VisaFlow
Digital Transformation Solution for Visa & Immigration Agencies
Replace spreadsheets, WhatsApp threads, and paper files with one integrated platform — built specifically for visa, foreign employment, student, and immigration consulting agencies.
1,000+
Candidates Managed
24 hrs
Issue Resolution SLA
3 Months
Implementation Cycle
100%
Cloud-Secured Data
The Problem
Running Your Agency Without the Right Tools Is Costing You
Most visa agencies are held back by the same operational pain points. Sound familiar?
Excel Overload
Critical data buried in sprawling spreadsheets that only one person understands.
Lost WhatsApp Leads
Inquiries buried in personal chats with no tracking or systematic follow-up.
No Follow-up Accountability
Agents forget callbacks and managers have no visibility into overdue actions.
Document Chaos
Passports, medicals, and certificates scattered across folders and WhatsApp groups.
Zero Pipeline Visibility
Managers have no real-time view of where each candidate stands in the process.
Poor Candidate Communication
Candidates call repeatedly asking for updates — draining agent time and morale.
Missed Compliance Deadlines
SLBFE renewals, medical expiries, and welfare checks slipping through the cracks.
No Agent Performance Data
No way to measure conversion rates, response times, or caseload distribution.
Data Security Gaps
Sensitive personal data unprotected in emails, USB drives, and shared folders.
Can't Scale Efficiently
Manual processes cap how many candidates the agency can handle at once.
Platform Capabilities
Everything Your Agency Needs to Scale
12 purpose-built modules covering every aspect of your agency's operations — from the first inquiry to candidate departure.
Lead Management System
Capture every inquiry from WhatsApp, web, and walk-in. Assign leads to agents, track follow-ups, and monitor conversion rates in real time.
Candidate Profiles
Comprehensive digital profiles covering personal details, passport data, employment history, visa status, assigned agent, and full communication history.
Visa Pipeline Tracking
Kanban-style pipeline with drag-and-drop stage management and automated notifications. Managers see every candidate's stage at a glance.
Document Vault
Secure digital storage for passports, NICs, medicals, and certificates with expiry alerts and checklist management.
Candidate Self-Service Portal
Branded portal where candidates view their pipeline stage, upload documents, check document status, and message their assigned agent directly.
Follow-up Accountability
Scheduled follow-up system with agent assignment, deadline tracking, escalation alerts, and management reporting on overdue actions.
Compliance Monitoring
Automated SLBFE compliance tracking, document expiry monitoring, and welfare check scheduling built into every workflow.
Analytics Dashboard
Real-time management dashboard with pipeline health, agent performance metrics, conversion rates, and full operational KPIs.
WhatsApp Integration
Direct WhatsApp communication from within the platform. Automated stage updates, document reminders, welfare check-ins, and lead capture bot.
Role-Based Access Control
Owner, Senior Agent, and Junior Agent permission levels enforced at the database level — no workarounds possible.
Mobile-First Operation
Fully responsive interface optimized for mobile so agents work efficiently from any device, anywhere.
Agent Performance Tracking
Track caseload, follow-up completion rate, portal message response time, stage progression speed, and lead conversion per agent.
Self-Service Portal
Give Candidates Full Visibility
VisaFlow's candidate portal is agency-branded, multilingual, and requires zero app downloads. Candidates stay informed, and your agents spend less time on repetitive status calls.
- Live pipeline stage view with step-by-step visual progress tracker
- Document upload from any device (PDF, JPG, PNG, HEIC supported)
- Direct in-portal messaging with assigned agent (fully logged)
- OTP-based login — no app download required
- Available in Sinhala, Tamil, and English
- Agency-branded (not VisaFlow branded)
My Application
Ref #VF-2024-0182
Document Status
Pricing
Transparent Investment Plans
Both plans require a 12-month minimum commitment. Save 12% with annual pre-payment.
Professional
For agencies up to 500 candidates
Setup Fee
LKR 180,000
Monthly
LKR 90,000/mo
- Full platform access
- Candidate self-service portal
- Up to 8 agent accounts
- WhatsApp integration
- 3-month implementation
- 24-hour SLA support
Enterprise
For agencies with 500+ candidates
Setup Fee
LKR 220,000
Monthly
LKR 120,000/mo
- Everything in Professional
- Unlimited candidates
- Unlimited agent accounts
- Advanced analytics suite
- Custom domain
- Priority SLA support
- Dedicated implementation manager
Save 12% by paying annually upfront — minimum 12-month commitment on both plans.
The Comparison
Why VisaFlow Wins
Generic tools weren't built for this industry. VisaFlow was.
| Feature | Excel / Manual | Generic CRM | VisaFlow |
|---|---|---|---|
| Visa pipeline tracking | ~ | ||
| Document vault with expiry alerts | |||
| SLBFE compliance monitoring | |||
| Candidate self-service portal | |||
| WhatsApp integration | ~ | ||
| Multi-language (Sinhala / Tamil / English) | |||
| Agent performance tracking | ~ | ||
| Purpose-built for Sri Lankan agencies |
Support
Guaranteed SLA Commitments
Every issue is triaged and resolved within defined timeframes — your agency stays operational.
System Down
Response
1 hour
Resolution
4 hours
Feature Broken
Response
4 hours
Resolution
24 hours
General Query
Response
24 hours
Resolution
72 hours
Get In Touch
Ready to Transform Your Agency?
Book a free discovery call. We'll walk through your current workflow and show you exactly how VisaFlow solves your challenges.
Schedule a Free Discovery CallPhone
+94 72 828 9727
+94 77 079 6265
info.novahelix@gmail.com
Address
99/84D Old DRO Road
Kandana, Sri Lanka
Website: www.novahelix.dev
Follow us: @visaflowon LinkedIn, Facebook & Instagram
Built by VisaFlow Technology (AstroSoft Technology) — A NovaHelix Product