01
Audit
Month 1
The client path mapped from first inquiry to file completion. Intake and document handling surfaced as the constraint.
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Immigration Services
Planned Immigration Inc.
40% less time per client file and double the capacity without new hires.
0%
less time per client file
0
processes automated across intake and documents
0x
client capacity without new hires
Sector
Immigration services
Engagement type
Embedded advisory and implementation
Services deployed
Status
Ongoing, month to month
Challenge
Planned Immigration manages a high volume of client files, government forms, and deadline-driven communication. Every hour spent on repetitive admin was an hour a licensed consultant was not advising clients, and file volume was growing faster than the team could.
Approach
We engaged as Planned Immigration's embedded AI consultants, mapping the client path end to end and deploying automation across intake, document handling, and client communication. Every tool was approved by leadership before purchase and is owned outright by the firm.
The arc
How the engagement unfolded.
02
Intake lane
Month 2
Inquiry handling and client onboarding automated, with consultants approving every outbound.
03
Document engine
Months 3 to 4
Collection, checking, and status communication systematized across the caseload.
04
Stay
Ongoing
Capacity doubled on the same headcount; the roadmap now targets deadline risk management.
What we installed
- Structured intake with automated qualification and scheduling.
- Document collection and completeness checking.
- Client status communication with consultant-approved templates.
- Deadline visibility across the full caseload.
- SOPs so every consultant runs the same process.
Systems architecture
How the work actually runs.
These diagrams are illustrative reconstructions of the automation patterns behind this engagement. Client logic, vendor nodes, and data schemas stay confidential, so what you see is the shape of the system rather than the build itself.
Intake to file-ready pipeline
Illustrative workflowClient communication and status engine
Illustrative workflowWhat made it work
01
Regulated work means humans sign off. Every client-facing output passes a consultant. The system accelerates; it never decides.
02
The constraint was intake. Fixing the front of the funnel freed the licensed experts to do the work only they can do.
03
SOPs came first. The automation enforces a process that was designed on paper before it was built in software.
“Our consultants stopped chasing documents and went back to advising clients. Same team, twice the files, and fewer mistakes than when we did it by hand.”
Outcome
Planned Immigration now moves files faster with fewer errors, and consultants spend their hours where they matter: advising clients instead of chasing paperwork.
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