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Hivi-X with Docketwise for pre-submission document collection

Hivi-X with Docketwise for pre-submission document collection

Nadia's Markham firm runs Docketwise for every open matter — countdowns, form packs, billing codes. Last month a study-permit file hit a wall: the CRM showed "documents pending" but nobody could say whether the client's financial proof was approved, rejected, or never sent. Three staff searched matter notes, SharePoint, and WhatsApp. The GIC receipt was in a text message screenshot from February.

Nadia did not replace Docketwise. She added one pre-submission checklist in Hivi-X and stopped mixing intake with matter notes.

Split the jobs

SystemBest for
Docketwise (or similar matter CRM)Matter status, forms workflows, deadlines, invoicing
Hivi-XNamed checklist, client upload, approve/reject QC, missing-item view

Pre-submission intake is repetitive and upload-heavy. Case strategy stays in the CRM; document completeness lives on a checklist both juniors and seniors can read at a glance.

Feature sets change by vendor and plan. Do not assume any CRM already has item-level reject-and-resubmit QC for overseas phone photos — test your own stack before buying a second tool.

The handoff workflow

  1. Open matter in Docketwise; create matching client in Hivi-X with program checklist (study permit, EE, spousal, etc.).
  2. Share guest link or portal for client uploads.
  3. Junior QC's each line — reject blurry bank statements, approve passports.
  4. When dashboard is green, export PDF package → attach to Docketwise matter → proceed to IRCC submission from your usual filing path.

No automated sync is required or claimed. The export event is your bridge — once per milestone, not per email attachment. CICC client-file expectations still sit with the licensee: keep a secure, accessible file of what you relied on.

See also: immigration CRM vs document collection, immigration case system vs document intake layer, exportable PDF for CICC records.

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Start a free trial or download the free Express Entry checklist PDF.

General information only. Not immigration advice. Hivi-X is document-collection software — not a licensed immigration consultant. Not affiliated with or endorsed by CICC, IRCC, or Docketwise. Product capabilities of third-party CRMs change; verify against your own licence and vendor documentation.

Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.

Frequently asked questions

Does Hivi-X replace Docketwise?
No. Keep your CRM/matter system for case status, forms, and billing. Hivi-X handles structured document collection and QC before submission.
Where does the final package live?
Approved items export as PDF for upload to Docketwise or your CICC retention folder — per your firm policy.
Can juniors intake in Hivi-X while seniors work in Docketwise?
Yes. Co-agent access lets juniors QC uploads without full CRM admin rights.
Do clients need two logins?
Clients use Hivi-X guest link or my-id.ca for uploads only. Any Docketwise client portal you already use stays separate.
Is there a native Docketwise integration?
No native two-way sync is claimed here. The handoff is export PDF → attach to the matter.

Collect complete immigration client files without the chase

Hivi-X helps Ontario RCICs collect passports, police certificates, employer letters, and IRCC forms with reusable checklists, the my-id.ca client portal, self-hosted AI summaries, and exportable PDF packages for your client file archive — alongside your immigration CRM.

Hivi-X + Docketwise Pre-Submission Intake | RCICs | hivi-x