A student’s journey abroad can take months, from meeting at an education fair through school applications, offer letters, documents such as a CAS or I-20 and the visa appointment to accommodation. When this runs on email and Excel, missing documents surface at the last minute and commissions go untracked. In the CRM we build, every lead is recorded with their country, programme and intake preferences, and each school they apply to is tracked through its own stages. Students upload documents to the portal and counsellors see gaps instantly; once the offer and visa result are entered, the school commission and invoicing process starts automatically.
Problems we see in agencies
- Leads from fairs and ads left without follow-up
- Missing documents discovered on application day
- School and visa processes dependent on individual counsellors
- Not knowing whether school commissions have been collected
Modules
Lead CRM
Lead funnel with source, interests, budget and contact history.
Application tracking
Application, offer and deposit stages per school and programme.
Document management
Country-specific document checklists, student uploads and approval.
Visa process
Appointment date, document check and outcome record.
Commission tracking
School agreements, commission rates, invoices and collections.
Student portal
Process status, documents, messaging and payments.
How it works day to day
- 1
A lead arrives in the CRM from a web form, fair or ad and is assigned to a counsellor.
- 2
After the consultation country and school preferences are set and applications are opened.
- 3
The student uploads documents through the portal and the counsellor reviews them.
- 4
Once an offer arrives the visa and accommodation process starts.
- 5
When the student starts classes the school commission is invoiced and collection is tracked.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For single-counsellor offices with few students, a general-purpose CRM may be enough at the start.
When custom software pays off
For agencies working with many countries and schools that want to standardise commission income and the document process, an industry-specific CRM prevents lost leads and uncollected commissions.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 21 screens and 11 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Does it integrate with school application portals?
Most school portals do not offer an open API; application numbers and statuses are tracked in the CRM, and platforms with an API can be connected.
Can students upload documents from their phone?
Yes. The portal is mobile-friendly and accepts photos or PDFs.
How are passports and ID documents protected?
Documents are stored encrypted and only the assigned counsellor can access them; GDPR and international data transfer rules are observed.
Can we import our lead list from Excel?
Yes. Lead and student history is imported during setup.
