Understanding the Case Profile

The case profile is the single source of truth for a client’s case. Every detail connected to a specific case lives inside its case profile - documents, file notes, reminders, invoices, forms, contracts and emails. If a client has multiple cases, each case has its own profile, and information never overlaps. This separation ensures you always know exactly which documents, invoices or notes belong to which case, making it simple to stay organised and confident that nothing is misplaced. You can use the Cases Overview page to get to the case profile, or you can find the case profile from the client profile - see Client Profile.

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Case Overview

The Overview tab is divided into three main sections:

• Top banner – Displays the client name and case category, shows the case’s unique email address (e.g., CS00107-wi@yourorganisation.adviseraide.com) and provides a button to compose a new email to this case.
• Left panel: Case information – Lists key details such as the case number, case type, status, eligibility, assigned adviser and client contact details. This section provides a quick reference to all critical information about the case.
• Right panel: Quick snapshot – Summarises the case’s activity by showing counts or summaries of documents, notes, reminders, invoices and forms. This snapshot helps you see at a glance how much has been done and what still needs attention.

The overview tab serves as a dashboard for the case. While it gives you a high-level summary, the dedicated tabs along the top provide detailed views and tools for each type of data. Use these tabs to manage documents, notes, reminders, finances, forms, contracts and emails without leaving the case profile.

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Case Documents

The case document tab is the central repository for all files associated with the case. It supports:

• Uploading files – You can upload individual or multiple files. Drag-and-drop or use the “Upload” button. When multiple files are selected a context toolbar appears, allowing batch operations.
• Automatic email attachments – When you forward an email to the case email address (e.g., CS00107-wi@yourorganisation.adviseraide.com), any attachments are automatically saved here. Additionally, the email content itself is converted into a PDF file and saved in the case profile, ensuring you never lose important correspondence or documents.
• Link from other cases or the library – You can link existing files from other cases or from your document library. This avoids duplication and keeps everything consistent.
• Built-in editor – Create or edit Word-like documents directly in your browser. You don’t need to download or re-upload a file.

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Case Notes

The notes tab is where you record written observations, call summaries, internal comments and other details about the case. Each note captures:

• Content – the full body of the note, where you can include formatted text.
• Timestamp – automatically recorded so you can see when each note was added.

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Automatic Notes

AdviserAide automatically creates notes for key actions in the case, saving you time and ensuring nothing is missed. Automatic notes are created when:

• Sending agreements – When you email an agreement/contract to a client
• Agreement signed – When the client signs and submits the agreement
• Sending invoices – When you send an invoice for payment
• Payment receipts – When you send a payment receipt to the client
• PDF forms sent – When you send a PDF form to the client for completion
• Forms submitted – When the client completes and submits a form

These automatic notes provide a complete audit trail of all actions without requiring manual entry. Over time, notes build up a chronological record of everything that has happened in the case. This history can be invaluable for compliance, handovers or simply refreshing your memory.

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Case Reminders

The reminders tab helps you keep track of deadlines and follow-ups for the case. Reminders are displayed in two collapsible sections:

• Upcoming Reminders – Shows all active reminders that need attention
• Completed Reminders – Shows reminders that have been marked as complete

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Creating a Reminder

Click Create Reminder to add a new reminder. You can configure:

• Description – What the reminder is about (required)
• Client – Link to the client (optional, automatically set for case reminders)
• Case – Link to a specific case (optional, automatically set when creating from a case)
• Due Date – When the task should be completed (optional)
• Assign Users – Select which team members should receive the reminder (required)
• Reminder Schedule – Configure up to three email reminders at different times:
  • First Reminder – The initial reminder notification (required)
  • Second Reminder – An optional follow-up reminder
  • Third Reminder – An optional final reminder

This flexible scheduling ensures important deadlines are never missed, with multiple notifications to keep tasks top of mind.

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Case Finance - Invoices and Advance Payments

The finance tab shows all invoices and advance payments connected to the case. From here you can:

• Create new invoices (see Creating and Sending an Invoice).
• Record payments when a client pays.
• Create advance payments or proforma invoices (see Advance Payments).
• View the case’s financial history at a glance.

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Case Forms

The forms tab lets you assign, share and track fillable forms for the case.

• First, create a form template.
• Assign the form to a case by clicking Assign Form Button.
• Share the form with the client by clicking Share Form and emailing them the secure link.

The client can then open the link on their mobile phone, fill in the details, sign the form, and submit it online. Once submitted, a completed PDF is automatically created and saved in the case’s Documents tab. For detailed guidance, see Digitizing PDF Forms and Creating Advance Forms.

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Case Contract / Agreement

The Contract tab works similarly to forms but focuses on agreements. Create contract templates, assign them to a case and send them to the client for signing. The client signs electronically on their phone or computer. AdviserAide then:

• Stores the signed contract in the Documents tab.
• Sends a confirmation email to the adviser.
• Adds a note to the case to record the event.

See detailed documentation on Creating and Sending a Contract / Agreement for Signature.

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Case Emails

The Email tab is a central hub for managing all communication within a case. It keeps a complete record of every email sent to the client for that specific case. When you email an invoice, it is automatically stored in the Sent folder. The same applies when you email an invoice receipt. You can also compose new emails directly in AdviserAide which is saved to the sent folder. If you forward an email to the case’s unique address (for example, CS00001-wi@yourorganisation.adviseraide.com) it will appear in the case inbox. This way, every message connected to a case, such as John’s Student Visa case, is gathered in one place for easy access.

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Inbound Emails

Every case has its own inbound email address (for example, CS00001-wi@yourorganisation.adviseraide.com). This address is used to bring external correspondence into the case: if you or a client forward an email to this address, Adviseraide attaches the message and any attachments to the case automatically.

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Outgoing Emails

When you compose an email in Adviseraide, it is sent from your organisation’s alias (such as YourOrganisationName@email.adviseraide.com). Adviseraide automatically adds both your organisation’s address and the case’s inbound email address to the reply-to email header. This means clients can reply directly to the email they receive, and AdviserAide will:

• Deliver the reply to your usual inbox so you can continue the conversation from your email client.
• Log a copy of the reply in the Email tab of the case profile. Any attachments in the reply are automatically saved to the Documents tab. This ensures nothing important gets lost and eliminates manual uploads.

If a third party (such as an immigration authority) sends messages directly to the case email address, they will also be captured here and the attachments will be filed under Documents.

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Next Step

Creating and Sending a Contract

Learn how to create a contract template and send it to clients for signing.