Visa module
Visa processing software that runs the visa desk case by case
Answer requirement questions in seconds, take applications online, check every document, follow each case to the embassy or e-visa portal and back, and let sub-agents apply for their clients. One visa management system, in the same admin as your bookings.
- Requirements by passport
- Cases with SLA timers
- Document checks with reasons
- B2B agents and wallet
On the visa desk
Six counters of one visa management system
Every visa enquiry walks the same desk: a requirements question, a case, a pile of documents, a price, often an appointment and a courier, and sometimes an agent asking on a client's behalf. This page follows that desk counter by counter.
- 01 / 06
Country requirements finder
Visa type, processing time, validity, stay, fees and documents for each passport and destination.
- 02 / 06
Application and case tracking
One case per applicant, a stage stepper and an SLA timer on every case.
- 03 / 06
Document checklists
Uploads checked as received, missing or rejected, with the reason sent to the applicant.
- 04 / 06
Visa products and fees
Tourist, business, transit and e-visa products with the government fee and service fee kept apart.
- 05 / 06
Appointments and courier
Embassy and visa centre appointments and passport couriers recorded on the case.
- 06 / 06
B2B agent applications
Sub-agents apply for their clients, pay from a wallet and earn a commission.
Country requirements
What do I need? Answered by passport and destination
The first question on every visa enquiry is the same. The requirements finder answers it from rules your team maintains, so travellers and agents get an answer on screen instead of waiting for an email.
A rule is a pair: one nationality, one destination. For each pair you set the visa types you offer, the processing time, how long the visa is valid, the permitted stay, single or multiple entry, the fees and the document checklist. Change a rule once and the website, the agent portal and the application form all show the new answer.
Pairs you do not handle stay hidden, and a pair can show a short note instead of a form, for example when the passport travels visa-free or the traveller must apply in person.
Works withFlightsStaysTravel Insurance
Requirement card
Tourist e-visa
PKAEApplied through: Official e-visa portal
Fee per applicant
–
- Processing
- 3 to 4 working days
- Validity
- 60 days from issue
- Stay
- Up to 30 days
- Entries
- Single entry
Documents
- Passport valid for 6 months
- Photo on a white background
- Return ticket
- Hotel booking
- Government fee
- –
- Service fee
- –
Requirement card
Standard visitor visa
INGBApplied through: Visa application centre
Fee per applicant
–
- Processing
- 15 working days
- Validity
- 6 months from issue
- Stay
- Up to 180 days
- Entries
- Multiple entry
Documents
- Passport valid for 6 months
- Bank statements, last 6 months
- Employment letter
- Travel itinerary
- Biometrics at the visa centre
- Government fee
- –
- Service fee
- –
Requirement card
Tourist visa, embassy sticker
NGTRApplied through: Embassy or consulate
Fee per applicant
–
- Processing
- 10 to 15 working days
- Validity
- 90 days from issue
- Stay
- Up to 30 days
- Entries
- Single entry
Documents
- Passport valid for 6 months
- Photo on a white background
- Bank statements, last 6 months
- Invitation or tour voucher
- Travel insurance
- Return ticket
- Government fee
- –
- Service fee
- –
Example rules. Your team sets the real requirements for each route.
Application tracker
Every applicant a case, every case a stage and a clock
A family of three is three passports and three decisions. The tracker opens one case per applicant under a shared application, shows the stage each one has reached and counts down the time you promised.
- Decision
Ravi Sharma
VZ-24817-1 · •••• 4471
- Documents
- Review
- Submitted
- Decision
- Passport returned
SLA2 d 6 h leftof 15 working daysWaiting on: Embassy
- Review
Meera Sharma
VZ-24817-2 · •••• 4472
- Documents
- Review
- Submitted
- Decision
- Passport returned
SLA9 d 2 h leftof 15 working daysWaiting on: Your team
- Documents
Anaya SharmaChild
VZ-24817-3 · •••• 9310
- Documents
- Review
- Submitted
- Decision
- Passport returned
SLA5 h overof 15 working daysWaiting on: Applicant
Case activity
- 16/01 11:05Application lodged at the visa centre, reference saved
- 13/01 10:52Biometrics attended, appointment closed
- 12/01 17:20Passport and bank statements approved by the coordinator
- 12/01 09:14Birth certificate missing, applicant reminded by email
Example data for illustration.
Stages you define
Documents, review, submitted, decision and passport returned by default, renamed or extended per visa product.
An SLA timer on every case
Each product has a promised processing time. The timer counts working days and flags cases that run over before the customer calls.
Queues by stage and coordinator
Filter the desk by stage, destination, coordinator or travel date to see which cases need action today.
Applicants told at every step
An email goes out when a case changes stage, and the applicant can follow it in their account.
Works withTravel agency CRMUmrahGroup Tours
- Passport valid for 6 monthspassport_meera.pdf · 1.2 MBReceived
- Photo on a white backgroundphoto_meera.jpg · 340 KBReason: Background is not plain white. Please upload a photo taken in the last 6 months.RejectedRe-upload requested
- Bank statements, last 6 monthsstatement_oct_dec.pdf · 820 KBReason: Statement covers 3 months. The embassy asks for 6.RejectedRe-upload requested
- Employment letteremployer_letter.pdf · 210 KBReceived
- Travel itineraryitinerary_jan.pdf · 96 KBReceived
- Hotel bookingMissing
- Travel insurance(Optional)Missing
Example data for illustration.
Document checklist
Received, missing or rejected, with the reason on record
Each visa product carries its own checklist. Applicants upload against it, coordinators check each file, and a rejected document goes back with a reason and a re-upload link instead of a phone call.
A checklist per visa product
Tourist, business and transit products each list their own documents, marked required or optional.
Checked file by file
Coordinators accept or reject each upload, so a case only moves to review when the list is complete.
Rejections that explain themselves
Pick a reason or write one. The applicant gets it by email with a link that opens the right upload slot.
Files on your own server
The platform is self-hosted, so passport scans and statements stay on infrastructure you control.
Works withOpen source travel softwareRequirements
Visa products
Build visa products with the fee split in the open
A visa product is one destination, one visa type and one price. The builder keeps the government fee and your service fee apart, so the traveller sees an honest breakdown and your ledger knows which part is yours.
Traveller pays
–
- Passed through
- –
- Your revenue
- –
Example data for illustration.
Tourist, business, transit and e-visa
Offer as many visa types per destination as you process, each with its own stay, entries and validity.
Government fee and service fee apart
Shown separately at checkout and on the invoice, and posted separately in reports, so pass-through money is never counted as profit.
Express options
Add priority or express handling as a priced option with its own shorter SLA.
Prices per channel
Set a public price for travellers and a net price for agents on the same product.
Appointments and courier
Visa centre appointments and passports in transit, on the case
Some visas need a visit to the embassy or a visa application centre such as VFS Global for biometrics; many need the passport sent there and back. Both are recorded on the case, so nobody has to ask where the passport is.
| Mon | Tue | Wed | Thu | Fri | |
|---|---|---|---|---|---|
| 09:00 | HR | Free | SI | Free | BA |
| 10:30 | Free | RS | Free | AK | Free |
| 12:00 | NM | Free | Free | Free | ZQ |
| 14:30 | Free | FT | UK | Free | Free |
- Collected from the applicant09/01 15:40
- Delivered to the visa centre10/01 11:15
- Ready for collection22/01 13:05
- Out for delivery23/01 08:30Current
- Delivered to the applicant
Example data for illustration.
Appointments are booked on the embassy or centre's own system. The case keeps the slot, the reference and the reminders.
The slot on the case
Centre, date, time, reference and who attends, visible to the coordinator and the applicant.
Reminders before the visit
The applicant is emailed the appointment, the address and what to bring.
Courier both ways
Record the waybill for the outbound and return legs and update the status as the passport moves.
A custody trail for every passport
Each hand-over is logged with a date, so you always know who holds a customer's passport.
B2B agents
Sub-agents apply for their clients, your desk processes
Your agent network uses the same requirements, products and checklists in the B2B portal. Agents pay from a wallet, earn a commission on the service fee and follow every client's case without calling your desk.
Applications from the B2B portal
Agents check requirements, enter applicants and upload documents for their own clients.
Paid from the wallet
Fees are taken from the agent's wallet or credit line at submission, with every movement on the ledger.
Commission on the service fee
A fixed amount or a percentage per product, never on the government fee.
Each agent sees only their clients
Cases, documents and invoices are scoped to the agent who submitted them.
Works withB2B travel portalB2B agent walletWhite-label B2B travel portal
- Wallet balance
- –
- Commission this month
- –
- Open cases
- 7
| Client | Visa | Stage | Paid | Commission |
|---|---|---|---|---|
| Hassan Raza | AETourist | Decision | – | + – |
| Sana Iqbal | GBBusiness | Submitted | – | + – |
| Bilal Ahmed | TRTourist | Documents | – | + – |
| Ayesha Khan | AETransit | Passport returned | – | + – |
FAQ
Visa processing 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: requirements, applicant and passport details, documents, fees, stages, appointments and notifications in one admin instead of email and spreadsheets.
Yes. The module works as online visa application software: travellers choose nationality, destination and visa type, enter applicant details, upload documents and pay the fees on your site.
Yes. Each nationality and destination pair has its own visa types, validity, processing time, document checklist and fees, and you can hide the pairs you do not process.
Each applicant has a case that moves through stages such as documents, review, submitted, decision and passport returned. The applicant is emailed at each change and can check the case in their account.
The government fee and your service fee are priced separately per destination 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.
No. PHPTRAVELS sells software. Visas are issued only by governments through their embassies, consulates, official e-visa portals and appointed centres. Your agency uses the module to organise and track the applications it handles.
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.