Enquiries that go cold
Leads arrive on WhatsApp, calls and forms. Without one list and a clear owner, some of them never get a reply.
Visa CRM
Visa CRM software for
Visa CRM software for
consultancies and agencies
From the first WhatsApp enquiry to the visa decision, VisaPilot keeps your leads, clients, documents and payments in one place, so your team spends less time chasing and more time moving applications forward.
Card required for the trial. Nothing charged today.
Where visa agencies lose time and clients
Most visa consultancies start on chats and spreadsheets. It works until the number of clients grows.
Documents scattered everywhere
Passport scans in chats, bank statements in email, forms on someone's desktop. Nobody is sure what is still missing.
Fees and part payments that get mixed up
Who paid what, and what is still due on each client, ends up in a notebook or a spreadsheet.
What a visa agency gets with VisaPilot
Everything between "I want to study abroad" and "your visa is approved".
Lead pipeline
Capture enquiries from your website form or your team and follow each one from first contact to signed client.
Lead routing and duplicate checks
Share new enquiries fairly across your team and flag people who have already contacted you.
Visa case tracking
Track study, visitor, work and family visas with a status, checklist and history for each application.
WhatsApp message templates
Send case updates and document reminders from ready-made templates, and keep a record of what was sent.
Passport and expiry tracking
Know where each passport is, and get ahead of passports and visas that are about to expire.
Invoices, quotes and part payments
Quote a package, invoice in your currency and record payments in instalments against each client.
Team performance and targets
See who is closing, set sales targets and keep staff commissions clear.
Client portal
Clients check their status and upload documents themselves, so your phone rings less.
From enquiry to visa decision
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1
Enquiry
The lead lands in the pipeline and is assigned to someone on your team.
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2
Consultation and quote
Book the consultation, send a quote and turn the lead into a client.
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3
Documents and forms
Collect documents against a checklist and review each one before submission.
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4
Submission and follow-up
Track the application, update the status and message the client from templates.
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5
Decision and payment
Close the case with the fees and payments recorded, and the history kept.
For every kind of visa business
Study abroad consultants
Follow each student from first enquiry through offers and visa files.
Visa and travel agencies
Handle visitor, work and family visa files for many clients at once.
Multi-branch agencies
Give each branch its own team and caseload, with one view for the owner.
Questions people ask
What is a visa CRM?
A visa CRM is software that helps a visa consultancy manage its leads, clients, visa applications, documents and payments in one system, instead of across chats, spreadsheets and folders.
Is VisaPilot a CRM for study abroad agents too?
Yes. Study abroad consultants use it to follow students from the first enquiry through to the visa file, with their own checklists, team members and branches.
Can I use WhatsApp with it?
Yes. Growth and Agency include WhatsApp message templates, and you can send case updates and document reminders from them. Connecting automatic sending needs your own Meta business account.
Can I track what each client has paid?
Yes. Create quotes and invoices, then record full or part payments against each client and case, so you always know what is still due.
Can several branches use one account?
Yes. The Agency plan supports multiple branches under one account, each with its own team and caseload.
Can I try it before I pay?
Yes. There is a 7-day free trial and a live demo with sample data. A card is required for the trial, nothing is charged until it ends, and you can cancel any time.
Can you set it up on my own server?
Yes. For a one-time setup cost we install everything on your server and your domain, with a landing page and training for your team. It is licensed for use by your own agency or company only. See the pricing page for details.
Give your visa agency one place to work
Start a free trial or open the live demo with sample data.
Card required for the trial. Nothing charged today. Cancel any time.
Running an immigration practice or law firm? See CRM for Immigration