Matter: the central practice hub
Run each matter from first enquiry to file closure in one place. Matter connects the client record with its documents and communication while keeping deadlines and financial history with the case.
New RMA practice guide
Starting an RMA practice: the software and systems you need
Set up paid business email, practice-owned cloud storage, Xero and secure access before client work gets busy. Matter becomes the central hub for each client and case. The supporting services keep the rest of the practice secure and organised.
New practice software stack
Build the practice stack around Matter
Paid business email and calendar
Choose Google Workspace or Microsoft 365 and use email addresses on your own domain. Keep the website and phone service under the same practice identity. Give each person a named account that the practice controls.
Practice-owned cloud storage
Choose Google Drive or OneDrive under a paid account owned by the practice. Matter can back up files to this account, giving the practice an independent copy.
Xero for the business accounts
Use Xero to keep the business books and prepare financial reports. Matter links each invoice and payment to the relevant case, where the client accounting stays.
Business banking and client money
Set up the bank accounts your practice needs, including a separate clients' account if you receive client money. Keep each payment linked to the correct client and matter.
A secured ImmiAccount
Use ImmiAccount for visa and citizenship applications and other Home Affairs online services. Keep the account and recovery details under practice control, and enable multi-factor authentication.
A password manager and multi-factor authentication
Use a business password manager. Turn on multi-factor authentication for each service and every administrator account.
Secure computers and phones
Use supported devices with encryption and automatic updates. Require a screen lock, enable remote-wipe controls and remove old access promptly.
Direct answer
What does a new RMA practice need?
A new RMA practice needs secure systems for communication, files, accounts and access. Set up paid business email, practice-owned cloud storage, Xero, business banking and protected user accounts. Put Matter at the centre of the practice to manage clients and cases.
Written for
Newly registered Australian migration agents setting up a solo practice or a small migration firm.
Why the setup matters
The current professional conduct rules require an RMA to secure client documents and maintain a complete client file. They also set record-keeping and retention requirements. The right setup makes that work part of the daily process.
Before you open
Test the setup with one complete client matter
Create the business accounts first. Then configure Matter and run a test matter from intake to file closure. Test the documents, communication, billing and backup before client work becomes busy.
Recommended order
- Register a domain that the practice owns.
- Set up Google Workspace or Microsoft 365 for business email and calendars.
- Create named user accounts, a password manager, and multi-factor authentication.
- Set up the ImmiAccount used by the practice and enable multi-factor authentication.
- Arrange the business banking and client-money accounts your practice requires.
- Set up Xero with your accountant for the practice accounts.
- Configure Matter as the central hub for clients, cases, documents, and daily work.
- Connect Matter to the practice-owned cloud backup.
- Add the practice branding, service agreements, questionnaires, templates, and document requests.
- Run one complete test matter before relying on the setup for client work.
Sources and next steps
Use the official rules, then configure the practice
Official source
Migration Agents Code of Conduct
Read the current duties for client work and service agreements, including the rules for records and client money.
Open resourceOfficial guidance
OMARA practice guides
Use the regulator guidance to design the practice process for confidentiality, record keeping and client money.
Open resourcePractice platform
Matter for Australian RMAs
See how Matter handles the client and case workflow through its document, form and financial tools.
Open resourceSecurity
How Matter protects migration records
Review the CASA Tier 3 assessment and application testing, then see how Matter backs up files to practice-owned storage.
Open resourceFAQ
Starting an RMA practice: common software questions
Choose services the practice owns, can administer and can keep secure as the team grows.
What software do I need to start an RMA practice?
Start with paid business email, practice-owned cloud storage, business accounting, banking and secure access. Use Matter as the central hub for the client and case work.
Why should a new RMA pay for business email?
Google Workspace and Microsoft 365 let the practice use its own domain and control each user account. The practice retains access when a staff member leaves. A personal email account puts ownership and administration in one person's hands.
Should an RMA choose Google Workspace or Microsoft 365?
Choose the service your practice can administer confidently. Google Workspace includes Gmail, Calendar and Google Drive. Microsoft 365 includes Outlook, calendars and OneDrive. Matter supports backup to either storage service.
Why use Matter with Google Drive or OneDrive?
Matter runs the client and case workflow. The connected storage gives the practice an independent file copy under its control. You get an organised working matter and a practice-owned backup.
Where does Xero fit in an RMA practice?
Use Xero for the general business accounts and financial reporting. Matter links each invoice and payment to the relevant case, while the Xero integration connects the two parts of the practice.
How does software help with the Migration Agents Code of Conduct?
The rules require an RMA to secure documents and record oral advice. The complete client file must be kept for seven years after the last action. Software makes the records easier to create and retrieve. The RMA remains responsible for the professional decisions and records.
Does a new RMA practice need ImmiAccount?
ImmiAccount is the Department of Home Affairs service for visa and citizenship applications. Set up the access used by the practice, protect the recovery details and enable multi-factor authentication.
Can a solo RMA use this setup?
Yes. A solo practice still handles client documents, advice records, agreements, deadlines and payments. Set up each account under the practice from the start. This also makes it easier to add staff later.
When should I set up the practice software?
Set up and test the core systems before client work becomes busy. Run one complete test matter from intake to file closure. Include a service agreement, document requests, file notes, forms, email, billing and backup.
How long must an RMA keep a client file?
The current rules require an RMA to take all reasonable steps to keep the client file for seven years after the last action on that file. Check the legislation and OMARA guidance when you set the retention process.
Set up Matter as the hub for your first client matter.
Start the Matter trial, add your practice branding and test the complete client workflow before the first busy period.