A matter is used to organise the work, client details, services, fee agreement, invoices, payment schedule, and messages connected to a migration service.
Before you begin
Before creating a matter, make sure the relevant client or contact has already been added to your Migration Marketplace account.
You will need an individual contact or an organisation before you can create a matter and assign either to the matter.
You should also review your service fee schedules before selecting services for the matter. This helps ensure the correct fees are included in the fee schedule when the agreement is created.
How to create a matter
To create a new matter:
Log in to your Migration Marketplace account.
From the left-hand menu, click Matters.
Click Initiate matter in the top-right corner.
Enter a Matter name.
Add internal matter details in the reference field.
Select the relevant Contact name.
Select the Team name.
Select the Lead name.
Add a Support team member if required.
Search for and select the relevant service from the service list on the right-hand side.
Choose one or more services from the service list on the right-hand side of the page.
Click Save & proceed.
The matter will now be created and you will move to the agreement setup stage.
Creating an agreement for the matter
After creating the matter, you will need to create or select an agreement.
You can choose from the following options:
Use template — select a pre-built agreement template from the platform
Upload agreement — upload your own existing agreement document
Blank agreement — create a new agreement from scratch
If you want to use the platform’s generic agreement template, locate the template and click Use.
Using the fee agreement builder
Once an agreement has been selected, the fee agreement builder will open.
The builder includes three main sections:
Overview
Agreement content
Fee schedule
Overview
The Overview tab shows the basic details of the matter.
This may include:
Matter name
Matter description
Contact name
Team name
Lead name
Support person
Selected services
Use this section to review that the correct matter and client details have been selected.
Agreement content
The Agreement content tab allows you to review and edit the agreement before sending it for signing. You can update the agreement text directly in the editor.
You can also use available macros to insert pre-defined information into the agreement, such as client details, agent details, dates, business details, or other platform fields. Review the agreement carefully before continuing.
Fee schedule
The Fee schedule tab allows you to review and adjust the fees attached to the matter.
You can add, remove, or update fee items as required.
The fee schedule may include categories such as:
Professional fees
Home Affairs fees
Credit card surcharge
Disbursements
Miscellaneous fees
You can also search and add services from the right-hand side of the screen.
Before proceeding, make sure the fee schedule is accurate and reflects the services being provided.
Saving and continuing
Once you have reviewed the overview, agreement content, and fee schedule:
Click Save to save your progress, or
Click Save & Continue to continue to the signing stage.
Clicking Save & Continue will open the e-signing platform so the agreement can be prepared for signing.
Preparing the agreement for e-signing
In the e-signing platform, you can place fields onto the agreement document for the relevant recipients to complete.
Common fields include:
Signature
Date and time
Initials
Text
Checkbox
Attachment
Dropdown
Drag and drop the required fields onto the correct areas of the agreement. Make sure each field is assigned to the correct recipient. When the document is ready, click Save and Close.
This will send the agreement to the relevant parties for signing.
Signing order
The migration specialist signs the agreement first. After the migration specialist has signed, the agreement is automatically sent to the next participant for review and signing.
The visa applicant can then log in to their account, go to Migration, open the Agreements tab, and choose whether to Accept or Reject the agreement.
If the agreement is accepted
If the agreement is accepted and signed, the signed document will be made available to both the migration specialist and the client.
The matter will also be updated in Migration Marketplace. After acceptance, you may see:
An updated Matter ID
A Manage Matter button
Access to the forms and questionnaire system
Agreement status updated to accepted
Payment schedule items created
Invoice options available
If the agreement is rejected
If the agreement is rejected, the migration specialist will be notified. You can then review the agreement, revise it if required, and resend it.
Matters can change over time, so you can revise an agreement where needed. You may also be able to review agreement versions and access signed or unsigned versions from the matter record.
Managing a matter after it is created
Once a matter has been created, you can open it from the Matters section.
From the matter details page, you can review and manage the different parts of the matter.
Common matter tabs include:
Profile
Agreements
Payment Schedule
Invoices
Messages
Profile tab
The Profile tab contains the client’s personal and visa applicant information.
This may include:
Basic information
Contact details
Current occupation
Date of birth
Current immigration status
Right to work information
Birthplace details
Work rights and visa check information
The client may be prompted to complete their profile when they are added as a contact. This information helps support the documentation and case management process.
Agreements tab
The Agreements tab shows agreements connected to the matter.
From this tab, you can:
View agreement status
Download unsigned agreements
Download signed agreements
Preview the fee schedule
Revise the agreement
Review agreement versions
If an agreement has been accepted, it will show as accepted and may become the active version for the matter.
Payment Schedule tab
The Payment Schedule tab shows the scheduled payment items connected to the agreement.
This may include:
Fee item name
Service
Fee type
Fee amount
GST status
Due date
Payment status
Invoice status
Once both parties have signed the agreement, the matter can be formally initiated and payment milestones can be created. You may also be able to generate invoices from this section.
Invoices tab
The Invoices tab shows invoices connected to the matter.
From this tab, you may be able to:
View an invoice
Check payment status
Resend an invoice
Review invoice amount
Review invoice date
This helps keep the payment process connected to the matter record.
Messages tab
The Messages tab allows you to communicate with the client directly within the matter.
Messages can be used to keep communication related to the matter in one place.
Notification preferences for messages can be managed in your notification settings.
Important notes
Before creating a matter, make sure the individual contact has already been added to your account.
Before sending an agreement, review the matter details, selected services, agreement content, and fee schedule carefully.
Before using or editing an agreement, make sure it is suitable for your business and professional requirements.
If the agreement is rejected, you can revise it and resend it.
Troubleshooting
I cannot assign a client to a matter
Make sure the client has already been added as an individual contact in your Migration Marketplace account.
If the contact has not been created yet, add the contact first, then return to Matters and initiate the matter again.
I cannot find the service I want to add
Use the service search field on the right-hand side of the matter or fee schedule screen.
If the service does not appear, check whether your services and pricing have been set up correctly.
The agreement details look incorrect
Go back through the Overview, Agreement content, and Fee schedule tabs before sending the agreement.
Check the selected contact, matter name, services, fees, and agreement wording.
The client rejected the agreement
Open the matter, go to the Agreements tab, and revise the agreement if needed.
After making changes, resend the revised agreement for signing.
The client has not received the signing request
Ask the client to check their junk or spam folder.
If they still cannot find it, review the recipient email address and resend the agreement if available.
I cannot generate an invoice
Check that the agreement has been signed and accepted by the relevant parties.
Invoices are generally generated after the agreement and fee schedule have been completed.
Need help?
If you need help creating or managing a matter, please contact the Workinitiatives support team. You can start a conversation using the chat icon in the bottom-right corner of the platform, or email: