Immigration CRM pricing usually falls into three models: a price per user, a flat price per firm with limits on team size or cases, or a custom quote. Prices vary widely between vendors, and the right amount for your firm depends far more on how many people use the system than on how many features it lists.
This guide explains how immigration CRM software is priced, what to ask about before you commit, and how to work out whether a CRM pays for itself in your own firm. It uses VisaPilot's published plans as one worked example. For the wider picture, see our immigration CRM software guide.
The three pricing models you will meet
1. Per user, per month
You pay a fixed amount for every person who logs in. It looks cheap for a team of two and expensive for a team of twelve. Check whether your clients count as users. If every client who opens the portal costs a seat, the bill grows with your success, not with your team.
2. Flat plan per firm
You choose a plan with a set number of team members, and sometimes a monthly limit on cases or applications. The price is predictable. The questions to ask are what happens at the limit, and which features are held back for higher plans.
3. Custom quote
Common for larger or self-hosted systems. It can make sense if you want the software on your own server and domain, but it makes comparing vendors harder because there is no number to compare.
What drives the price up
- Team size. The number of staff who need their own login.
- Branches. Many vendors charge more for managing several offices in one account.
- Advanced features. E-signature, white-label branding, an API and online payments are often reserved for upper plans.
- Setup and migration. Some vendors charge for onboarding or for importing your old spreadsheets.
- Add-ons from other companies. WhatsApp Business messages, SMS and card payments are billed by Meta, SMS providers and payment processors, not by the CRM.
Example: VisaPilot's published plans
As of this guide, VisaPilot publishes three plans, each with a 7-day free trial. Current prices are always on the pricing page.
| Plan | Monthly price | Built for |
|---|---|---|
| Starter | $49 | Small agencies: up to 5 team members and 300 applications a month |
| Growth | $149 | Growing teams: up to 15 team members, unlimited applications, invoices and online payments in the client portal |
| Agency | $299 | Multi-office firms: unlimited team members, branches, e-signature, white label and API |
Clients are always free and never count as team members. Yearly billing saves 20%. Payment is by card through Stripe, and you can cancel from the billing page at any time.
Hidden costs to ask about
- Is there a setup or onboarding fee? If you are moving from Excel, ask who imports the data. Our spreadsheet migration guide shows what to prepare.
- What are the limits? Team members, cases per month, storage and branches.
- Which features need a higher plan? Ask for the full comparison, not the headline list.
- What do the connected services cost? WhatsApp Business, SMS and payment processors charge their own fees. The CRM price does not include them.
- Can you export your data? You should be able to take your clients, cases and invoices with you.
- What happens when you cancel? Look for no long-term contract and clear access rules.
Does a CRM pay for itself? A simple test
Divide the monthly price by your average fee. The answer is the number of extra clients per month the CRM must help you keep to break even.
Example, with made-up numbers for illustration: if your average fee is $500 and the plan costs $149 a month, the CRM covers its cost if it helps you keep one extra client every three months. For that to be realistic, look at where you lose clients today: enquiries answered too late, follow-ups forgotten, documents chased by hand and expired passports noticed too late. A tool that fixes even one of these usually matters more than the monthly price. Read how lead routing stops enquiries slipping through.
Free and cheap options: what they cost you in other ways
A spreadsheet is free, but it has no reminders, no client portal and no history of who changed what. Free CRMs built for sales teams do not know what a visa case or a passport expiry is. Our honest comparison is in Free CRM for immigration consultants, and the differences from general tools are in immigration CRM vs general CRM.
A five-minute buying checklist
- Write down how many people will log in, and how many offices you have.
- Ask whether clients count as users.
- List the three features you cannot work without, and check the plan that includes them.
- Ask what is not included in the price.
- Use the free trial with five real cases, not demo data.
Frequently asked questions
How much does immigration CRM software cost?
Prices vary by vendor and team size. VisaPilot's published plans start at $49 a month for small agencies. Larger firms with several offices, e-signature and white-label branding pay more, and systems installed on your own server are usually quoted individually.
Is there a free trial?
VisaPilot has a 7-day free trial on every plan. You add a card to start it, and nothing is charged until the trial ends. Cancel before then and you pay nothing.
Do my clients pay for a seat?
No. Clients use the portal for free and never count as team members.
Can I change plans later?
Yes. You can move between plans and between monthly and yearly billing from the billing page.
Next step: compare the plans on the pricing page, look around the live demo, or start your free trial.
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