Visa agency case management software

By the EBS team · Updated 25 October 2026

What a case actually contains

Each case is a small project: applicant and destination, visa type, a document checklist, an appointment, fees and payment history, notes and a status. The value of the software is not the form — it is that every case has the same fields, so the agency can answer "what is waiting on whom" without opening fifteen files.

Document checklists with expiry dates

Passports and permits expire. A checklist per case, with dates and status per document, turns a memory problem into a dashboard. Expiry alerts and "missing document" views are the features agencies ask for first once they have used them.

Appointments and reminders

Embassy and consulate appointments are fixed points that cannot be missed. Recording them per case, with reminders ahead of time, reduces the most expensive kind of error: an appointment lost because it lived in one person's calendar.

Fees, instalments and receipts

Agency fees are usually paid in stages: deposit, balance, and third-party charges such as government fees. The case record should show what was quoted, what has been paid, what is outstanding and when the next instalment is due. That is the same receivables logic any business needs, applied to cases.

Notes, status and audit trail

Who changed the status, when, and why? An audit trail answers questions from clients and from staff. Status stages should be defined once — enquiry, documents, appointment, submitted, decision, issued — so reports mean the same thing every week.

Reporting that a manager actually uses

Cases by stage, documents outstanding, appointments this week, fees outstanding, average time from enquiry to submission. These are the numbers that let an agency plan staff and catch a stalled case while it can still be fixed.

Where EBS fits

The visa & immigration demo shows a case workflow end to end with sample data, including the finance side: invoices, receipts and case margin. It runs on the same on-premise system as POS and inventory, so a service business and a trading business can share one platform. See solutions and pricing.

Frequently asked

Can the demo data be replaced with our own?

Yes. The demo is illustrative; a deployment starts with your own case stages, document list and fee structure, migrated with you during setup.

Does it handle instalments and government fees separately?

Yes — agency fees, instalments and third-party charges can be recorded separately against a case, with receipts and an outstanding balance.

Is the data on our computers?

Yes. The system runs on your premises; the database file is yours and can be exported or copied.