A client portal for migration agents
Give every client one secure place to follow their application, answer your questionnaire, upload their documents and message you. The answer to "any update on my visa?" is already in front of them.
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What your client sees
The portal is a separate, sign-in-only site for your clients, organised into six tabs: Overview, Questionnaire, Progress, Documents, Tasks and Messages.
Overview shows where the application stands, for example Lodged with DHA, with the transaction reference number and the Department's file number once you have recorded them, and any deadlines. Progress shows a stage tracker built from your own pipeline stages, so the client sees your process in your words, with a timeline of recent activity underneath.
Documents without the email chase
Each matter's checklist appears to the client as a list of requested documents, each with its own upload button and a progress bar for the whole list. They can drag files in from a computer or upload from a phone.
It works in both directions. Share any file on the matter with the client and it appears under "From your migration agent". Department forms you have filled in for them appear under "Forms prepared for you", with a place to upload the signed copy.
The questionnaire, in the same place
Clients complete your questionnaire inside the portal. Answers save as they go, and "Save & finish later" lets them stop and return. Submitting locks the questionnaire so the answers you work from do not shift under you; if something needs correcting, you reopen it for the client.
Messages that stay on the file
The Messages tab is a two-way, secure thread between you and the client, with file attachments, and you can see whether your message has been read. When a message is waiting for the client, the email that tells them so carries no message text: they sign in to read it.
If your practice prefers email, messaging can be switched off for the whole firm or for a single client.
Invoices and deposit requests
Clients see the invoices you have issued, with line items and GST, and can download receipts. Once you have connected your own Stripe account, each invoice carries a Pay Online button. Deposit requests show the client how to pay into your clients' account, with your account details and the reference to quote.
Your name on the door
The portal carries your firm's logo and colour and lives at your own address, yourfirm.lodgehq.com.au. On the White Label plan it runs on your own domain, with LodgeHQ's name removed.
How a client gets in
- 1
Invite them from the matter
Send the portal invite from the matter. The client receives an email from your practice with a link to set up their access.
- 2
They choose how to sign in
Most clients create a password. Those who would rather not can ask for an emailed sign-in link each time.
- 3
They work through what you asked for
Questionnaire, documents and tasks, on a phone or a computer, in whatever order suits them.
- 4
It lands on the matter
Uploads, answers and messages appear on the matter for you and your team. You can also open the portal as the client sees it.
Good to know
The conditions and limits, so you find them here and not after you have signed up.
- Documents for signature are not signed inside the portal. The client receives an emailed link that opens a signing page.
- Pay Online appears only after you connect your own Stripe account. Without it, clients still see their invoices and how to pay you.
- A client with more than one matter sees each of them, and switches between them from a Matter menu.
- Running the portal on your own domain, with no LodgeHQ name, needs the White Label plan.
Client portal: questions agents ask
Do clients need to install anything?
No. The portal runs in a web browser on a phone, tablet or computer. There is no app to download.
How do clients sign in?
With their email address and a password they create from your invite, or with a single-use sign-in link emailed to them on request. A forgotten password is reset by email.
Can clients pay an invoice from the portal?
Yes, once you have connected your own Stripe account in Settings. Each issued invoice then shows a Pay Online button, and the money settles into your Stripe account. Without Stripe connected, clients see the invoice and your payment details.
Can I use my own domain and branding?
Every firm's portal carries its own logo and colour at yourfirm.lodgehq.com.au. A portal on your own domain with LodgeHQ's name removed is part of the White Label plan.
Can I turn portal messaging off?
Yes. Messaging can be switched off for the whole firm or for an individual client, and the rest of the portal keeps working.
Works with
All features →E-signatures and Form 956
Send service agreements, Form 956 and your own documents for signature from the matter. The signed copy is filed for you.
Home Affairs forms
Form 956, 956A, 80, 1221 and the rest of the library, filled from the file as the Department's own editable PDFs.
Invoicing and the clients' account
Quotes, invoices, card payments and the clients' account ledger on the matter itself, with statements of service and a monthly reconciliation.
LodgeHQ holds SMB1001:2026 Gold (issued on director attestation), was independently assessed by a Google-authorised CASA lab in July 2026 for the Gmail integration, and is a Microsoft verified publisher. Your records are stored in Australia on AWS Sydney; what leaves, and to whom, is listed in full. How we protect client data →
Put your next file through it
Try LodgeHQ on a real matter. The trial is the full plan, and your data is yours to export whenever you like.
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