The intelligent platform for global mobility
Streamline visa applications, automate document management, and deliver exceptional client experiences. Purpose-built for South African immigration consultancies and law firms.
14-day
Free trial, no card required
7+
SA visa types supported
Trusted by leading immigration firms
Features
Everything you need to manage immigration cases
From initial intake to final approval, VisaFlow provides the tools your consultancy needs to deliver efficient, transparent service.
Case Management
Track every visa application through 8 customisable pipeline stages. Support for Critical Skills, General Work, Business, Intra-Company Transfer, Study, Retired Persons, and all South African visa categories.
Document Management
Upload, version, and validate documents with AI-powered extraction. Automatic OCR for scanned documents, smart classification, and compliance checking.
AI Assistant
AI-powered search across all your documents using RAG technology. Auto-extract key information, classify documents, and get instant answers about any case.
Client Portals
Self-service applicant and employer portals for case tracking, document uploads, and direct messaging.
Communication Hub
Email, WhatsApp, and SMS integration with message templates and full activity logging.
Task Management
Create task checklists, assign to team members, set deadlines, and track completion with templates.
Calendar & Scheduling
Google Calendar sync with appointment management and DHA deadline reminders.
Financial Management
Contracts, quotes, invoices, and payment tracking. Supports upfront, 50/50 split, and milestone billing.
Forms & Lead Capture
Build custom intake forms, create landing pages, and capture leads with AI-powered scoring.
Drip Campaigns
Automated email and WhatsApp sequences to nurture leads and keep clients engaged.
Compliance & Security
POPI Act compliant with full audit trails, 4-tier role-based access, and encrypted storage.
Analytics & Reporting
Pipeline analytics, lead conversion tracking, task metrics, and revenue reporting dashboards.
Workflow
A structured system from intake to outcome
The product is designed around the way immigration teams actually work: triage, collect, review, submit, follow up, and keep every stakeholder informed.
Set Up Your Practice
Create your organisation in minutes. Configure visa types, 8 pipeline stages, document checklists, and invite your team with 4-tier role-based access.
- Custom pipeline stages
- 4 user roles (Admin, Consultant, Viewer...)
- Document checklist templates
- Brand your client portal
Onboard Clients Seamlessly
Capture leads through custom forms and landing pages. Applicants and employers get self-service portal access to upload documents and track progress in real time.
- Custom intake forms & landing pages
- Self-service applicant portal
- Employer portal for corporates
- AI-powered lead scoring
Manage Cases with Confidence
Track every case from Lead through to Approved with complete visibility. AI validates documents, tasks keep your team on track, and deadline alerts ensure nothing slips.
- Visual Kanban pipeline
- AI document extraction & OCR
- Task checklists & assignments
- Full audit trail
Deliver Results & Grow
Keep clients informed via email, WhatsApp, and SMS. Use analytics to optimise your practice, and track revenue with contracts, invoices, and payment management.
- Pipeline & lead analytics
- Contracts, invoices & payments
- Drip campaigns & automation
- Scalable from solo to agency
Client Experience
Portals that clients actually love
Give applicants and employers self-service access to track cases, upload documents, and communicate directly with your team.
Keep applicants informed, not anxious
Your clients get a clean, intuitive portal where they can see exactly where their visa application stands. No more chasing you for updates — they get real-time visibility and can upload documents directly.
- Real-time case status tracking
- Secure document upload & management
- Direct messaging with your team
- Profile & personal details management
- Communication history
Corporate relocations, simplified
Companies sponsoring employee visas get a dedicated portal to manage all their relocation cases. Batch processing, real-time status updates, and direct communication with your team.
- Manage all candidate cases in one view
- Batch document submission
- Company-wide progress dashboard
- Direct communication with consultants
- Profile & company management
Your AI immigration assistant
VisaFlow's AI Document Assistant uses advanced RAG technology to help you search, extract, and analyse documents across all your cases instantly.
Intelligent Search
Ask questions in natural language and get instant answers from your document library.
Auto-Extraction
Automatically extract key information from passports, contracts, and forms.
Smart Classification
Documents are automatically categorised and tagged for easy retrieval.
OCR Processing
Scanned documents are automatically digitised with optical character recognition.
Pricing
Simple, per-seat pricing
Only pay for consultants and admins. Viewers, read-only users, and client portal access are always free.
Free
Get started with the essentials. Perfect for trying VisaFlow with your team.
- 2 users (viewers always free)
- 15 active cases
- 1 GB document storage
- Document management
- Client portal
- Email notifications
- Basic reporting
Professional
Per-seat pricing for growing practices. Only pay for consultants and admins — viewers are free.
Billed annually — save 20%
- Unlimited active cases
- Unlimited viewers (free)
- 10 GB storage per seat
- Client & employer portals
- WhatsApp & SMS integration
- Calendar & scheduling
- Advanced analytics & reporting
Enterprise
For large firms needing custom solutions, migrations, and dedicated support.
- Everything in Professional
- Data migration assistance
- Dedicated account manager
- Custom integrations & API access
- SSO / SAML authentication
- Custom SLA
- Priority support
- Unlimited storage
AI Credits
Pay-as-you-goAI features — document extraction, intelligent search, OCR processing, and smart classification — are billed separately via credits on a usage basis. Available on Professional and Enterprise plans. Purchase credits as you need them, with no commitments or expiry.
All plans include SSL encryption, daily backups, and POPI Act compliance. 14-day free trial on Professional — no credit card required.
Trust
Built to earn confidence in process-heavy work
VisaFlow is positioned for firms and employers that need clarity, control, and a calmer client experience. Early partners consistently point to visibility and structure.
“VisaFlow transformed how we manage our practice. We went from spreadsheets and email chaos to a streamlined system that our clients love. The time we save on document management alone has been worth every cent.”
“The client portal is a game-changer. Our applicants can see exactly where their case stands without calling us. It reduced our support calls by 60% and our clients feel more confident throughout the process.”
“As a corporate HR team managing 50+ relocations a year, we needed a platform that could handle the complexity. VisaFlow's employer portal gives us complete visibility across all our cases.”
“The AI Document Assistant is incredibly useful. Being able to search across all our case documents in natural language saves hours of manual searching. It feels like having an extra team member.”
Quotes from early access partners. Names abbreviated for privacy. Experiences may vary.
FAQ
Frequently asked questions
Everything you need to know about VisaFlow. Can't find what you're looking for? Get in touch with our team.
Conversion
Bring cases, documents, deadlines, and portals into one calm system
Start with a 14-day trial or book a walkthrough with the team. The product is built to help firms and employers stay structured as case volume grows.
14-day free trial. No credit card required. Portal users and viewers stay free.