Cases, not just contacts
One client can have several cases: a principal applicant, a spouse, a dependent child. A case needs its own status, checklist, notes and history.
CRM for immigration
The CRM for immigration
The CRM for immigration
consultants and firms
Immigration work is cases, documents and deadlines, not just contacts. VisaPilot keeps every client, file and next step in one workspace, so nothing slips between your team and your clients.
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Why a general CRM falls short for immigration work
Sales CRMs are built around deals. An immigration practice runs on cases that last months, with documents that expire and deadlines that cannot move.
Documents that expire
Passports, police certificates and language tests have dates. If nobody is watching them, a file is rejected for a reason you could have seen coming.
Clients who keep asking for updates
Without a clear place to look, every "any news?" message becomes a phone call or a search through old chats.
What your immigration practice gets
The core of VisaPilot, described for immigration work.
Case management
Open a case per application, move it through your own stages and keep notes, tasks and history together.
Document checklists
Start from a checklist for the visa type, request what is missing and review each file before it goes anywhere.
Passport and visa expiry alerts
See which documents expire soon and send the client a reminder before it becomes a problem.
Client portal
Clients sign in to see their case status, upload documents and update their profile, without calling your office.
Quotes, invoices and part payments
Send a quote, invoice in your currency and record part payments against a case, so fees are never a guess.
Appointments and tasks
Book consultations and document reviews, and give every next step an owner and a date.
Team roles and branches
Give each person the access their job needs, and run several offices from one account on the Agency plan.
A log of who did what
The Logs tab shows every change your team makes, with who, what and when, so you can answer any question about a file.
How a case moves through VisaPilot
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1
Capture the enquiry
Enquiries from your website form or your team land in one list, and likely duplicates are flagged.
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2
Open the case
Create the client, open the case and pick the checklist for that visa type.
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3
Collect and review documents
Request what is missing, review what arrives and keep expiry dates in view.
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4
Keep the client informed
Update the status and the client sees it in their portal, with templates for WhatsApp and email.
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5
Invoice and close
Record fees and payments against the case and keep the full history for later.
Built for the way immigration practices work
Solo consultants
Replace spreadsheets and chat threads with one place that remembers every file for you.
Growing agencies
Share caseload across a team with clear owners, tasks and permissions.
Multi-office firms
Run branches side by side with one view of the whole firm.
Questions people ask
What is a CRM for immigration?
A CRM for immigration is software that keeps the work of an immigration practice in one place: enquiries, clients, cases, documents, deadlines, invoices and client updates. A general sales CRM tracks deals. An immigration CRM tracks cases that run for months and documents that expire.
Is VisaPilot only for immigration lawyers?
No. It is made for immigration consultants, visa agencies and firms of any size. You decide how your cases, stages and checklists look, so it fits the way your practice works.
Can I keep one client with several cases?
Yes. A client can have several cases, for example a main applicant and family members, each with its own status, documents, notes and history.
Can my clients see their case status?
Yes. Every plan includes a client portal where clients sign in to see their status, upload documents and manage their profile. Invoices and online payments in the portal are on Growth and above.
Can I move my existing client list in?
Yes. You can import clients from a spreadsheet, and our guide on moving from Excel to an immigration CRM walks through it step by step.
How much does it cost?
Plans start at $49 a month and every plan has a 7-day free trial. A card is required, nothing is charged until the trial ends, and you can cancel any time. See the pricing page for what each plan includes.
Who can see my clients' data?
Only the people in your own agency account. The VisaPilot team cannot open your clients, cases or documents.
See your immigration practice in one workspace
Start a free trial or look around the live demo with sample data first.
Card required for the trial. Nothing charged today. Cancel any time.
Looking for a CRM for a visa consultancy or study abroad agency? See Visa CRM