Capture the opportunity
Collect enquiries through your website form. Route leads and spot duplicate records before your team follows up.
THE WORKSPACE FOR VISA AGENCIES
Your next chapter.
Your next chapter.
Better organised.
One workspace for every enquiry, visa case and client conversation. Give your team the clarity to move each application forward.
7 days to explore. Card required. Nothing charged today.
Case management Client portal Team workflows
Your agency, in focusPRODUCT PREVIEW
ONE CONNECTED WORKFLOW
Capture enquiriesManage casesReview documentsKeep clients informed
DESIGNED AROUND THE CASEA clear path from
A clear path from
enquiry to decision.
Keep the work connected as it moves between your front desk, caseworkers and clients.
Explore every featureBring the case together
Keep applications, document requests, tasks and client conversations connected to the work.
Prepare the next step
Review submission blockers, check document details and build an ordered PDF pack for staff review.
Platform Features
From first enquiry to final decision.
One connected workspace.
Bring your clients, cases, payments and people together. Less switching between tools. More time to move your agency forward.
Capture Manage Collect Grow
01 / Client experience
Win clients & keep them informed
A clear journey from the first enquiry to an active client.
Lead management
Capture enquiries, assign follow-ups and track each lead through your sales pipeline.
Online application forms
Share a form link or embed it on your website to collect client details and documents.
Client portal
Give clients a place to check case progress, upload documents and manage their profile.
02 / Case operations
Keep every case moving
Bring case records, documents and daily work together.
Visa case management
Organise applications by stage, destination and assigned agent, with a checklist for each case.
Document management
Request, store and review client documents alongside the case they belong to.
Tasks & follow-ups
Give each next action an owner and a due date so your team knows what needs attention.
03 / Agency finances
Invoice clients & collect payments
Keep client charges and payment records connected to your work.
Invoices & service fees
Create client invoices with custom line items, prices, tax and currency, then track the balance.
Growth & Agency
Your own Stripe account
Connect a payment-ready Stripe account and share links that collect directly into your agency account.
Growth & Agency
Your own PayPal account
Connect your PayPal Business app to collect invoice payments in supported currencies and sync payment status.
04 / Team workspace
Run your team from one workspace
Manage attendance, conversations and performance alongside your CRM.
Staff attendance
Record check-in, check-out, breaks and leave, with timezone-based late status and monthly CSV reports.
Team chat & availability
Use direct and group chat with private files, unread alerts, read receipts and online/offline status.
Growth & Agency
Performance analytics
Review case activity, revenue trends, workloads and lead conversions to see where your team needs attention.
CONNECTED WORKFLOWS
Less chasing. More progress.
Practical tools to keep conversations, enquiries and case preparation moving.
Unified Client Inbox
Bring email history and connected WhatsApp messages into one client conversation. Assign a team member, link a case and reply from the workspace. Incoming email requires a signed provider adapter; email sending and WhatsApp require their respective connections.
Automatic WhatsApp Case Updates
Send case status updates to opted-in clients using your connected WhatsApp Business API and approved Meta templates. Track delivery, retry failed sends and stop sending when consent is revoked. Provider setup and eligible plan required.
Lead Routing & Duplicate Detection
Rotate new unassigned enquiries across selected staff. Flag matching email addresses and normalised phone numbers, and reuse the existing eligible owner for duplicate leads. Explicit assignments stay in place.
Document Data Extraction
Extract supported identity and expiry details from PDF, JPG and PNG documents using a configured OCR.space connection. Staff authorise provider processing, check the proposed values and confirm them before saving.
Visa Requirement Review Reminders
Set a review interval for official visa requirements. When a recorded requirement version becomes overdue, create follow-up tasks for affected open cases so your team can check the source and publish an updated version.
Provider connections and eligible plans apply to messaging. OCR requires provider configuration and staff review.
A CRM that fits how your agency works
Whether you run an immigration practice or a visa consultancy, VisaPilot is set up around your cases, your documents and your clients.
CRM for immigration
For immigration consultants and firms
Cases with their own checklists, passport and visa expiry alerts, a client portal and a log of every change your team makes.
See the CRM for immigration
Visa CRM
For visa consultancies and study abroad agencies
A lead pipeline with routing and duplicate checks, visa case tracking, WhatsApp templates and part payments for every client.
See the visa CRM
All features & CRM modules
Cases, documents, client portal, invoicing, AI tools, roles and branches.
Explore
Why agencies switch
Time saved each week, how we compare and how client data is protected.
Explore
Questions answered
Trial, pricing, security, moving from Excel — answered in plain words.
Explore
Simple, Transparent Pricing
Straightforward pricing for every firm size
No setup fees and no long-term lock-in. Team seats are included in every plan, and clients are always free.
Monthly Billing
Annual Billing
Save 20%
Founder pricing: the first 20 firms get Growth for $80/mo and Agency for $180/mo, locked for 24 months — 16 spots left.
Starter
For solo consultants and small firms moving off spreadsheets and WhatsApp.
$
49
/month
billed monthly
- Up to 300 applications a month
- Up to 5 team members — clients are free
- Leads, clients, visa cases & Kanban pipeline
- Lead routing & duplicate detection
- Appointments, tasks & reminders
- Document vault & expiry tracker
- Submission readiness & indexed PDF packs
- Document extraction with your OCR provider
- Visa requirement review reminders
- Unified inbox workspace; channel access varies
- Invoices, quotes & expenses
- Client portal — case status & documents
- Public application form - link, script & iframe
- Custom fields & SLA deadline tracker
- Basic analytics dashboard
Most Popular
Growth
For growing firms that want unlimited cases, a paying client portal and automation.
$
80
/month $149
billed monthly
Everything in Starter, plus
- Unlimited applications
- Up to 15 team members
- Client portal with invoices & online payments
- Connect your own Stripe & PayPal accounts
- Send client emails from your Gmail
- Calendar feed for Google, Outlook & Apple
- Bulk messaging & bulk actions
- Client feedback & NPS surveys
- Time tracking
- Advanced analytics & IP restriction
- Workflow automationsBeta
- SMS to clients on status changes — 500 a monthComing soon
- WhatsApp message templates
- Opt-in WhatsApp case updates & document reminders
- Connected email & WhatsApp in the unified inbox
- Passport scanner (OCR)
- Installable phone app for your team & clients
- AI assistantComing soon
- Priority email support
Agency
For agencies with several offices, white label branding, e-signatures and an API.
$
180
/month $299
billed monthly
Everything in Growth, plus
- Unlimited team members
- 3,000 SMS a monthComing soon
- Multi-branch management
- E-signature
- White label branding
- API keys & webhooks
- Client referral programs
- Sandbox firm for team trainingComing soon
- Custom domainComing soon
- Dedicated account manager
- Custom onboarding & training
Card required for the trial — nothing is charged until day 8. Cancel any time from Billing. Prices in USD.
Want it on your own server and domain? We set it up for a one-time cost, with training for your team. See the setup package →
Included tools. Clear setup requirements. Lead routing, case readiness, requirement review reminders and PDF packs are part of the core workspace. OCR needs a configured provider. Connected email and WhatsApp require Growth or Agency, provider setup and any applicable provider charges. No native mailbox sync or automatic government submission is promised.
Frequently Asked Questions
Everything you need to know about VisaPilot CRM
Can't find your answer? Email us at info@getvisapilot.com and we'll get back to you within one business day.
Yes — every new immigration firm gets a full 7-day free trial with complete access to all features on the plan you choose. A credit card is required to start, but nothing is charged during the 7-day trial period. Your card is saved securely via Stripe and only charged on day 8 if you choose to continue. No setup fees. Cancel anytime before the trial ends and you will not be billed.
Generic CRMs are built for sales pipelines, not immigration work. VisaPilot CRM is built from the ground up specifically for visa consultants — with immigration-native features like visa type pipelines, document expiry tracking, passport management, multi-stage case workflows, a client portal for applicants, and role-based access for agents and admins. You don't need to configure it for immigration; it already is.
Yes. Import your client list from a CSV or Excel file under Clients → Export & Import, or add clients one by one. If you get stuck with your first import, our support team will help.
Starter includes up to 5 team members (admins and sales agents), Growth up to 15, and Agency unlimited team members across unlimited branches. Clients never count as team members. See the full comparison on the pricing page.
Every plan includes a unique shareable link and website embed codes. Copy the auto-resizing script or direct iframe from Settings into a custom HTML block on your website. When a prospective client opens the form, they fill in their personal details, select their visa type and destination, and upload documents such as their passport, photo, and financial records. VisaPilot then automatically creates their client account, sends them their login credentials by email, notifies your team, and adds the application to your dashboard — with zero manual data entry on your end.
Yes — on every plan. Clients log in with their own credentials to see their application status in real time, upload requested documents, check their document list and receive status updates — all without calling your office. Growth and Agency also let clients view invoices and pay online.
Agency field notes
Practical guides for better agency workflows.
Explore client onboarding, case preparation, document controls and billing with clear next steps for your team.
CRM for Visa Consultants in Nigeria: WhatsApp, Naira Instalments and Branches in One System
How visa and study-abroad consultancies in Nigeria turn WhatsApp enquiries, walk-ins and paper files into one tracked pipeline, with fees in naira and instalments.
CRM for Immigration Consultants in India: Leads, Checklists and Rupee Instalments in One Place
How immigration and study-abroad consultancies in India handle many enquiries, checklists per country, rupee instalments and several counsellors in one CRM.
Visa Consultancy Message Templates: 8 Ready-to-Use Messages for Clients
Eight copy-ready messages for the situations that repeat every day in a visa consultancy, with advice on when to send each one.