CRM for immigration and visa consultants

A CRM for immigration consultants and visa offices that run on calls

NLCaller is a CRM for immigration consultants and visa offices that tracks every enquiry call, missing document and case stage from the counsellor's phone.

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3-day free trial · Basic Dialer free forever · Updated

What is the best CRM for immigration consultants?

An immigration or visa office lives on two kinds of calls: new enquiries asking whether they qualify, and applicants who have signed up but still owe a passport scan, a bank letter or a test result. The best CRM for immigration consultants keeps both moving, because a case that waits on paperwork earns nothing and an enquiry left unanswered goes to the office down the road. NLCaller, a calling app with its own case CRM, runs on each counsellor's own phone, Android or iPhone. Each case moves through stages you define (Enquiry, Profile assessed, Agreement signed, Documents awaited, File submitted, Decision received), and custom fields hold the destination country, visa category and passport expiry. Repeating reminders chase missing papers until they arrive. For twelve months one counsellor costs ₹1,944, or ₹762 covers a quarter; add GST to either (prices checked October 2026). Offices abroad pay $25 yearly or $13 per quarter.

NLCaller is a working tool for your team, not a source of immigration or legal advice, and it does not submit applications anywhere. Offices that also handle student visas can compare our overseas education consultants page, and desks that place candidates in jobs will find their pipeline on the recruitment agency CRM page.

How does a visa office work its cases in NLCaller each day?

A made-up example for illustration only: an immigration consultancy in Jalandhar with a front desk, three counsellors and about 80 active cases.

The daily workflow of an immigration consultancy using NLCaller
MomentWhat the team doesWhat NLCaller does
Office opensMissed calls from the night before are returned firstMissed-call notifications give one-tap call back, and an automatic WhatsApp had already told each caller the office hours
Front deskA walk-in asks about a work visa for CanadaSaved as a lead tagged Walk-in, with destination and visa category in custom fields
Counsellor assignmentThe manager hands enquiries to counsellors by countryEach counsellor gets a pending queue, and transfers keep the history when a case changes hands
Late morningCounsellors call applicants who still owe documentsFiltering by the Documents awaited stage gives a list that the auto dialer rings one by one
After each callAn applicant promises the bank letter by ThursdayThe after-call sheet keeps the stage and sets a Thursday reminder with a WhatsApp checklist attached
AfternoonA file is submitted for an applicantThe stage change to File submitted sends a WhatsApp update automatically, if one is set for that stage
Close of dayThe manager checks who called whomTeam call logs and the done tab show every counsellor's calls and finished leads

Office size, stages and countries are examples only.

Which features does a visa consultant rely on most?

Case stages

A pipeline shaped like your case process

Create, rename, recolour and drag statuses into the order your cases follow. Every change, including one made on the web dashboard, stays in the status history.

  • Custom fields for country, visa type, passport expiry and test scores
  • The shared lead filter finds every case for one country stuck at one stage

Document chasing

Reminders that keep asking until the papers arrive

Set a follow-up to repeat every two or three days with an end date, attach the checklist as a WhatsApp message, and call the applicant straight from the alarm.

  • Saved templates with document, image or video attachments
  • Reminders tab sorted into pending, today and tomorrow

WhatsApp CRM

Applicant chats that belong to the office

Applicants send scans and questions on WhatsApp. The in-app WhatsApp CRM shows the chat beside their call history and case details, and the chat stays with the business when a counsellor leaves. More on the WhatsApp CRM page.

  • Turn any chat into a lead in one tap
  • Unread and unreplied badges so no applicant waits unseen

Enquiry calls

No enquiry lost to a busy line

Separate automatic WhatsApp messages go out after missed, incoming and outgoing calls, with quiet hours so nobody gets a message at midnight. See our guide to following up missed calls.

  • Call log filters for missed, connected and lost leads
  • Unknown callers named by optional online lookup

What habits keep a consultancy's case list moving?

  • Keep one stage for every point where a case can stall, especially Documents awaited and Fee pending, so the list of stuck cases is one filter away.
  • Record the fee as a sale against the client. Paid and due amounts show on every sale, and revenue cards total the week and month.
  • Use the passport expiry custom field so counsellors see it on the lead before promising timelines.
  • Back up everything to the account. If a counsellor's phone is lost, signing in on a new phone restores calls, leads, remarks and reminders.

What visa and immigration offices say about NLCaller

  • “Most of our day is chasing papers. The Documents awaited list is now where every counsellor starts after tea.”

    Office manager, immigration consultancy, Jalandhar

  • “When a counsellor left, his applicants' chats and notes stayed with us. The new person picked up the same week.”

    Director, visa consultancy, Chandigarh

  • “Evening enquiry calls used to wait till morning. Now the caller gets our hours on WhatsApp right away.”

    Front desk executive, migration services office, Ahmedabad

Pricing

How much does NLCaller cost?

NLCaller costs ₹162 per user per month on yearly billing or ₹254 on the 3-month plan, plus GST. The Basic Dialer is free forever.

Basic Dialer

₹0free forever

No payment, no expiry

  • Calling
  • WhatsApp after every call
  • Call analytics on your phone
Get the free dialer

3 months

₹254per user per month + GST

Billed ₹762 per user every 3 months · $13 outside India

  • Every feature in the app
  • Leads, auto dialer, reminders and WhatsApp CRM
  • Team features, attendance and web dashboard
Start 3-day free trial

36% less per month

Yearly

₹162per user per month + GST

Billed ₹1,944 per user per year · $25 outside India

  • Every feature in the app
  • Leads, auto dialer, reminders and WhatsApp CRM
  • Team features, attendance and web dashboard
Start 3-day free trial

Prices per user. GST added for India. Outside India, prices are in US dollars per user per billing period. The free trial opens every paid feature for 3 days. Prices checked 3 October 2026.

When should an immigration office look beyond NLCaller?

NLCaller handles calls, case stages and reminders. It will not meet your needs if:

  • You want an applicant portal where clients upload documents and track their own case online.
  • You need forms filled or applications submitted to any government or embassy system. NLCaller does neither, and it gives no immigration or legal advice.
  • You need invoices or GST receipts for consultancy fees. The app records payments and balances but does not raise invoices.

Questions people ask

What is the best CRM for immigration consultants in India?

For offices that run on calls and WhatsApp, the best CRM for immigration consultants is NLCaller: case stages are your own, document reminders repeat until papers arrive, and applicant chats stay with the business.

Is NLCaller a good CRM for visa consultants too?

Yes. NLCaller is a case-tracking calling CRM that suits any visa office: tourist, work, family and student visa cases each get their own stages, country fields and WhatsApp templates.

What is the best CRM for study abroad and immigration consultancy together?

An office doing both can keep student and migration cases in one NLCaller account, separated by a custom field or source tag, and give each counsellor a queue for their own side.

Can NLCaller track documents for each applicant?

It tracks what is missing through stages, remarks and repeating reminders, and you can share checklists on WhatsApp. It is not a document store for applicant files.

Does NLCaller give immigration advice or submit applications?

No. It is a calling and follow-up tool for your team. Eligibility, advice and submissions remain your consultancy's work.

Is there a free version for a small visa office?

The Basic Dialer is free forever: calling, a WhatsApp after every call and call analytics. Stages, reminders, queues and the WhatsApp CRM come with a paid seat, after a three-day free trial.

How this page was made: drafted with AI assistance from NLCaller's documented features, Google search research and dated public sources.

Give your counsellors one list of stuck cases

Ask for NLCaller on WhatsApp, add your case stages, and let the whole office try it for three days at no cost.

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