Most fee disputes start with something that was never written down. A client thought the fee included the review stage. Another thought the second instalment was due after the grant, not at lodgement. This guide covers how to set out fees and payment plans so both sides know what's agreed, and how to keep invoices and payments in order.
It's general information for registered migration agents and their teams, not legal, tax or financial advice.
1. Agree the fee in writing first
Put the fee in your client service agreement before you start paid work. It should show:
- the services included, stage by stage
- the professional fee for each stage
- the government charges and other costs the client pays (visa application charges, skills assessments, medicals, translations, police certificates), shown separately from your fee
- when each payment is due
- what happens if the scope changes, or the matter ends early
Check the Code of Conduct on mara.gov.au for what the agreement must contain. Our client service agreement guide covers the structure.
2. Tie payment plans to stages
Staged payments line up your fee with the work done, and clients find them easier to plan for. A common structure:
| Stage | When it's due |
|---|---|
| Initial assessment and advice | At engagement |
| Document preparation | When you start preparing the application |
| Lodgement | Before lodgement |
| Post-lodgement work | When requests from the Department arrive, if agreed |
Write the stage, the amount and the due date into the agreement. Avoid "balance on completion" without saying what completion means.
3. Keep client money separate
Money paid in advance for work not yet done, or for government charges you will pay on the client's behalf, is generally client money. Check your obligations for holding it (for example in a clients' account) and recording it in the Code of Conduct, and get advice if you're unsure.
4. Invoice every stage
Each invoice should show:
- the client and matter
- the stage and services covered
- your fee, and any disbursements, listed separately
- GST, if it applies (ask your accountant how GST applies to your clients, including clients outside Australia)
- the due date and how to pay
Number invoices in order and keep a copy on the client's file.
5. Record every payment
For each payment, record the date, amount, method, invoice it applies to and who recorded it. If a client pays part of an invoice, record the part payment and the balance still owing. Keep the records with the matter. See our OMARA record-keeping checklist.
6. Follow up overdue payments early
- Send a friendly reminder a few days before each due date.
- If a payment is late, follow up within a week, in writing.
- Note every follow-up in the client's file.
- If the client can't pay, agree a revised plan in writing rather than letting it drift.
Most late payments are forgotten payments. A simple reminder solves most of them.
7. Refunds
Set out in the agreement how refunds work if the matter ends early, and act on refund requests promptly. Check the Code of Conduct for your obligations on refunds and unspent client money.
How AgentDS fits
AgentDS is a CRM for migration agents. For fees and payments:
- Invoices and recorded payments on each client, with part payments and balances owing.
- Tasks and reminders for each payment due date.
- The owner's daily brief lists unpaid invoices, so overdue payments don't go unnoticed.
Frequently asked questions
Can migration agents offer payment plans?
Yes, many do. Set out each stage, amount and due date in the client service agreement before you start paid work, and invoice each stage.
Should government charges be included in my fee?
Show them separately. The client pays visa application charges and other third-party costs, and listing them apart from your professional fee keeps the agreement clear.
What should a migration agent invoice include?
The client and matter, the stage and services covered, your fee and disbursements listed separately, GST if it applies, the due date and how to pay.
How do I handle money paid in advance?
Money for work not yet done, or for charges paid on the client's behalf, is generally client money. Check the Code of Conduct on mara.gov.au for how it must be held and recorded.
This guide is general information, not legal, tax or migration advice.