office | Caseload, statuses, internal notes, deadlines | 3,000 to 6,500 |
| WhatsApp and SMS reminders | WhatsApp Business API, document and payment chasers | 1,600 to 3,500 |
| Instalment payments | Card, Interac, Stripe, automatic receipts | 2,100 to 4,700 |
| Owner dashboard | Revenue collected, arrears, outcomes per program | 1,400 to 3,000 |
| Security, testing, migration | Document encryption, access log, import of open files | 1,000 to 4,000 |
Hosting and maintenance: 90 to 180 CAD per month depending on stored document volume. WhatsApp Business messages are billed separately by Meta, a few cents per conversation.
Before and after: what changes day to day
| Indicator | Current setup (WhatsApp, Drive, Excel) | With the platform |
|---|---|---|
| Document collection time | 3 to 6 weeks per file | 1 to 3 weeks |
| Files per consultant | 60 to 80 a year | 90 to 120 a year |
| Instalments unpaid at 30 days | 15 to 25% | 5 to 10% |
| Lost or duplicate documents | Frequent | Tracked, versioned |
| Client information | Repeated calls and messages | Status visible 24/7 |
| Proof of payment | Screenshots | Numbered automatic receipt |
Estimate, 2026 order of magnitude, observed on firms of 4 to 10 consultants.
Compliance and trust
Immigration files hold sensitive data: passports, bank statements, civil records. The CICC Code of Professional Conduct requires consultants to keep client files and safeguard confidential information, and Quebec's Law 25 requires a privacy officer, a privacy impact assessment for new systems and defined retention periods. Plan file encryption, two-factor authentication for consultants and Canadian hosting. Remind clients clearly that the firm prepares the application but the decision belongs to IRCC or the Quebec ministry.
Mini case study
Mr. Ndiaye, owner of a 6-consultant firm in Montreal, bills on average 3,000 CAD per file, paid in three instalments. On 900 files, 18% of instalments run more than 30 days late, and 4% are never collected, or 108,000 CAD lost. With automatic reminders and one-click payment, he targets 1.5% losses: 67,500 CAD recovered per year. For a 24,000 CAD platform and 150 CAD monthly maintenance, the project pays back in about 5 months, before counting the extra capacity per consultant.
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FAQ
What does a case management platform for an immigration consultancy cost?
Between 15,000 and 32,000 CAD depending on modules, plus 90 to 180 CAD per month for hosting and maintenance.
Can clients pay in instalments?
Yes, each instalment generates a payment link by card or Interac, with an automatic receipt. For clients in West Africa, Wave or Orange Money links can be added.
How long until go-live?
3 to 5 months, including a 3-week pilot on 30 to 50 open files before opening the platform to all clients.
How are passports and bank statements protected?
Files are encrypted, access is logged and limited to the file's consultant, with automatic deletion 12 to 24 months after closure in line with your retention policy and Law 25.
Can new programs be added later?
Yes, a new checklist, for example for a new Quebec pilot program, is added by configuring a template, usually for 700 to 1,400 CAD.
Let's scope your project. Describe your programs, file volume and payment setup, and we will scope a platform, delivered in 3 to 5 months. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
