Visa module
Visa management software with online applications and case tracking
Take visa applications online, collect passports and documents against each case, charge the visa and service fee, and move every application from submitted to approved in the same admin as your bookings.
- Online visa applications
- Rules and fees per country
- Document checklists
- Status tracking and alerts
The visa module
An online visa application system in one admin
Most agencies still run visas through email threads, scanned passports and a spreadsheet of statuses. The visa module replaces that with an online visa application system: travellers choose their nationality and destination, see the visa types, fees and documents required, apply and pay online, and your coordinators process every case from one dashboard.
- Add the destinations you process and the nationalities you serve
- Set visa types, validity, processing time and required documents
- Price the embassy fee and your service fee per country and channel
- Travellers apply online, upload documents and pay
- Move each case through its statuses and notify the applicant
- Nationality
- Pakistan
- Destination
- United Arab Emirates
- Travel date
- 18 Jan
- Applicants
- 2 adults, 1 child
Applications and cases
Visa types, fees and documents before anyone applies
Travellers see what each visa costs, how long it takes and what to upload, so applications arrive complete and your team stops chasing paperwork.
- 30dTourist visa, single entry30 days stay · Processing 3 to 5 working days$95per applicant
- 60dTourist visa, multiple entry60 days stay · Processing 5 to 7 working days$180per applicant
- 96hTransit visa96 hours · Processing 2 working days$45per applicant
Country and nationality rules
Which visa types are offered for each destination and passport, with validity, stay length and entry type.
Applicant records
Passport number, expiry, date of birth and contact details for every applicant, individual or group.
Document checklists
Required documents per visa type, uploaded by the applicant and checked off by your team.
Status tracking
Submitted, documents pending, lodged, approved or rejected, with dates and notes on each case.
Visa and service fees
Embassy fee and your service fee priced separately, in the applicant's currency, paid online.
Applicant notifications
Email updates at each status change, and the approved visa sent with the invoice.
Visa case lifecycle
From enquiry to approved visa, tracked
Every application follows the same steps, so coordinators know what is waiting on the applicant, on your team and on the embassy.
Check
The traveller picks nationality, destination and visa type and sees fees and documents.
Apply
Applicant and passport details for each traveller in one application.
Upload
Passport scan, photo and supporting documents against the checklist.
Pay
Visa and service fees paid online or from the agent wallet.
Process
Your team reviews, requests missing items and lodges the case.
Decision
Approved or rejected, with the visa or the reason sent to the applicant.
One platform
Visas next to the trips they are for
A visa case is rarely sold alone. The module shares customers, payments and agents with every other product on the platform.
Flights, hotels and tours
Sell the visa with the flight, hotel or tour it is needed for, under the same customer.
Payment gateways
Visa fees run through the gateways, currencies and wallet already set up on your site.
Umrah and group travel
The same passport and document tracking used for pilgrims and group departures.
Back office
Run visa processing from one dashboard
Cases, coordinators, agents and fees in the same admin as every other product you sell.
Service fees and commissions
Per country, visa type or channel, as fixed amounts or percentages.
Roles and access
Admin, coordinator, agent and customer accounts, each seeing only the cases their role allows.
B2B agent applications
Agents submit visas for their clients in the B2B portal with their own rates.
Case queues
Filter applications by status, country, coordinator or travel date to see what needs action.
Invoices and receipts
Generated and emailed automatically for every paid application.
Reports
Applications, approvals, fees collected and agent ledgers, ready to export.
Compare
Email and spreadsheets vs visa management software
Many agencies still process visas by email, WhatsApp and a shared spreadsheet. This is what changes.
| Task | Manual process | PHPTRAVELS |
|---|---|---|
| Requirements | Manual processExplained again in every email | PHPTRAVELSVisa types, fees and documents shown per country online |
| Documents | Manual processScans scattered across inboxes and chats | PHPTRAVELSUploaded against a checklist on each case |
| Status | Manual processTracked in a spreadsheet, chased by phone | PHPTRAVELSStatus on every case, applicant notified by email |
| Payment | Manual processBank transfers matched by hand | PHPTRAVELSVisa and service fees paid online with an invoice |
| Team | Manual processEveryone sees everything, or nothing | PHPTRAVELSCases assigned by role and coordinator |
| Reporting | Manual processTotals rebuilt every month | PHPTRAVELSLive reports and exports |
Use cases
Built for the way you process visas
Travel agencies
Add visa services to flights, hotels and tours and keep every customer on one record.
Visa consultancies
A branded online visa application system for the destinations you specialise in.
B2B visa desks
Process applications for a network of sub-agents with their own rates and wallet.
Why PHPTRAVELS
Yours to run, change and grow
Source code included
Self-hosted under a commercial licence, so applicant data stays on your servers.
Unlimited countries
Add as many destinations, visa types and applications as your business needs.
24 languages
Take applications in your markets' languages and currencies, including right-to-left.
B2C and B2B
One installation for your public site and your agent portal.
FAQ
Visa management software questions
What agencies and visa consultancies ask before moving visa processing online.
Talk to salesSoftware that lets travellers apply for a visa online and lets your team manage every application: applicant and passport details, required documents, fees, status and notifications in one admin instead of email and spreadsheets.
Yes. The module works as an online visa application system: travellers choose nationality, destination and visa type, enter applicant details, upload documents and pay the fees on your site.
Yes. Each destination has its own visa types, validity, processing time, document checklist and fees, and you can limit which nationalities can apply.
Each case moves through statuses such as submitted, documents pending, lodged, approved and rejected, and the applicant is emailed at each change and can check the case in their account.
The embassy fee and your service fee are priced separately per country and visa type, then paid online through your payment gateways or from an agent's wallet balance.
Yes. Visa cases share customers, payments and agents with every other module, and the Umrah module uses the same passport and document tracking for pilgrims.
Yes. Every plan includes the full source code under a commercial licence and you host it yourself, so applicant data stays on your servers and your developers can change the module.