Track every case from first enquiry to visa decision, collect documents without WhatsApp chasing, give clients their own portal and keep your whole team on the same page.
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VisaPilot CRM is not a generic tool with immigration add-ons. Every feature is designed around how visa consultants and immigration agencies actually operate.
Explore the tools behind every client relationship, organised case and productive team.
Explore the live demoShowing 54 features
Turn enquiries into relationships, and keep clients connected to every next step.
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.
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.
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.
Capture leads from walk-ins, referrals, ads, and social media. Move each lead through a dedicated sales pipeline — from first contact all the way to a live visa application. Full conversion history and lost-reason tracking included.
Give every client a secure login to track their application status, upload required documents, and view their full case history. Fewer support calls, happier clients, more time for your team to do real work.
Share your public form link or embed the form directly on your website using a script or iframe. Included on every plan. They fill in their details, upload their documents, and submit — and a client account is created automatically. Your team gets notified instantly. Zero manual data entry, zero friction.
Send a targeted email to all clients matching specific criteria — visa type, country, case status. Use built-in templates or write your own, preview the recipients and see how many messages went out. WhatsApp campaigns are coming soon.
Automatically send NPS and satisfaction surveys after case completion. Collect star ratings and written feedback. Track your firm's Net Promoter Score over time and identify your happiest clients for referral campaigns.
Ready-made messages for case updates, document requests and reminders, filled in with each client's details. One click opens them in your own WhatsApp, and every message is saved to the client's timeline.
Bring applications, evidence and compliance into one organised workflow.
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.
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.
Every application has a pipeline stage, a deadline, an assigned agent, and a document checklist. VisaPilot tracks all of it — so no case is forgotten, no deadline is missed, and no client is left waiting.
No more chasing clients for passports via WhatsApp. Clients upload directly to their application folder. Your team sees what's submitted, pending, or rejected — with a full audit trail for compliance.
Keep an append-only record of original passport handovers, holders, acknowledgements and supporting evidence.
Retain previous application document versions, uploader details and file fingerprints when files are replaced.
A dedicated, organized document folder per client — passports, bank statements, employment letters, and more. Expiry dates are tracked automatically and alerts fire 30 days before any document lapses. Secure private storage, never publicly accessible.
Every visa application carries its own compliance checklist — documentation, identity, financial, medical requirements. Track exactly what's done, what's pending, and who completed each item, with a visual progress bar on every case.
Track passport expiry dates, visa stamps, work permits, and any other time-sensitive documents. Get automated email alerts 30, 60, or 90 days before expiry — so clients never miss a renewal deadline.
Set service level targets per visa type — for example, 30 days for student visas. VisaPilot tracks every active case against its SLA in real time with progress bars, warning alerts, and overdue flags.
Send client agreements, consent forms, and service contracts for digital signing directly from VisaPilot. Clients sign on any device. Signed documents are automatically saved to the client's file with a full audit trail.
Snap the passport's photo page and VisaPilot reads the passport number, name, date of birth and expiry, checks them against the passport's own check digits, and adds an expiry reminder. The photo is read on your device and never uploaded.
Prepare quotes, invoice clients and keep agency finances in view.
Generate professional invoices in seconds, collect payments through your connected Stripe account, and track outstanding balances — all inside the same platform your team uses every day. No separate billing tool needed.
Connect your agency's Stripe account and receive client invoice payments directly. Share payment links once your account is connected and verified, with successful payments recorded in your CRM.
Connect your agency's PayPal Business app and share invoice payment links in supported currencies. Receive payments in your own PayPal account, with verified payment status synced to the CRM.
Record business expenses by category — office, travel, marketing, software, government fees. Upload receipts securely, track vendors, and see monthly and yearly spending totals broken down by category at a glance.
Build detailed service quotes with line items, add-ons, government fees, and discounts. Send professional PDF proposals to leads in minutes. Convert approved quotes directly to invoices with one click.
Make ownership, priorities and day-to-day collaboration easier to manage.
Assign tasks to specific agents, set due dates, and move cases through your custom pipeline visually. Every team member knows exactly what to do next — no morning status meetings required.
Track staff check-in, check-out, breaks and late arrivals with your agency timezone and schedule. Record leave and absence, review monthly attendance and export CSV reports.
Keep staff conversations inside your CRM with direct and group chat, private attachments and unread notifications. See online/offline availability, last seen, typing indicators and delivered/read status.
See your firm's performance at a glance: active cases, approval rates, agent workloads, revenue trends, and lead conversion funnels. Live Chart.js charts, staff performance reports — all in one view.
Running more than one office? Manage all branches from one VisaPilot Agency account. Assign staff and cases by location, and view consolidated reports at the firm level — without switching accounts.
Schedule consultations, document reviews, interview preps, and follow-ups directly inside the CRM. Assign to any agent, set duration and location, link to a client or lead — and track completion in real time.
Subscribe to your VisaPilot appointments from Google Calendar, Outlook or Apple Calendar with a private feed link, so every booking shows up next to the rest of your day.
Log billable hours directly against any application or client, and see how much time each case and each team member takes — so you know which services are worth the most to your firm.
Connect familiar tools and shape the platform around your agency.
Record advances and later payments with transaction references, an instalment schedule and a clear remaining invoice balance.
Link family members to individual applications under a primary client, with a shared payer recorded for reference.
Track submission, biometrics, interviews and passport collection with dates, references and supporting files.
Record invoice credits and approved refund entries with reasons and references. The ledger records money movement; it does not transfer funds.
Record refusal reasons and letters, then create a new application linked to the previous case.
Compare net collections, linked expenses and paid staff commissions separately by currency.
Propose, approve and record commission payouts based on credited sales ownership and collected payments.
Collect education, employment and travel history. Upload agency-maintained fillable AcroForm PDFs for any country, map their fields and download editable copies for review. No government filing or bundled official forms.
Stop answering “what's the status?” calls all day. Automated email and SMS alerts go out the moment a case status changes — keeping clients informed without your team lifting a finger.
Lock your CRM to your office IP address or VPN. No unauthorized remote logins. No shared credential risks. A simple, powerful security layer for firms handling sensitive immigration data.
Visualize your entire lead pipeline on a Kanban board — 7 columns, one per stage. Drag any lead card to a new column and the status updates instantly via live AJAX. Switch between List and Kanban view in one click.
Log every call, email, WhatsApp, SMS, and in-person meeting with each client or lead — with direction tracking (inbound vs outbound). Your entire team stays aligned on every conversation, with no information lost between handoffs.
Connect your Gmail and client emails go out from your own address and appear in your Gmail Sent folder — so replies come straight back to your inbox.
Add custom data fields to any application, client, or lead form — text, number, dropdown, date, checkbox, and file upload types. Collect the exact data your visa practice requires, without any coding.
Build a structured internal wiki for your team — standard operating procedures, visa checklists, country guides, FAQ articles. Publish selected articles to the client portal so clients self-serve before calling you.
Find any client, application, lead, invoice, or task in milliseconds with a live search bar in the CRM header. Results are color-coded by type, appear in a dropdown as you type, and link directly to the record.
Set rules that act on case events — for example, notify your admins, the assigned agent or the client when a case status changes. Available now as a beta.
See which services are connected — Gmail, calendar feed, online application form, API and more — and what still needs setting up, from one page.
Replace VisaPilot branding with your own firm logo and colors on Agency plans. Your clients see your brand throughout the portal — from the login page to every notification email.
Your team and your clients can install VisaPilot on iPhone or Android straight from the browser — it opens full-screen from the home screen, like an app. Growth and Agency plans; native store apps are coming soon.
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VisaPilot CRM covers the entire lifecycle of every visa case. Six purpose-built modules work together to close every gap in your workflow.
Capture every enquiry and move it through a visual Kanban pipeline — drag cards between stages from first contact all the way to a live application.
Keep all client and lead meetings inside the CRM — not scattered across calendars and messaging apps.
Every call, email, WhatsApp, SMS, and in-person interaction is logged so nothing is ever lost between team members.
An organized, expiry-aware document folder per client — secure, searchable, and always accessible to your team.
Every application carries its own compliance checklist with a progress bar — so nothing required ever slips through.
Know exactly where your money is going — by category, by month, with receipts attached.
No setup fees · Card secured via Stripe · Nothing charged today
VisaPilot goes beyond case tracking. These are the capabilities that help fast-growing immigration firms close more clients, work fewer hours, and build a brand their clients trust.
Connect the WhatsApp Business API for opt-in case updates and reminders. Use a signed email provider adapter to bring incoming messages into the unified inbox. Provider setup is required; the AI chat assistant remains in development.
Explore Upcoming FeaturesSend service agreements and consent forms for digital signing. Clients sign on any device. Signed documents are saved automatically to their file with timestamps and full audit trail.
Every plan includes a shareable link, an auto-resizing script and a direct iframe. Embed the form on your own website or share its link on WhatsApp and social media. The entire intake process happens automatically — no manual entry, no back-and-forth.
Manual intake — collecting details, creating accounts, organizing documents — can take 20–30 minutes per client. The public form does it in seconds, automatically.
Documents are uploaded directly to the client's encrypted application folder. No WhatsApp, no email attachments, no lost files — ever.
A professional online application form builds credibility. Clients who complete it are already engaged — making conversion to paid cases significantly easier.
No complex setup, no IT team, no developer required. VisaPilot CRM is designed to be used by immigration professionals from day one.
Sign up with your firm name and details. Your VisaPilot account is ready in minutes — with a full 7-day free trial. Your card is saved securely via Stripe but nothing is charged until after the trial.
Add admins, sales agents, and branch staff. Assign roles and permissions to each person. They log in and start working immediately.
Create visa applications, import existing clients, attach documents, and set pipeline stages. Or share a form link, embed it with a script or iframe, and let clients self-onboard.
Turn on email notifications. Generate invoices. Monitor your real-time dashboard. VisaPilot handles the admin — your team focuses on clients.
From the first enquiry to the final document pack, give clients and each department a workspace that fits their role.
Keep clients involved with a personal workspace for their application and documents.
Move enquiries and visa cases forward with the tools your administrator enables.
Give your finance team a focused place to manage the financial side of client work.
Keep staff administration organized in a dedicated department workspace.
Coordinate your agency, configure team access and keep day-to-day workflows moving.
Manage the software platform and its shared brand from one central administration area.
Staff module permissions can be narrowed with custom roles and individual settings. Available tools also depend on your plan and connected providers.
You can already install VisaPilot on your phone straight from the browser on Growth and Agency plans — it opens full-screen from your home screen. Our native iOS and Android apps are in development. Immigration never stops, and neither should you. Manage cases, review documents, and respond to clients wherever you are.
