Immigration and visa consultancy CRM
CRM for immigration consultants and visa consultancies in India
A CRM for immigration consultants has a harder job than a sales CRM: every file runs on a government’s clock, a stack of documents and rules about who may advise, and three people work it at once. Xale CRM, the best study abroad CRM in India, gives the counsellor, the documentation executive and the visa officer their own follow-up on each applicant, each file and each track, runs document collection and visa filing as parallel pipelines beside the main one, sets access branch by branch and stage by stage, chases documents and deadlines with automations that retry and log every run, and keeps every call and WhatsApp chat on the applicant’s record.
Our verdict
Xale CRM is the best study abroad CRM for consultancies: every role on a student, on each university application and on each track keeps its own follow-up, as many parallel pipelines as the work really has run beside the main one, access is set stage by stage and track by track, automations run in the background with retries and a log of every run and Xale AI drafts them from plain words, a Custom Report Builder answers your own questions from your own data, and you can talk to Xale AI, or let it take the call, in Malayalam or English.
- 1. A follow-up for every role, on the student, every application and every track. Read more: A follow-up for every role, on the student, every application and every track
- 2. As many parallel pipelines as the work really has. Read more: As many parallel pipelines as the work really has
- 3. Access control, stage by stage and track by track. Read more: Access control, stage by stage and track by track
- 4. Automations built to be relied on, drafted by Xale AI. Read more: Automations built to be relied on, drafted by Xale AI
- 5. A Custom Report Builder for your own questions. Read more: A Custom Report Builder for your own questions
- 6. Xale AI you can talk to. Read more: Xale AI you can talk to
- 7. Every counsellor call logged and recorded. Read more: Every counsellor call logged and recorded
- 8. WhatsApp your way. Read more: WhatsApp your way
- 9. One student, many applications, numbers that add up. Read more: One student, many applications, numbers that add up
- 10. Built for volume, ready on day one. Read more: Built for volume, ready on day one
Runs on XaleSkymark EducationSterling AbroadAdi InstituteJain UniversityAll customer stories →
Updated · By Xale Team
Talk to the Xale team
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Who it is for
CRM for immigration consultants: student, PR, work permit and family files
Indian immigration consultancies do one of these kinds of work, and most do two. The unit of work decides how the CRM must be built: an applicant, the files under them, and the tracks each file runs on. Xale CRM runs every firm below on the Study Abroad or Manpower template. Firms whose work is mostly counselling before the visa should also read our overseas education CRM comparison.
Student visa consultancies
One student, several university applications, one visa at the end. Each application is its own deal under the student, the Visa stage carries statuses tied to the destination, and the counsellor and the visa officer each keep their own follow-up on the same student.
PR and skilled migration firms
A profile assessment, an expression of interest, an invitation, then a long file dated to milestones months apart. Rename the stages to your own steps, run document collection as a track beside the pipeline, and date each role’s follow-up to the next government milestone.
Work permit and overseas placement agencies
Pick the Manpower template at signup: Inquiry, Screening, Job Application, Medical & Documentation and Visa & Deployment, with one deal per job application and recruiter and telecaller roles ready on day one.
Visitor, family and dependant visas
Short files with a hard date: a flight, a wedding, a semester start. A status-to-status deadline warns before the date and closes itself when the file reaches Submitted, and a Due in N days dial dates the follow-up the moment the enquiry arrives.
Study abroad and immigration under one roof
Counselling, applications and the visa on one record, so the student who comes back two years later for a PR file is the same lead with the same history, calls and documents. A deal for the study file and a deal for the PR file, each with its own stage and owner.
Chains with several offices
Each office is a branch, every file sits in exactly one branch, and branch heads, regional managers, country heads and counsellors each see their own slice, enforced on the server in every list, board, dashboard and report.
Immigration lead management
Every visa enquiry on one list: Meta, WhatsApp, web forms, calls and walk-ins
Immigration lead management starts with one list. Xale CRM lands every enquiry there with its source, its destination and a duplicate phone check, so the same applicant who messages on WhatsApp and then fills in a Meta form is one lead with a re-enquiry, not two files. How enquiries are shared and chased in general is on our lead management software page.
Meta lead ads
Facebook and Instagram lead forms sync automatically, each enquiry with its campaign, form, ad set and ad, and daily ad spend gives cost per lead, campaign by campaign. An automation assigns it and sets the counsellor’s follow-up.
Enquiries on Meta’s Cloud API, including Coexistence with the WhatsApp Business app, or on your Wati, Gallabox or UrbanChat account become leads with a duplicate phone check, answered from one role-scoped inbox.
Website forms
A Xale web form on your site or a landing page, with destination and visa-type pickers, a consent checkbox and utm tags, and a website connector for a form you already have. A repeat number becomes a re-enquiry on the original lead.
Calls
Calls from the counsellor’s Android phone sync to the lead, unknown TeleCMI callers become leads, and inbound call routing rings a known caller’s own counsellor while the phone rings.
Walk-ins, referrals and Excel
Walk-in and Referral sources are ready at signup, a front-desk enquiry is added from the web or Android app, and an Excel or CSV import lists the rows whose phone already belongs to a lead and asks whether to ignore them or add them as re-enquiries.
The visa pipeline
A visa pipeline with stages, statuses and gates
Pick Study Abroad at signup and the workspace starts with Inquiry, Qualify, Application, Deposit, Visa and Enrolled, with statuses and sub-statuses for documents pending, offers, deposits and visa steps. Rename the last stage to Visa granted, add the statuses your destinations need, and every file moves through the same six steps while its applications, fees and tracks keep their own state. The table reads the pipeline the way a visa consultancy uses it.
| Stage | What happens there | Gate, dial or deadline |
|---|---|---|
| Stage 1Inquiry | The enquiry lands with its source, destination and visa type as fields and a duplicate phone check, then contacting attempts, not reachable, interested, or not interested with the reason. | Auto-distribute hands it to the least-loaded counsellor in its branch, and a Due in N days dial dates the first follow-up on arrival. |
| Stage 2Qualify | The eligibility or profile assessment: documents pending (passport, marksheets, English test score, experience letters, proof of funds), eligible, or not eligible with the reason. | A document requirement holds the move until the named files are on the record; info-only items make a checklist that never blocks. |
| Stage 3Application | One deal per application: a university application, a job offer, a PR profile or a visa category, each with its own stage, owner, payments and team chat. Submitted, on hold, offer or invitation received. | A stage requirement can insist on an assigned visa officer, a move note or a scheduled follow-up before the move. |
| Stage 4Deposit | Service fee or retainer requested, received or cancelled. A Razorpay payment link on the deal records the payment when it is paid, and an EMI plan reminds its owner before each instalment. | A status-to-status deadline from Fee requested to Fee received warns early and closes itself when the fee lands. |
| Stage 5Visa | Form initiated, submitted, biometrics, medical, decision: approved or refused with the reason. A status tied to a country appears only on that country’s files, so a Canada file offers PAL received and a UK file CAS received in the same stage. | A deadline from Funds ready to Submitted, dated to the last day the funds window still counts, with a week’s warning. |
| Stage 6Enrolled, renamed Granted | Rename the last stage to Visa granted, Landed or Deployed. However many applications the person made, they count once in conversions, and a refusal keeps its reason for the reports. | An Anchor Point on this stage counts everyone who reached it in a week or month, even after their file moves on. |
Stage requirements (named documents, fields or custom fields, an attached course or university, an assigned role or user, a track, a move note or a scheduled follow-up) block a lead or application from moving into a status until they are met. Document requirements can instead be info-only checklist items that never block a move.
A student's documents are stored in folders on the student's record and shared by all of that student's applications; a file uploaded from an application is filed on the student's record too, so one passport or transcript serves every application.Status-to-status deadlines warn early and close themselves when the file reaches the target status, and a status can appear only on files whose Country field matches, so the Visa stage offers each destination its own steps without a second pipeline. With the student portal switched on for your workspace, students sign in with their phone number and password and follow their own application’s stage, status and progress.
University application tracking, one deal per application → · Student document management → · a pipeline stages template with exit criteria →
Parallel pipelines
Document collection, visa filing and interview preparation as separate tracks
One pipeline was never enough for a consultancy. In Xale CRM a workspace runs as many parallel pipelines as it needs beside the main one: a track such as Loan, Interview preparation, Visa filing, Scholarship or Accommodation is a small pipeline of its own, with its own steps, its own person, its own per-role access and its own follow-up. A student moves along the main pipeline once, and runs on several tracks at the same time, holding exactly one step on each, so "where is this student on Loan" and "where is this student on Visa filing" each have a single answer that never disturbs the other. A track is attached to the pipeline stages where it matters, so it shows up only on the students it applies to.
Document collection
Steps such as Passport, Academic, Financial, Experience letters, Police clearance and Medical, each marked active, pending or rejected. The documentation executive holds this track, and their follow-up is dated by the track’s own Due in N days dial, independent of the stage the file sits on.
Visa filing
Forms drafted, forms signed, fee paid, submitted, biometrics booked, decision. The visa officer owns the step, a track head sees everything still unassigned, and Own access means a filing executive sees only the files assigned to them.
Interview preparation
Mock 1, Mock 2, cleared. A trainer keeps their own list and their own follow-up without touching the counsellor’s stage. Sterling Abroad runs interview preparation as a track of its own in its Xale workspace.
Loan and proof of funds
Loan applied, sanctioned, disbursed; funds held from a date. The loan desk works its own queue, and a counsellor who needs the answer sees the step without owning it, so the funds date reaches the visa officer in time.
A track is attached to the stages where it matters and can be required by a stage, and each role on a track has Manage, Own, Edit, View or Deny access, enforced on the server. Parallel pipelines in Xale CRM →
Reason 1
A follow-up for every role on every file
The counsellor’s callback and the visa officer’s filing date are different dates about the same person. Xale CRM keeps a follow-up per role at every level, shows Overdue, Today and Later by user, branch and role, and gives every status a Due in N days dial and a Maximum days allowed dial, so nobody can schedule a visa file three months out by mistake.
On the applicant (lead)
The telecaller, the counsellor and the visa officer are each assigned to one applicant, one active person per role, and each keeps exactly one live follow-up, enforced by the database, with a web popup, an Android push and an inbox entry when it falls due.
On each file (deal)
A student weighing a UK application and a Canada application, or a client with a study file and later a PR file, gets a deal for each with its own stage, owner and payments. The filing follow-up lives on the file it belongs to, so a UK date never overwrites a Canada date.
On each track
Document collection, Visa filing and Interview preparation run beside the pipeline as small pipelines of their own, each with its own steps, person, per-role access and follow-up, reminded by Android push and the in-app inbox.
When an applicant is reassigned, the new person takes over that role’s follow-up, and a status can require a scheduled follow-up before a file moves into it. Follow-up management in Xale CRM → · one student, several destinations →
Deadlines
Build deadlines on the government’s own clocks
Put these in the CRM as deadlines with early warnings, not as notes. Each rule is quoted from the official page linked in the row, read in October 2026; rules move, so check the page before you set a dial.
| Destination | The official clock | Set it up in Xale CRM as |
|---|---|---|
| UK Student visa: timing | From outside the UK, the earliest you can apply is 6 months before the course starts and a decision usually comes within 3 weeks; from inside the UK, 3 months before, with a decision usually within 8 weeks. (GOV.UK, Student visa: apply) | A deadline from Offer accepted to Visa submitted, dated four weeks before the course start, with a week’s warning. |
| UK Student visa: money | The money must be held for at least 28 days in a row, and the end of that 28-day period must be within 31 days of the application date; living costs are £1,529 a month in London or £1,171 outside, for up to 9 months. (GOV.UK, Student visa: money) | A Funds ready status whose follow-up is dated to the last day the window still counts, and a custom field for the date the funds window ends. |
| United States F-1 | A student visa can be issued up to 365 days before the start date on the Form I-20, the student may arrive up to 30 days before that date, and the I-901 SEVIS fee must be paid before entering the United States. (Study in the States, Students and the Form I-20) | Statuses for I-20 received, SEVIS fee paid and Interview booked, tied to the United States, with a deadline that counts back from the I-20 start date. |
| Canada study permit | A provincial or territorial attestation letter is usually required and goes in with the study permit application, not after; a degree-granting master’s or doctoral programme at a public DLI is exempt from 1 January 2026, among the other listed exemptions. (IRCC, provincial or territorial attestation letter) | A PAL received status tied to Canada, and a stage requirement that holds Submitted until the letter is on the record for files that need one. |
Worked example: counting back from a UK start date
Take a student from Malappuram starting a one-year master’s in London on 20 September 2027. Assume the visa officer wants the usual three weeks for a decision plus a week to book travel, and that the funds are parked on 1 July. The dates follow from the two GOV.UK rules above.
| Course starts in London | 20 September 2027 |
| Earliest visa application (6 months before) | 20 March 2027 |
| Target submission (four weeks before the start) | 23 August 2027 |
| Funds held 28 days in a row | 1 to 28 July 2027 |
| Last application date that funds window allows (within 31 days) | 28 August 2027 |
| Living costs to show for 9 months in London at £1,529 a month | £13,761, plus a year’s course fees |
In Xale CRM that is one deadline from Funds ready to Visa submitted, dated 23 August with a week’s warning. If submission slips past 28 August, the student needs a newer statement covering a later 28-day window, and every day of delay eats into the decision time.
Who may advise
Record the regulated adviser on every file
- Canada. Citizenship or immigration consultants must be members of the College of Immigration and Citizenship Consultants; lawyers and notaries must be members of a provincial or territorial law society or the Chambre des notaires du Québec. IRCC: if they are not members in good standing, you should not use their services. (IRCC, authorised representatives) In Xale CRM: An authorised-representative field on every Canada file, required by the stage before Submitted, and the activity timeline as the record of who did what.
- United Kingdom. All immigration advisers must be registered with the IAA or be a member of an approved professional body, and applicants are told to check an adviser is registered before using them. (GOV.UK, find an immigration adviser) In Xale CRM: The regulated adviser’s name as a field on the file, and every call and WhatsApp chat on the record, so a complaint months later is checked against what was said.
- India, overseas recruitment. Anyone who wishes to recruit Indian citizens for employment abroad must register with the Protector General of Emigrants under the Emigration Act, 1983; the registration certificate is initially valid for five years and is not transferable. (MEA, Recruiting Agents) In Xale CRM: A Manpower pipeline whose Visa & Deployment stage carries the emigration clearance status you add where a file needs one, and your registration details on the workspace.
Confirm each rule with your lawyer. The CRM’s job is to show who worked each file: a stage requirement can hold the move into Submitted until a user in your adviser role is assigned, and the activity timeline keeps the record.
Reason 2
CRM for immigration agencies with several offices: access by branch, stage and track
Roles start from 4 role templates and set a 5-level lead-access dial on every pipeline stage (Admin, Manage, Edit, View or Deny), enforced on the server in every lead list, board, dashboard and report. A telecaller edits Inquiry and views the rest, a counsellor owns Qualify to Deposit, the visa team works the Visa stage, and the branch head manages every stage in their branch. Each office is a branch, every file sits in exactly one branch, and territory access lets a country head see every file carrying their destinations within their branches without being assigned each one.
A sensitive field such as Country can be limited per user to certain options, so a Canada counsellor never sees the Australia files, and a role can be denied a field so it disappears from pickers, cards, filters and exports. Each track carries its own per-role access, exports are a per-role and per-stage permission that never include phone or WhatsApp numbers for staff other than admins, and call recordings stay off for each role until an admin switches them on. Role-based access control in Xale CRM → · Multi-branch CRM →
Runs on Xale
What the named teams set up
Skymark Education
A study abroad consultancy with branches across Kerala. Telecallers, counsellors and specialist teams for applications, SOPs, education loans, interview preparation, visa documentation and visas all work the same student, each with its own follow-up. Branch heads see their branch, regional managers and country heads their territory, and counsellors the destinations they handle; 30+ lead sources, Meta, Wati WhatsApp and Android call recording run in one workspace.
Sterling Abroad
Moved from LeadSquared with nearly 40,000 leads and their full history while the team kept working. Applications carry the destination, intake and application portal, statuses that belong to one country appear only on that country’s applications, the UK and Europe teams work their own flows in one workspace, and interview preparation runs on a track of its own.
Adi Institute
A multi-centre academy with eight centres in one workspace on the Academy template. Every enquiry carries its course and its centre, Meta lead forms from every Facebook Page flow in with the previous 90 days brought in on the day the connection went live, and counsellors’ calls are logged on each lead from their Android phones.
Jain University
The admissions team at the Kochi campus. The campus website, spreadsheet form responses, WhatsApp and Meta Lead Ads land in one pipeline, each programme a student weighs is its own deal with its own stage and owner, and telecallers and counsellors each keep their own follow-up on the same student.
Setup facts from the stories at /customers; outcomes are stated only where a story states them.
Calls and WhatsApp
Every call recorded, every WhatsApp chat on the applicant
A complaint about a visa file arrives months after the conversation. Xale CRM keeps the conversation: every call and every chat sits on the applicant’s record beside the documents, the follow-ups and the activity timeline.
Calls: two routes
Every counsellor call logged and recorded, two routes. The Xale Android app syncs each call from the counsellor's own phone to the right lead with direction, duration and outcome, no per-minute charges, and attaches the phone's own recording. TeleCMI cloud telephony records calls from a business number on any phone, iPhone included. Recordings transcribe on demand, tuned for calls that mix Malayalam and English.
Call filters and the Rankboard
Lead-list filters find applicants never called, missed calls, connected calls and calls with a recording, and the Call Analytics report shows how fast new enquiries get called, branch by branch, with a counsellor Rankboard.
The WhatsApp inbox
Meta’s Cloud API, including Coexistence with the WhatsApp Business app, or your Wati, Gallabox or UrbanChat account, in one role-scoped inbox. Automations send approved templates for document reminders, broadcasts on a Cloud API connection reach opted-in leads chosen with the lead-list filters, and Xale never bills WhatsApp messages: Meta or your provider does.
Reason 3
Automations for distribution, document reminders and the filing track
26 automation actions, including Auto-distribute and Shuffle, Set / update follow-up for a chosen role, Send WhatsApp template, Assign track, Move deal, Sync deals and Send API request. Each run is queued after the triggering change is saved, runs in the background with automatic retries on a separate worker server and is logged with a plain-English summary; an hourly job re-runs recent failures and any failed run can be retried in one click. "Auto-distribute" hands new leads to a role, a branch or a branch's users, least-loaded first, and "Shuffle" moves leads between the users of chosen roles across chosen branches with the lead never leaving its own branch. Both skip users who already hold more overdue follow-ups than the limit you set, with a fallback you choose, can except named users or branches, and work through every matching lead in the background.
Every new enquiry to a counsellor
On Lead created, Auto-distribute hands the enquiry to the least-loaded counsellor in its branch, passing over anyone checked out or over the overdue limit, and Set / update follow-up dates the first call with the guard “only if there is no follow-up yet”.
Chase the documents
When the status changes to Documents pending, send an approved WhatsApp template from your Wati, Gallabox or UrbanChat account inside business hours, and a time-based rule on idle files still in Documents pending sends a second reminder, once per lead.
Start the filing track
When a file reaches Offer accepted, Assign track puts the applicant on Visa filing at its first step and the visa officer’s follow-up opens. When the track is completed, the Track completed trigger starts the next rule: Move deal takes the file to Visa submitted, respecting its stage requirements.
Keep the whole file together
When one application reaches Visa granted, Sync deals brings the student’s other applications in line up to a stage limit you set, with exceptions such as never a deal whose Country is Germany, and Close follow-ups clears the counsellor’s pending follow-ups on that student.
Watch the overdue count
A scheduled Alert automation checks the count of overdue follow-ups on the schedule you set, within its owner’s visibility, and notifies the chosen people only when it crosses your limit; a scheduled Notification sends the visa team a live count of unassigned files.
Push the payment to your accounts system
When Fee received is set, Send API request pushes the applicant, the file and the amount to your accounting or filing system, queued after the change is saved, retried automatically and logged with its run like every other action.
Xale AI drafts the rules
Describe the rule you want in plain English or Malayalam and Xale AI drafts it in the automation builder on your screen, trigger, conditions, actions and dials, checked against your own stages, roles, users and branches; you preview it and press Save. Test runs change no data, chains of rules cannot loop endlessly, and a rule can run only inside business hours, every time, once per lead or at most once per chosen period.
Reason 4 · Special mention
Reports by destination, branch and visa officer, and the Custom Report Builder
Beside 8+ ready-made report tabs and 20+ built-in dashboard cardsthat open the exact files behind every number, including Top Countries and a Country Pipeline that follows each destination’s stage progression application by application, the Custom Report Builder answers your own questions. It is built on the Leads page filters, so every number equals the Leads page for the same filters, and it measures calls, connected calls, talk time, follow-ups, activities, deal value and amounts paid and pending for any group of files, in any of 17 views, every cell opening its rows. Any saved report becomes a dashboard card for the roles and people you choose.
Reports visa consultancies build in it
- Files by destination, visa type, branch and counsellor, week by week
- Decisions this month: approved and refused by country, with the refusal reasons behind each number
- Documents pending for more than 14 days, by documentation executive
- Speed to first call on Meta enquiries, branch by branch
- Fees received and still owed, by month and by destination
- Visa filed this week, counted with an Anchor Point so the number does not shrink as files move on
Visa filed this week, counted once
Anchor Points count what already happened. Mark any milestone stage, such as Application, Deposit or Visa, as an Anchor Point, and its button, called "Verified" until an admin renames it, counts every lead that reached that stage or any later one in the date range, even if the student or the application has since moved on or sits in another status today: "how many students were verified today?" is one click, and the answer does not shrink as the team keeps working the leads. Each anchor has "New this period", "Exclude rejected" and "Skip rollback statuses" switches, and "Count each student once" credits each student once, in the week or month they first became live, so a rejection after a period has closed never rewrites that period's figures and incentive numbers stay settled. You also choose what a date means, when the lead was created or when it moved into a stage, status or sub-status, and "Count leads that have since moved on" keeps today's entries into a stage counted wherever each lead is now. The leads list, the dashboard tiles and the reports share one rule and show the same Verified number, rebuilt from an append-only history of every stage, status and sub-status change on every application.
Reason 5 · Special mention
Ask Xale AI about your files, in Malayalam or English
Talk to Xale AI: a live voice call in the web CRM that speaks Malayalam by default and English on a click, can be interrupted mid-sentence, shows a live transcript, plays a call recording on request, and, with read-aloud on, speaks typed answers too.It answers from your own applicants, files, follow-ups, calls and team, and runs reports with the Custom Report Builder’s own measures. Xale AI can also take a call itself as your AI telecaller: a person opens it on an applicant, picks what the call is for, a document reminder or an intake reminder for example, and hands the phone over. When the student asks to speak to a person, Xale AI hands them to their own counsellor: it books that counsellor's follow-up, within the hour when no time was named, and leaves the note with everything the student said, so the counsellor rings back already knowing the conversation.
Things a visa consultancy asks it
- “Which files are due today at the Kochi branch, and which are overdue?”
- “How many Canada files reached Visa submitted this month, counsellor by counsellor?”
- “Why are PR enquiries saying no? Show every reason with its share and trend.”
- “What did each visa officer do today?”
- “Draft a rule: when a Meta lead arrives for Australia, give it to the least-loaded counsellor at Thrissur and set a follow-up an hour later.”
Comparison
Immigration CRM software in India: Xale CRM and 5 others compared
Xale CRM leads the table. Xale CRM is our product; competitor facts come from each vendor’s own pages, checked October 2026, linked below, and each starting price from its own pricing page on the same day. “On request” means no price is published and “Not stated on its pages” means the page is silent. There are no scores or star ratings.
| CRM | Vendor’s positioning | Built for education / immigration | Calls / WhatsApp | Multi-branch | Starting price | Free trial |
|---|---|---|---|---|---|---|
| Xale CRM | Immigration and visa consultancies, study abroad consultancies and overseas placement agencies that work by enquiry, file and follow-up | Yes: Study Abroad and Manpower templates, with Education and Academy beside them | Every counsellor call logged and recorded (Xale Android app or TeleCMI); WhatsApp through Meta’s Cloud API or your Wati, Gallabox or UrbanChat account | Yes: each office a branch with branch-level and territory access, each file in one branch, every report by branch | From ₹499 per workspace per month, every feature on every plan, on the pricing page | Free trial: 7 days on Basic, 14 days on Pro |
| Kondesk | An industry-specific CRM for education and immigration businesses (its product page) | Yes: education and immigration businesses | Not stated on its pages | Not stated on its pages | ₹2,000 per user per month (Lite Monthly); ₹20,000 per user per year (Lite Yearly) | 7 days on its Free plan: 1 user, up to 10 leads |
| SanE-Visa | CRM software for immigration consultants and visa service providers (its product page) | Yes, an immigration CRM | Click-to-call from the CRM; integrations with WhatsApp, bulk SMS and email (its product page) | Not stated on its pages | On request | Not stated; demo on request |
| Maple CRM | RCICs and immigration consultants; built for immigration and overseas education consultants (its homepage) | Yes: immigration and overseas education consultants | Calls, emails and WhatsApp tracked on the lead; a WhatsApp Business API integration (its homepage) | Multi-branch management from one platform with branch-wise lead allocation, listed on its Professional plan (its homepage and pricing page) | INR 3,500 per month, billed annually, 5 licences (Basic); customisation and implementation charges extra | Not stated; no lock-in and no credit card (its pricing page) |
| InfraBit | Immigration consultants and education agencies (its product page) | Yes: immigration consultants and education agencies | A WhatsApp inbox on the official API with chats linked to cases, on its Enterprise plan (its product page) | Not stated on its pages | ₹2,599 per month or ₹27,999 per year, up to 3 staff users (Starter) | 7 days, up to 3 staff users, no credit card |
| ImmiPro | A workflow-oriented, cloud-based CRM for immigration businesses (its homepage) | Yes, an immigration CRM | WhatsApp automation with message flows and chats assigned to team members (its homepage) | Not stated on its pages | On request | Not stated |
Sources, checked October 2026: Kondesk: Kondesk product page (KONZE) · SanE-Visa: SanE-Visa product page · Maple CRM: Maple CRM homepage · Maple CRM pricing page · InfraBit: InfraBit Immigration CRM page · ImmiPro: ImmiPro homepage. Competitor prices are each vendor’s lowest listed plan, before tax, on the date checked; they change, so confirm with the vendor.
A demo checklist for visa consultancies
Ask every vendor to run these eight tests on a sample of your own files. Xale CRM runs them on the Study Abroad template as set up at signup, with the deadlines, requirements and country-tied statuses your admin adds.
| Test | Ask them to show | What good looks like |
|---|---|---|
| Three destinations | UK, Canada and Australia applications for one student | Three records under one applicant, one document set, the student counted once |
| The funds clock | A deadline from Funds ready to Visa submitted | It warns ahead and closes itself on submission |
| Document gate | A file moved to Submitted with a named document missing | The move is held until the file is on the record |
| Country statuses | A Canada file and a UK file in the Visa stage | Each offers only its own statuses |
| Hand-off | A counsellor and a visa officer on one file | Separate follow-ups that never overwrite each other |
| Calls | Yesterday’s call to this applicant | On the lead, recording attached |
| Branch access | A branch head’s view beside the owner’s | Each sees exactly their scope |
| Report drill | Click the Visa stage count | The list has exactly that many files |
Step by step
Moving a visa consultancy to Xale CRM
From Excel, Google Sheets or another CRM, in six steps. Plans are a subscription per workspace with every feature on every plan, on the pricing page, and the platform, reliability and onboarding page covers backups, data isolation and how onboarding runs.
Step 1
Pick the template
Study Abroad for files built on applications, with the last stage renamed to Visa granted; Manpower for work permits and overseas placement, with one deal per job application and medical and deployment stages ready.
Step 2
Name your offices and roles
A branch per office, roles from the four templates, the lead-access dial set on each stage, and territory access for a country head who must see every file for their destinations without being assigned each one.
Step 3
Bring your files across
Import from Excel or CSV with destination, visa type, source and counsellor columns mapped to fields; before the import runs, Xale lists the rows whose phone already belongs to a lead and asks whether to ignore them or add them as re-enquiries. Moving from another CRM, the Xale team has migrated whole histories: Sterling Abroad from LeadSquared in checked batches, Skymark Education from its previous CRM behind a live bridge.
Step 4
Connect the channels
Meta lead forms from every Page, WhatsApp on Meta’s Cloud API or your Wati, Gallabox or UrbanChat account, a Xale web form or your own form through the website connector, and the Xale Android app or TeleCMI for calls.
Step 5
Build the tracks and set the dials
Document collection and Visa filing as tracks attached to the stages where they matter, Due in N days on each status, Maximum days allowed, the document requirements and the country-tied statuses, then the distribution and reminder rules, drafted by Xale AI from plain words if you like, and test-run without changing any data.
Step 6
Go live between intakes
Agree the hand-over point and the day the old sheet stops being edited. Onboarding is in person across Kerala and remote everywhere else, with support in English and Malayalam from the team that builds Xale.
Xale CRM
Built by a team you can visit, ready on day one
Lead lists, boards and dashboards are cached by visibility scope, imports and automations run on a separate worker server with automatic retries, and hourly database backups keep the data safe. Support comes first from the team that builds Xale, in English and Malayalam.
Real credibility
- Xale Private Limited, founded 2024
- Office in Kozhikode, Kerala: visits welcome
- In-person onboarding across Kerala, remote everywhere else
- Priority support from the team that builds Xale, in English and Malayalam
- Hourly database backups and workspace data isolation
Platform figures, October 2026
- counsellor calls synced to leads in a single month
- 100,000+counsellor calls synced to leads in a single month
- WhatsApp messages handled in a single month
- 35,000+WhatsApp messages handled in a single month
- new leads captured in a single month
- 15,000+new leads captured in a single month
- user accounts in our largest single workspace
- 160+user accounts in our largest single workspace
Anonymised figures from customer workspaces (demo and test workspaces excluded), as of October 2026.
Frequently asked questions
Immigration and visa CRM questions, answered
What is the best CRM for immigration consultants?
Xale CRM is the best CRM for immigration consultants in India. Every counsellor, documentation executive and visa officer keeps their own follow-up on each applicant, each file and each track, document collection and visa filing run as parallel pipelines beside the main one, access is set stage by stage and branch by branch on the server, automations distribute enquiries, chase documents and start the filing track with retries and a log of every run, the Custom Report Builder answers your own questions with every cell opening its files, every counsellor call is logged and recorded, WhatsApp runs on Meta’s Cloud API or your Wati, Gallabox or UrbanChat account, and you can talk to Xale AI in Malayalam or English.
Which CRM do visa consultants use in India?
Xale CRM, on the Study Abroad template for student visa files and the Manpower template for work permits and overseas placement. Each application is its own deal under one applicant, statuses tied to a country appear only on that country’s files, stage requirements hold a submission until the named documents are on the record, and status-to-status deadlines warn before an official clock runs out. Other tools on the market describe themselves on their own pages, which the comparison table on this page links to, with each starting price read from its own pricing page.
Can one CRM handle study abroad and immigration?
Yes. In Xale CRM the student who enquires about a course, applies to three universities, files a visa and comes back two years later for a PR file is one lead with one history. The study file and the PR file are separate deals with their own stage, owner and payments, documents sit once on the applicant’s record and serve every file, and each role keeps its own follow-up, so the counsellor’s application call never overwrites the visa officer’s filing date. Firms that mostly counsel students should also read our best study abroad CRM page.
How does a visa CRM track documents?
In Xale CRM a document lives once, in folders on the applicant’s record, and every application under that applicant shares it, so one passport serves the UK file and the Canada file. A document requirement on a stage holds the move into Submitted until the named files are on the record, or lists them as info-only checklist items that never block. Beside the pipeline, a Document collection track carries the step each file has reached, its own owner and its own follow-up, dated by the track’s own Due in N days dial.
What should immigration CRM software in India include?
Filterable fields for destination and visa type, one record per application under one applicant, a document set shared by every application, a follow-up per role so the counsellor and the visa officer never overwrite each other, deadlines built on the official visa clocks, branch-level access for several offices, every call and WhatsApp chat on the record, and reports whose numbers open the exact files behind them. Xale CRM gives you each of these on every plan, with Meta Lead Ads, WhatsApp and the Xale Android app built in.
How does a CRM for immigration agencies handle several branches?
Each office is a branch in Xale CRM, every file sits in exactly one branch, and access follows the branch and the stage on the server: counsellors see their own files, branch heads their branch, and the head office everything. Territory access lets a country head see every file for their destinations within their branches without being assigned each one, Auto-distribute hands new enquiries to the least-loaded counsellor in their branch, and the Custom Report Builder groups files by branch, destination and counsellor with every cell opening its list.
Can the CRM keep a PR file and a student visa file apart for the same person?
Yes. In Xale CRM each is its own deal under the same applicant, with its own stage, owner, payments and team chat, and the person counts once in conversions. The visa officer on the PR file and the counsellor on the student file each keep their own follow-up, a Sync deals rule can keep the files in step when you want it to and leave them alone when you do not, and Anchor Points count the files that reached a milestone in a month even after they move on.
How does immigration lead management work with Meta ads and WhatsApp enquiries?
Every enquiry lands on one list with its source and a duplicate phone check: Meta lead forms sync with their campaign and form, a first WhatsApp message to your number on Meta’s Cloud API or your Wati, Gallabox or UrbanChat account becomes a lead, and a repeat number becomes a re-enquiry on the original lead. An automation hands each enquiry to the least-loaded counsellor in its branch and dates the first follow-up, anything not reached shows as Overdue the next day, and daily Meta ad spend gives cost per lead, campaign by campaign.
How do visa officers and counsellors share one applicant without overwriting each other?
Xale CRM gives each role its own slot on the applicant and on every file: one active person per role, and one live follow-up per role, enforced by the database. When a file enters the Visa stage, a follow-up opens for the visa officer without touching the counsellor’s date, and when an applicant is reassigned the new person takes over that role’s follow-up. Each role’s access to follow-ups, deadlines and the activity timeline is set stage by stage, and managers see the team’s Overdue, Today and Later by user, branch and role.
What does software for immigration consultants cost?
Xale CRM is a subscription per workspace with every feature on every plan; plans differ by seats, leads, branches, active automations, storage and scheduled reports, and the current plans and trial are on the Xale pricing page. From their own pages, read in October 2026, Kondesk and InfraBit publish rupee prices, Maple CRM prices in INR per month billed annually with five licences, and SanE-Visa and ImmiPro give prices on request. The table on this page carries each figure with its source.
Can we move from Excel or another CRM without losing visa file history?
Yes. From Excel or CSV, map destination, visa type, source and counsellor columns to fields, and Xale lists the rows whose phone already belongs to a lead before the import runs. From another CRM, the Xale team migrates students, applications as deals, notes, follow-ups, documents, call logs and activity under their original owners and dates: Sterling Abroad came off LeadSquared in checked batches while its team kept working, and Skymark Education moved its full history off its previous CRM behind a live bridge.
Does the CRM work for work permit and overseas placement files?
Yes. Pick the Manpower template and the workspace starts with Inquiry, Screening, Job Application, Medical & Documentation and Visa & Deployment, 16 statuses and 34 sub-statuses written for recruitment and overseas placement, recruiter and telecaller roles, and one deal per job application. Add an emigration clearance status where a file needs one, require the resume, passport and experience certificates before Screening is passed, and date the medical follow-up from the offer. Every stage, status and sub-status can be renamed or extended.
Keep reading
Related guides
- Best study abroad CRM in IndiaWhy Xale CRM is the best study abroad CRM, with 9 other tools compared from their own pages.
- Study abroad CRMThe whole student journey from enquiry to enrolment, one deal per university application.
- Parallel pipelinesDocument collection, Visa filing and Interview preparation as tracks beside the main pipeline.
- Multi-branch CRMEach office a branch, access by branch and territory, every report by branch.
- WhatsApp CRM for Indian businessesMeta’s Cloud API or your Wati, Gallabox or UrbanChat account, in one role-scoped inbox.
- Meta Lead Ads CRMLead forms synced with campaign and form attribution, and ad spend beside the leads it bought.
- CRM automation for study abroad and education teamsDistribution, document reminders and filing-track rules that retry and log every run.
Run every visa file on Xale CRM.
Pick the Study Abroad or Manpower template, connect Meta and WhatsApp, and carry every applicant from the first enquiry to the decision with every call, chat, document, deadline and follow-up on one record.
Talk to the Xale team
WhatsAppCall +91 90616 63675hello@xale.inBook a demo