VoletPro handles the repetitive work of an immigration file so your time stays where it matters: advising.
A link sent to the client opens a clear questionnaire, split by topic (identity, family, employment, travel history…). Available in 12 languages. The client only sees the sections for their case type, can stop and resume, and a short video guides them. A Law 25 consent screen precedes any data entry.
From the answers, VoletPro fills the federal (IMM) and Quebec forms and produces them as PDFs. Information is entered once. You check every form before filing — responsibility for the content stays yours.
Every file carries its key dates. One table gathers the deadlines across all files, most urgent first. The home page shows a banner when a date is near or past.
A checklist tailored to the case type (sponsorship, work permit, permanent residence…), with progress visible at a glance.
Every file keeps its own log: who did what, and when. Append-only — nothing in it can be edited or deleted, not even by you. Closing a file checks the three conditions of the College's Client File Management Regulation (fees settled, client property returned, client notified in writing), then counts the six years of retention for you. If you are audited, the firm export already contains the complete file and its log.
Add agents to your firm any time. Each has their own access, and you see who handles which file.
A "?" button on every page, explainer videos and a full printable guide: you find the answer without searching or calling anyone.
The client signs in to a portal under your name, follows their file's status and uploads their own documents — fewer email round-trips.
VoletPro composes the preparation letter: the questions to review and their explanations, tailored to the case type. Your choices are remembered and come back for the next client of the same type. The letter is emailed, printed and shown in the portal, in the client's language. The client prepares answers there, in writing or as a voice recording; you mark each answer "OK" or "To review". For couples, both spouses answer separately and you see their answers side by side. Your role stays to help the client be precise and truthful, never to dictate an answer.
The retainer agreement a regulated consultant must use: scope of the mandate, fees, retainer, terms. Filled from the file and your profile. The client signs it online in their portal; the name, date and fingerprint of the signed text are kept. Several agreements per file if needed.
A ledger of deposits and withdrawals for each client, with a running balance and a numbered receipt for every payment. No withdrawal can exceed the balance, nothing is erased (a mistake is fixed by a reversing entry) and alerts remind you of the 30-day deadlines in the College's Code of Professional Conduct. VoletPro keeps the ledger; it never moves the money.
Record retainers and fees, produce automatically numbered PDF invoices. VoletPro never touches this money: it is a ledger, not a payment processor.
A real bookkeeping module for a small practice: income (paid invoices + manual entries), expenses with a photo of the receipt, sales tax matched to your province (GST/QST, HST, GST only…), a "small supplier" option below the $30,000 threshold, reports by period and Excel export. Enough to replace an accounting app day to day.
VoletPro builds your firm's professional website: you pick one of 5 templates, fill in a few fields, and it goes live on its own, secure and hosted in Canada. Your .ca or .com domain name is included and registered in YOUR name: it belongs to your firm, not to VoletPro. Already have one? We connect it, or you transfer it to us and we pay its renewal. The site is linked to Google and your social networks, and visitor requests arrive in VoletPro, ready to become new files.
After a file, a satisfaction questionnaire (1-5 rating + questions of your choice). Happy clients are invited to leave a Google review; the others are routed to a private note for you, never to Google. A print-ready QR code poster invites walk-in clients at your office to leave a review.
VoletPro