Visa operations, under control
Run every visa case from first inquiry to visa decision in one workspace
VisaFlow brings leads, documents, payments and every step of a visa application into one clear roadmap. Your team always knows what to do next, and you always know where the money stands.
No card needed. Set up in under 15 minutes.
Built for consultancies that handle
- Student visas
- Work permits
- Permanent residency
- Visitor visas
- Spouse and dependent
- Business visas
- ready-made roadmap modules
- 14
- visa types out of the box
- 6
- portals: applicants and partners
- 2
- channels: email, WhatsApp and SMS
- 3
Why VisaFlow
From notebooks and chat threads to one clear view
Most consultancies run cases across spreadsheets, notebooks and WhatsApp. That is where follow-ups slip and money goes missing.
Without VisaFlow
With VisaFlow
Without VisaFlow: Asking each consultant which stage a case is at
With VisaFlow: Every case shows its roadmap and progress at a glance
Without VisaFlow: Cases with no clear owner, so follow-ups get missed
With VisaFlow: A named consultant and a next step on every case
Without VisaFlow: Fees, GIC and embassy payments tracked in different places
With VisaFlow: Required, received and pending money per step
Without VisaFlow: Profit known only after the file closes
With VisaFlow: Realized profit per case and per month, always current
Without VisaFlow: Chasing applicants for missing documents
With VisaFlow: A checklist the applicant fills from their own portal
How it works
One clear path for every applicant
Each case follows the same simple rhythm, whatever the visa or destination.
01
Capture
Leads arrive from your website form, ads, imports or the partner portal, with duplicates flagged.
02
Assign
Rules route each lead to the right branch and consultant, with follow-ups on their task list.
03
Collect
Applicants upload documents and pay fees in their own portal. Your team verifies each file.
04
Decide
Record the visa decision, open arrival or refund, and close the case with final accounts.
Everything in one place
The tools a visa consultancy uses every day
Leads and capture
Website forms, Meta lead ads, imports and an API, with scoring, temperature and smart assignment.
Configurable roadmap
Pick the modules each visa needs, add a custom step for one case, and reorder as you go.
Documents
A checklist per visa, virus-scanned uploads, versions, expiry reminders and one-click verification.
Money and profit
Required, received and expenditure per module, GST invoices, refunds and realized profit per case.
Applicant portal
Applicants see their progress, upload files, sign agreements, book appointments and pay online.
Messaging
Email, WhatsApp and SMS from one inbox, with templates, quiet hours and automatic reminders.
Partner portal
Agents submit leads, follow their referrals and see commission statements.
Reports and dashboard
Pipeline, stuck cases, collections, leaderboards and source ROI, exportable to CSV.
Automation
The busywork runs itself
Set the rules once. VisaFlow moves the work along and keeps everyone in the loop.
- Assignment rules by branch, country, source or round robin
- Stage automations that create tasks and send messages
- Reminders before documents and offer letters expire
- SLA alerts when a case sits too long in one step
Configurable roadmap
A roadmap that fits each visa, and each case
Start from a template per country and visa type. Switch modules on or off for one applicant, add a custom step, and keep every record when plans change.
- Templates per country, visa type and subclass
- Custom modules for a single case, like medical insurance
- Removing a module never deletes its data
- Progress counts only the modules that apply
Money
Know where every rupee stands
Track what each step should collect, what came in and what it cost. Accounts adds it up for you, case by case and month by month.
- GST invoices, receipts and credit notes
- Online payment links and refunds with approvals
- Commissions for institutions and partners
- Monthly profit at a glance
Portals
Applicants and partners stay informed without calling you
Applicant portal
A friendly mobile view of their case: what is done, what is next, and what they need to do today.
Partner portal
Agents submit leads, track every referral and download their commission statements.
For every role
Everyone sees what they need, nothing more
Owners and admins
See every case, assign consultants, control money and review monthly profit.
Consultants
Work their own cases with a clear next step, tasks and reminders.
Documentation team
Review and verify files in a queue, oldest first.
Accounts
Invoices, payments, refunds and commissions in one place.
Applicants
Follow their case, upload files and pay from their phone.
Security
Built to protect applicant data
Isolated workspaces
Every consultancy's data is kept separate at the database level.
Roles and permissions
Decide who sees passports, money and profit, down to each module.
Encryption
Passport numbers and contact details are encrypted at rest.
Audit log
See who changed what and when, and export it.
Two-step sign-in
Authenticator app or SMS codes, with Google and Microsoft sign-in.
Safe uploads
Every file is scanned for viruses before anyone can open it.
Works with
Connects to the tools you already use
- WhatsApp Cloud API
- Meta Lead Ads
- Google Calendar
- Razorpay
- Stripe
- MSG91
- Twilio
- Tally
- Zoho Books
- QuickBooks
Exports for Tally, Zoho Books and QuickBooks. Payment, messaging and calendar connections are set up per workspace.
Pricing
Simple plans that grow with your consultancy
Every plan starts with a 14-day free trial, no card needed. Prices are in Indian rupees and exclude GST.
Starter
₹4,999/month
or ₹49,990 billed yearly (save 17%)
- Up to 5 users
- 1 branch
- 20 GB document storage
- 1,000 WhatsApp and SMS messages a month
- Leads, cases, documents and GST invoicing
- Applicant portal with one-time code sign-in
- Email support
- Most popular
Growth
₹14,999/month
or ₹1,49,990 billed yearly (save 17%)
- Up to 25 users
- 5 branches
- 200 GB document storage
- 10,000 WhatsApp and SMS messages a month
- Leads, cases, documents and GST invoicing
- Branded applicant portal
- Custom roles and permissions
- Your own domain
- Partner and sub-agent portal
- Custom report builder
- Webhooks and developer API
- Email and chat support
Enterprise
Custom pricing
For large and multi-branch consultancies that need more control.
- Unlimited users and branches
- Single sign-on
- Dedicated database
- Field-level permissions
- Dedicated support
Pay securely through Razorpay with UPI, cards, net banking or wallets. Cancel any time; if you cancel a paid plan, we refund the unused days of your billing period. Read the refund policy.
Already working with VisaFlow?
Applicants open their portal. Admins and staff enter the workspace.
For applicants: track your case, upload documents and pay fees.
Open portalFor admins and consultants: find your workspace and sign in.
Enter admin workspaceFAQ
Questions consultancies ask us
How long does setup take?
Most teams are working in under 15 minutes. A setup guide walks you through your profile, branches, services, team and lead capture.
Do I need a card for the free trial?
No. The trial runs for 14 days with no card. Choose a plan when you are ready.
How much does VisaFlow cost?
Plans are billed monthly or yearly in Indian rupees plus GST; the current prices are in the pricing section above. Every plan starts with a 14-day free trial with no card.
How do I pay?
Online through Razorpay, with UPI, credit or debit cards, net banking or wallets. You receive a GST invoice for every payment.
Can I cancel and get a refund?
Yes. You can cancel any time. If you cancel a paid plan, we refund the unused days of your current billing period to your original payment method. See our Refund and Cancellation Policy for details.
Can I change the steps for each visa?
Yes. Each country and visa type has its own template, and you can switch modules on or off for a single case.
Do applicants need to install anything?
No. Applicants sign in to their portal from any phone or computer with a one-time code.
Does it handle GST invoices?
Yes. VisaFlow issues GST invoices with your GSTIN, tracks payments and refunds, and exports to Tally, Zoho Books and QuickBooks formats.
Who can see our data?
Only people you invite, with the permissions you give them. Each workspace is isolated from every other consultancy.
Give your team one clear roadmap
Start your free trial today. Your first case can be on its way in minutes.