How Tracksuit Consolidated 19 Visas Across Four Countries With One Startup-Native Partner
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Before Concord I was stressed and overworked juggling visas across different vendors. Now I can send them through one place.
Overview
Grace Dombroski's old visa workflow was a patchwork: at least six law firms across multiple regions, a backup firm in case the primary stalled, and a two-week turnaround on a simple question that could not wait two weeks. Each new case meant reworking evidence another firm had already gathered. Each renewal through a new firm meant starting over.
As Tracksuit's People Experience and Operations Lead, Grace is responsible for the thing every fast-growing startup needs and rarely gets right: making the company a place people want to stay. Tracksuit is a New Zealand-founded brand tracking platform with more than 1,000 customers, a recent Series B, and US revenue growing 240% year-on-year. As the team scales across four countries, the visa programme sits at the intersection of growth, retention, and talent density.
The programme had to work. It wasn't working.
Challenge
Six firms, no single playbook
With at least six law firms across regions, each renewal meant translating evidence from one firm's format into another's. A simple status question could sit unanswered for two weeks. There was no single source of truth for visa history, and no consistent way to assess risk when circumstances at Tracksuit changed.
Startup speed, law firm pace
Tracksuit's culture is always-on. Decisions move in days, not months, and hires expect the same clarity from their employer on something as personal as a visa. Traditional law firms ran on the opposite cadence: long email threads, scheduled calls, conservative defaults. When a candidate needed an answer inside 48 hours, that mismatch cost real momentum.
Under-prepared for the interview
More than once, Tracksuit's people arrived at consular interviews without the training they needed. Company changes that should have been flagged ahead of submission, such as role shifts or restructures, went unmentioned. When things went wrong, they went wrong at the worst possible moment, with a candidate on the other side of a visa officer's desk.
A renewal cliff every quarter
Every new firm meant starting from scratch. Documents, context, rationale, relationships, all rebuilt. With visas rolling through renewals across four countries, that overhead compounded. Grace was spending more time onboarding each new provider than actually moving visas forward, and the cost of a missed deadline was a team member losing status.
The Turning Point: One Partner, Startup-Native
Grace doesn't remember the exact moment Tracksuit decided to consolidate. It was the accumulation: another two-week reply, another renewal that felt like a cold start, another candidate nervously checking in. The pattern was clear. The programme needed one partner, not six.
What made Concord different wasn't a better price or a bigger brand. It was the way the team worked. Concord speaks Slack. It reviews evidence in Google Docs. It tracks matters in Notion. For Grace, that meant the visa programme stopped living in a separate world of PDFs and formal email threads, and started running inside Tracksuit's own tools. Concord could move at Tracksuit's pace, not the other way around.
The creative edge mattered even more. Where the old law firms defaulted to no on anything unusual, Concord kept thinking. Unconventional roles, recent company changes, tight timelines: the response was always some version of "let's find a way," and the way usually existed. That changed Grace's relationship to the work. She stopped dreading the conversation and started using it.
Before Concord I was stressed and overworked with the amount of visas I was juggling across different vendors. Now I can send them through one place.
Grace Dombroski
The Outcome
Tracksuit now runs 19 visas across four countries, with more in the pipeline. The programme has become part of how the company grows, not a tax on it. Early team members get sent overseas when the business needs them there. Senior hires know relocation is a real option, not a vague promise.
The practical side has shifted too. Grace spends less time on each case. Context is shared, not rebuilt every time. Questions get answered inside the day. Interview prep and risk-flagging are built into the process, so the surprises that used to surface at the worst moment now surface early, when they can still be solved.
What Grace has bought back is her week. The hours that used to go into chasing law firms now go into the parts of her job only she can do: the policies, the employee experience work, the cutting-edge practices Tracksuit is becoming known for. "We just feel like we're really taken care of," she says.
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