Zoho implementation for Immigration and Visa Consultants
Zoho for immigration and visa consultants: assess eligibility, collect documents through a portal, track every case stage and bill fees in stages.
Business process workflow
How immigration and visa consultants work flows in Zoho
Zoho connects enquiries, eligibility checks, document collection, case stages, lodgement, staged fees and adviser workload.
Common problems we fix
- Documents arrive by email and chat and nobody knows which ones are missing
- Case deadlines, test score and passport expiries are tracked in spreadsheets
- Staged fees and government fees are hard to match to each case
The process, step by step
- 1
Capture the enquiry
Web, chat and walk-in enquiries are logged with the visa goal and country.
- 2
Assess eligibility
An adviser checks the profile against the visa criteria and gives options.
- 3
- 4
Collect documents
The client uploads documents to a checklist and the team reviews them.
- 5
Lodge and follow up
The application is lodged and every request from the authority is tracked.
- 6
Close and settle
The decision is recorded and settlement help or the next visa is offered.
Department by department
How every department of a immigration and visa consultants business works in Zoho
An immigration and visa consultancy turns enquiries into signed cases, then manages documents, deadlines and lodgements for months at a time. In Zoho, counselling, assessment, case processing, lodgement, compliance, finance and HR share one client and one case record with every document and fee attached.
How the departments hand work to each other
Each arrow is a handover. Because every team works on the same Zoho records, the next department picks up the work without re-entering it.
- 1Enquiries and Counselling to Eligibility Assessment: Booked consultations with pre-screen answers
- 2Eligibility Assessment to Case Processing and Documentation: Signed client with chosen visa and document list
- 3Eligibility Assessment to Finance and Accounts: Agreement with staged fee plan
- 4Case Processing and Documentation to Lodgement and Follow-up: Case file ready for lodgement
- 5Case Processing and Documentation to Finance and Accounts: Stage completed for billing
- 6Lodgement and Follow-up to Enquiries and Counselling: Granted clients for settlement or next-visa offers
- 7Lodgement and Follow-up to Finance and Accounts: Final stage for billing
- 8Compliance and Quality to Case Processing and Documentation: Cases affected by rule changes
- 9Compliance and Quality to HR and Payroll: Training needs from audits
- 10Finance and Accounts to Management and Reporting: Monthly revenue and collections summary
- 11HR and Payroll to Finance and Accounts: Payroll summary
- 12Management and Reporting to Enquiries and Counselling: Destinations and visa types to promote
- 13Management and Reporting to HR and Payroll: Hiring plan for case officers
Each department in detail
Open a department to see its workflow, its own entity diagram, who does the work, what needs approval, the reports it watches and what it hands over.
Enquiries and CounsellingTurns enquiries from students, workers, families and employers into booked consultations and signed clients.
Workflow
- 1
Capture enquiries
Website forms, chat, social and walk-ins create a lead with visa goal, destination and current country.
- 2
Pre-screen
A short questionnaire on age, education, work history and language scores sets the lead's priority.
- 3
Book a consultation
The lead books a paid or free consultation online, in person or by video.
- 4
Follow up
Leads who do not sign get reminders and updates on visa rule changes.
Zoho FormsEntity diagram: Enquiries and Counselling
The records this team creates and updates, their key fields, and how they link.
- Zoho CRM
- Zoho Forms
- Zoho Bookings
- Zoho Campaigns
Read the relationships as text
- Lead completes Pre-screen (1:1)
- Lead books Consultation (1:N)
- Campaign nurtures Lead (N:N)
Who does the work
- Counsellor
- Front desk executive
- Branch manager
Approvals and controls
- Fee discounts need the branch manager
Reports they watch
- Enquiries by source and visa type
- Consultation to signed conversion
- Leads not followed up
Hands over to
- Eligibility Assessment: Booked consultations with pre-screen answers
Eligibility AssessmentChecks each profile against the visa criteria and recommends the right pathway honestly.
Workflow
- 1
Review the profile
The adviser reviews education, work history, language scores, funds and family details.
- 2
Check against criteria
Points or requirements for each possible visa are worked through on an assessment form.
- 3
Recommend options
The client gets a written assessment with options, risks and a document list, without promising an outcome.
- 4
Sign the agreement
The service agreement with scope, staged fees and refund terms is signed online.
Entity diagram: Eligibility Assessment
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho CRM
- Zoho Sign
Read the relationships as text
- Client assessed in Assessment (1:N)
- Assessment offers Option (1:N)
- Option chosen in Service Agreement (1:1)
Who does the work
- Immigration adviser
- Senior adviser
Approvals and controls
- Complex or borderline cases are reviewed by a licensed or senior adviser where the destination requires one
- Agreements are issued only after the assessment is signed off
Reports they watch
- Assessments by visa type
- Assessment to agreement rate
- Ineligible profiles by reason
Hands over to
- Case Processing and Documentation: Signed client with chosen visa and document list
- Finance and Accounts: Agreement with staged fee plan
Case Processing and DocumentationCollects, checks and prepares every document and form the application needs.
Workflow
- 1
Open the case
A case is opened with visa type, stages, deadlines and assigned case officer.
- 2
Collect documents
The client uploads documents to a checklist in a portal and gets reminders for missing ones.
- 3
Check documents
Each document is checked for validity, translation and expiry, and rejected items go back to the client.
- 4
Prepare forms
Application forms, statements and employer letters are drafted and reviewed.
- 5
Track expiries
Passport, medical, police certificate and test score expiry dates raise alerts before they lapse.
Entity diagram: Case Processing and Documentation
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho WorkDrive
Read the relationships as text
- Case requires Checklist Item (1:N)
- Checklist Item met by Document (1:1)
- Case has Case Task (1:N)
Who does the work
- Case officer
- Documentation executive
Approvals and controls
- Cases move to lodgement only when the checklist is complete and reviewed
- Translations must come from an approved translator
Reports they watch
- Cases by stage and officer
- Missing documents by case
- Expiries in the next 60 days
Hands over to
- Lodgement and Follow-up: Case file ready for lodgement
- Finance and Accounts: Stage completed for billing
Lodgement and Follow-upLodges applications, answers requests from the authority and records the decision.
Workflow
- 1
- 2
Lodge
The application is lodged on the government portal and the reference number is recorded.
- 3
Track requests
Requests for more information, biometrics and medicals are logged with due dates.
- 4
Update the client
Clients get status updates and can ask questions through tickets.
- 5
Entity diagram: Lodgement and Follow-up
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Desk
Read the relationships as text
- Lodgement may receive Authority Request (1:N)
- Lodgement ends in Decision (1:1)
- Client Query asks about Lodgement (N:N)
Who does the work
- Senior adviser
- Case officer
Approvals and controls
- Lodgement needs the senior adviser's sign-off
- Responses to authority requests are reviewed before submission
Reports they watch
- Lodged cases awaiting decision
- Requests due this week
- Decisions by visa type
Hands over to
- Enquiries and Counselling: Granted clients for settlement or next-visa offers
- Finance and Accounts: Final stage for billing
Compliance and QualityKeeps adviser licences, client money, complaints and file standards in order.
Workflow
- 1
Track adviser licences
Registration or licence for each adviser is tracked where the destination country requires it.
- 2
Audit case files
A sample of files is checked for agreements, consent and correct advice.
- 3
- 4
Zoho People
Zoho CliqEntity diagram: Compliance and Quality
The records this team creates and updates, their key fields, and how they link.
- Zoho Creator
- Zoho Desk
Read the relationships as text
- Licence Register checked in File Audit (N:N)
- Complaint may trigger File Audit (1:N)
- Rule Change prompts File Audit (N:N)
Who does the work
- Compliance officer
- Managing director
Approvals and controls
- Advice on regulated visas is given only by advisers allowed to give it
- Refunds under the agreement need the managing director
Reports they watch
- Licences expiring
- File audit scores
- Open complaints
Hands over to
- Case Processing and Documentation: Cases affected by rule changes
- HR and Payroll: Training needs from audits
Finance and AccountsBills staged professional fees, handles government fee payments and tracks case profitability.
Workflow
- 1
Bill by stage
Fees are invoiced as each stage is reached, such as signing, file ready and lodgement.
- 2
Handle government fees
Visa and third-party fees paid for the client are recorded separately from professional fees, in a client account where required.
- 3
Apply tax
GST in India, VAT in the UK and UAE, or the tax your country uses is applied to professional fees.
- 4
Pay referral partners
Commissions to education agents or referral partners are paid on agreed terms.
Entity diagram: Finance and Accounts
The records this team creates and updates, their key fields, and how they link.
- Zoho Books
Read the relationships as text
- Invoice settled by Payment (N:N)
- Disbursement recharged on Invoice (N:N)
- Invoice triggers Referral Commission (1:N)
Who does the work
- Accountant
- Accounts executive
Approvals and controls
- Refunds need the managing director
- Client money is moved only for the purpose the client agreed
Reports they watch
- Fees billed against collected
- Unbilled stages
- Revenue by visa type
Hands over to
- Management and Reporting: Monthly revenue and collections summary
Zoho BooksHR and PayrollHires, trains and pays counsellors, advisers and case officers, including targets-based incentives.
Workflow
- 1
- 2
- 3
- 4
Run payroll
Salary and incentives are paid through Zoho Payroll where it is available, or your local payroll provider.
Zoho Recruit
Zoho Learn
Zoho PayrollEntity diagram: HR and Payroll
The records this team creates and updates, their key fields, and how they link.
- Zoho People
- Zoho Learn
- Zoho Creator
- Zoho Payroll
Read the relationships as text
- Employee completes Training Record (1:N)
- Employee earns Incentive (1:N)
- Employee paid by Payslip (1:N)
Who does the work
- HR manager
- Branch manager
Approvals and controls
- Incentives are paid only on cases whose first stage fee is collected
Reports they watch
- Cases per case officer
- Training completion
- Incentive payout
Hands over to
- Finance and Accounts: Payroll summary
Management and ReportingGives owners one view of enquiries, cases by stage, adviser workload and revenue.
Workflow
- 1
- 2
Watch the pipeline
Enquiries, consultations and signed clients are tracked by branch and visa type.
- 3
- 4
Entity diagram: Management and Reporting
The records this team creates and updates, their key fields, and how they link.
- Zoho Analytics
Read the relationships as text
- Pipeline Board informs Capacity Plan (N:N)
- Case Flow informs Capacity Plan (N:N)
Who does the work
- Managing director
- Operations head
Approvals and controls
- New service lines and fee changes are approved by the managing director
Reports they watch
- Signed clients by visa type and branch
- Average days to lodgement
- Revenue by destination
Hands over to
- Enquiries and Counselling: Destinations and visa types to promote
- HR and Payroll: Hiring plan for case officers
Zoho AnalyticsWhat to expect when you start
A typical plan for a focused project of one to three apps. Larger scope or messy data takes longer; we confirm the timeline after discovery.
Week 1 to 2
Map and agree
We walk through your immigration and visa consultants process from "Capture the enquiry" to "Close and settle", list the records and fields you really need, and agree the scope.
Week 3 to 4
Build the core
We configure Zoho CRM and Zoho SalesIQ with your stages, roles, approvals and templates.
Week 5 to 6
Connect and migrate
We clean and import your data, connect email, payments or other tools, and build the reports you will use every week.
Week 7 to 8
Test and go live
Your team tests with real cases, we train each role, and we cut over with a checklist.
Mistakes to avoid
- Copying the old spreadsheet column for column. Keep only the fields that help someone decide or act.
- Leaving out exceptions such as returns, changes and cancellations. Model them early so the team does not work around the system.
- No owner per stage. Name one person for "Capture the enquiry" and one for "Close and settle".
- Going live without checking reports against numbers you already trust.
A good first win
Start with the problem that hurts most: Documents arrive by email and chat and nobody knows which ones are missing. Fixing one visible problem in the first month builds trust and adoption for everything after it.
What you can measure
- Enquiry to signed client conversion
- Days from signing to lodgement
- Open cases by stage and adviser
- Fees billed against fees collected
Zoho apps in this workflow
Zoho CRM
Zoho SalesIQ
Zoho Creator
Zoho Bookings
Zoho SignZoho Books
Zoho WorkDrive
Zoho Desk
Zoho CampaignsWe deliver remotely for India, the UAE, the Middle East, the USA, the UK, Canada, Australia and Europe.
Questions about Zoho for immigration and visa consultants
Which Zoho apps suit immigration and visa consultants businesses?
A typical immigration and visa consultants setup uses Zoho CRM, Zoho SalesIQ, Zoho Creator, Zoho Bookings, Zoho Sign, Zoho Books, Zoho WorkDrive, Zoho Desk, Zoho Campaigns. We confirm the exact apps after mapping your own process in a discovery call.
How does the business process flow in Zoho for immigration and visa consultants?
1. Capture the enquiry; 2. Assess eligibility; 3. Sign and pay; 4. Collect documents; 5. Lodge and follow up; 6. Close and settle.
Which departments does a Zoho setup for immigration and visa consultants cover?
A full setup covers Enquiries and Counselling, Eligibility Assessment, Case Processing and Documentation, Lodgement and Follow-up, Compliance and Quality, Finance and Accounts, HR and Payroll, Management and Reporting. Each department works in its own Zoho screens, but they share the same customer, order and finance records, so work moves from one team to the next without being retyped.
Zoho apps we set up for immigration and visa consultants
- Zoho CRM
- Zoho Creator
- Zoho Books
Not sure which apps fit your business? Book a free 30-minute call or see all Zoho products we implement
Zoho services for immigration and visa consultants
All Zoho services →- Data migration to ZohoMove from Salesforce, HubSpot, Tally, QuickBooks or spreadsheets
- Custom Zoho Creator appsApps for the steps no standard Zoho module covers
- Zoho implementationZoho CRM live within 2 weeks, fixed price agreed in writing
- Zoho support100-hour support packs, first reply within 1 hour
- Zoho consultingChoose the right apps and plan before you build
- Zoho integration servicesConnect Zoho to payments, ads, telephony, e-commerce and more
More industries we build Zoho workflows for
Zoho adapts to almost any business that has leads, orders, projects, people and money to track. A few examples are below; the industries page lists all 179 with a typical process flow and the Zoho apps behind each.
- Construction and ContractingControl tenders, project costs, subcontractors, site materials and progress billing from one system.
- Wholesale and DistributionRun orders, stock across warehouses, credit limits and collections for dealers and retailers.
- Food and BeverageTrack outlet and central kitchen stock, recipes, suppliers and daily sales with branch-wise accounts.
- Fitness and WellnessConvert enquiries into members, manage bookings and recurring fees, and keep members engaged.
- Staffing and RecruitmentManage client job orders, candidate pipelines, placements and invoicing in one flow.
- Travel and TourismTurn enquiries into itineraries, bookings and payments with supplier and customer tracking.
- Telecom and ISPsRun activation, installation, support and recurring billing for subscribers and enterprise accounts.
- Media and AdvertisingManage clients, briefs, campaign projects, approvals and retainer billing for agencies and media firms.
- Import and Export TradingHandle enquiries, proforma invoices, shipments, documentation and multi-currency accounting.