CASE-1041High
CanadaStudent visa2/5 verified18 Oct
Travel services
Visa processing & tracking software
Turn visa processing into a clear pipeline. Every application has its country checklist, documents, responsible staff and status, and customers get updates by SMS, email and WhatsApp without calling your office.
- Per country
- Checklists for each visa type
- Online upload
- Customers send documents securely
- Auto alerts
- SMS, email and WhatsApp status updates
- Per file
- Fees, costs and profit tracked
Overview
Visa application management for travel agencies
TravelSuite ERP is visa processing software for travel agencies and visa consultancies. It turns every application into a tracked file with the right checklist for the country and visa type, the documents received, the staff member responsible and the current stage.
Requirements are set once per country and visa type, so your team never submits an incomplete file. Customers can upload documents online, appointments and submission dates are scheduled in the system, and status changes are sent to the applicant automatically.
Visa fees, service charges and embassy or VFS costs are posted to accounts with every file, so profit is visible per application, country and staff member. Agencies in Bangladesh, Malaysia and the GCC use it as a visa tracking system for tourist, business, student, work and Umrah visas.
Processing flows
The right steps for every country and visa type
Pick a country and visa type, and the case gets its own stages and document checklist.
Work visaSaudi Arabia11 stages5 required documents
- 1Consultation
- 2Document Collection
- 3Document Verification
- 4Payment Completed
- 5Medical
- 6Biometric
- 7Submission
- 8Under Review
- 9Approved
- 10Delivered
- 11Case Closed
Required documents
- Passport
- Photo
- Employment Contract
- Medical Report
- Employer Authorization
Templates and checklists from a real TravelSuite setup. Every stage and document list is editable.
Case pipeline
Every visa case, one board
Cases move stage by stage, with documents, due dates and priority on each card. Late and blocked files stand out.
3Due soonExpected within 7 days
1OverduePast expected close date
4Docs for reviewAwaiting staff verification
2Appointments todayBiometric and interview
Document Collection2 cases · $1,450
CASE-1047Low
MalaysiaTourist visa3/5 verified22 Oct
Medical1 case · $2,100
CASE-1032Urgent
Saudi ArabiaWork visa4/5 verified15 Oct
Biometric1 case · $980
CASE-1029Medium
United KingdomStudent visa4/4 verified16 Oct
Under Review2 cases · $1,760
CASE-1018Medium
Saudi ArabiaWork visa5/5 verified24 Oct
CASE-1021Low
ThailandTourist visa5/5 verified19 Oct
Approved1 case · $620
CASE-1009Low
MaldivesWork visa6/6 verifiedDelivered
Cases arrive from
- Walk-in
- Phone call
- Website
- Agent
- Referral
Stage names from the visa module. Cases and numbers are examples.
Visa types
Every visa your customers apply for
Tourist and visit visas
Country-specific checklists for holiday and family visits, including e-visas.
Business and work visas
Invitation letters, employer documents and work permits tracked per applicant.
Student visas
Admission letters, financial documents and interview dates in one file.
Umrah visas
Linked to Umrah packages and pilgrim files, with status visible to the operations team.
Key capabilities
Organise every application with requirements, documents and stages your team can track.
12 features included in Visa Processing
See it in a demo- 01Country and visa-type requirement lists
- 02Document upload and checklist per applicant
- 03Application stages with responsible staff
- 04Embassy and VFS appointment scheduling
- 05Automatic SMS, email and WhatsApp status updates
- 06Group and family applications
- 07Passport collection and return tracking
- 08Deadline and passport expiry alerts
- 09Online visa enquiry and application forms
- 10Role-based access to applicant documents
- 11Visa fee, service charge and cost posting
- 12Profit by country, visa type and staff
Application workflow
From enquiry to passport return in six steps
- 01
Open the file
Choose the country and visa type; the checklist, fees and stages load automatically.
- 02
Collect documents
Applicants upload documents online and staff mark each one as received or rejected.
- 03
Review and prepare
Forms and supporting documents are checked against the requirement list before submission.
- 04
Book the appointment
Embassy or VFS appointment and biometrics dates are scheduled with reminders.
- 05
Submit and track
The file moves through each stage, and the applicant is updated at every change.
- 06
Deliver and close
The passport is returned, the outcome recorded and fees and profit posted to accounts.
Visa reports
Know which countries pay off
Bookings, revenue, collections and approval rates for any period, filtered the way you work, and exported to CSV.
- Date range
- Country
- Visa type
- Staff
- Booking status
- Revenue trendBooking revenue against the previous period
- Booking statusDraft, processing and closed cases
- Visa outcomeApproved, rejected and pending per applicant
- Document complianceLatest document status across applicants
- AppointmentsScheduled, completed and rescheduled
- Staff performanceCases handled and closed per staff member
Country performanceExport CSV
CountryBookingsRevenueApproval
Saudi Arabia64$19,20096%
United Kingdom22$13,86088%
Canada18$12,60083%
Malaysia41$4,92098%
Thailand35$3,85097%
Example figures
Built for every team
One visa desk, four ways to work
Visa officers
- Every file with its checklist
- Missing documents highlighted
- Appointments and deadlines in one calendar
- Status updates sent automatically
Applicants
- Upload documents online
- Know exactly what is still needed
- Status updates on WhatsApp
- Pay fees online
B2B agents
- Submit applications for their customers
- See fees and requirements per country
- Track every file they submitted
- Statements and commission
Management
- Files by stage and staff
- Approval and refusal rates
- Revenue and profit per country
- Workload across branches
Why agencies switch
Before and after TravelSuite ERP
| Task | Without TravelSuite | With TravelSuite ERP |
|---|---|---|
| Requirements | Remembered by experienced staff | Checklist per country and visa type |
| Documents | Paper folders and email attachments | Uploaded and checked on the file |
| Status | Customers call to ask | Updates sent automatically |
| Appointments | Noted in a diary | Scheduled with reminders |
| Workload | Unclear who handles which file | Each stage assigned to a staff member |
| Profit | Worked out at month-end | Visible for every file |
Local by design
Ready for the visas your customers need
Bangladesh
Process tourist, student and work visas for Bangladeshi passport holders, with fees in BDT and updates in Bangla or English.
Saudi Arabia and the GCC
Handle Umrah, visit and business visas, and visas for residents travelling to Europe, the UK and Asia.
Malaysia
Manage outbound visas for Malaysian travellers and student applications, with online document upload and payment in MYR.
FAQ
Frequently asked questions
Can I set different checklists for each country?
Yes. Each country and visa type has its own document list, fees and processing stages.
Can customers upload documents online?
Yes. Applicants upload documents through a secure link or your website, and staff mark each item as received or rejected.
How are customers updated on their application?
Status changes trigger SMS, email or WhatsApp messages automatically, so customers know where their visa is without calling.
Can I track embassy appointments and submissions?
Yes. Appointment, biometrics and submission dates are scheduled on each file, with reminders for staff and applicants.
Can I process group and family applications?
Yes. Group several applicants under one booking, share common documents and track each person's status separately.
Is visa processing linked to accounts?
Yes. Visa fees, service charges and costs post to accounts automatically, with profit shown for each file.
Which visa types can I manage?
Tourist, business, student, work, family and Umrah visas, or any other type you define with its own requirements.
Are passport and document details kept secure?
Documents are stored against the applicant's file with role-based access, so each staff member only sees what they need.
Works with every TravelSuite module
Bookings, customers, payments and accounts stay in one database, so this module shares data with everything else automatically.