Get started
Solutions

CRM for immigration consultants that turns more visa enquiries into consultations

DigiPix Flow is a CRM for immigration consultants and visa consultancies whose PR, work permit and visitor visa enquiries pour in from Meta ads, Google Ads lead forms and the website faster than counsellors can call back. It gives every enquiry an owner within minutes, keeps the WhatsApp conversation on the record, puts each consultation on a counsellor's calendar with a reminder, and ends with a service package the client accepts online.

Talk to an expertSee how it works
  • Ad, website and API enquiries in one list
  • A counsellor for every enquiry, chosen by your rules
  • Service packages quoted and accepted online
An example of the DigiPix Flow Integrations page with the WhatsApp Business Platform manage sheet open. The system user access token is pasted beside the phone number ID and WhatsApp Business Account ID and the connection is saved; the check with Meta shows the phone number verified with the display number and the business name Rao Interiors, and the account's templates are brought across; DigiPix Flow sets the webhook on the account and health turns healthy; then Meta approves the pending template site_visit_reminder and its status changes from Pending to Approved.
target to give a visa enquiry its counsellor
2 min
first-call clock, with an alert when it slips
30 min
until the callback when a caller does not pick up
3 hours

Where visa enquiries come from

  • Meta lead adsFacebook and Instagram campaigns by country
  • Google Ads lead formsSearch campaigns for PR and work permits
  • Website formsFree-assessment and contact forms
  • Lead APIEnquiries from your own website or app
  • CSV importSeminar sign-ups and older enquiry lists
  • WhatsAppConversations kept on the enquiry's record
THE PROBLEM

Where immigration consultancies lose clients

See how it's fixed

  1. The Canada PR lead who heard from you last

    Someone fills in your Instagram form on Sunday night asking about Canada PR. Three other consultancies ran the same ad that week. Whoever calls first on Monday sets the price, and if your counsellor is still sorting Saturday's enquiries, it will not be you.

  2. Counselling advice scattered across personal phones

    Your counsellors talk to prospects on their own WhatsApp. When one leaves, the conversations, the promises and the half-agreed package leave with them, and the next counsellor starts again with a client who has already explained everything twice.

  3. Consultations that are agreed and then forgotten

    A prospect says Thursday at 4 works for a consultation. It is noted in a diary or a chat, nobody is reminded, and on Thursday the call does not happen. By Friday the prospect has booked a session with someone else who rang on time.

EVERY ENQUIRY

PR, work permit and visitor visa enquiries in one lead list

Connect the places where people already reach you. Meta lead forms arrive with a lead source per form, and answers such as the destination country or visa type can be saved into your own lead fields. Google Ads lead forms post straight in, website forms sit on a hosted page or inside your own pages, and older lists from seminars come in with a CSV import. Every lead keeps where it came from.

  • A lead source per Meta form, such as Canada PR
  • Meta form answers saved into your own lead fields
  • Google Ads lead forms delivered by Google's webhook
  • Seminar lists brought in with a CSV import
Explore Meta Lead Ads
An example of the DigiPix Flow Capture hub: Meta Lead Ads, Google Ads lead forms, IndiaMART, website forms, the lead API and CSV import listed as sources, each with its connection status and the number of new leads it brought in today.
THE RIGHT COUNSELLOR

Send Australia, Canada and visitor enquiries to the counsellors who handle them

Assignment rules run in the order you set and check a lead's source, tags, score and segment. Give your Australia skilled migration form its own source and its leads go to the counsellors who know that route, shared round robin or to whoever has the fewest open leads. Visitor visa enquiries can go to a junior desk, and a fallback owner picks up anything no rule matches.

  • Rules on source, tags, score and segment
  • Round robin, weighted, fixed or least-loaded sharing
  • Assignment held to your working hours if you choose
  • A follow-up task waiting the moment a lead is assigned
Explore assignment rules
An example of DigiPix Flow's assignment rules: four rules run in order — weighted by source, least loaded by score, fixed by tag and round robin by segment — with a round-robin fallback when no rule matches, a follow-up task created on assignment, and a new lead just assigned by the first rule.
CALL FIRST

A clock on every enquiry, so the first call is yours

Every new lead starts two timers: two minutes to get a counsellor and thirty minutes for the first contact, which stops when the counsellor logs a call, a message or a note. Miss either one and the owner is alerted while the lead shows as overdue. A website form can also text the enquirer as soon as their lead is assigned, using a DLT template you have published, so they know a counsellor is on the way.

  • Two minutes to assign, thirty to make first contact
  • An alert to the counsellor when a clock runs out
  • An SMS reply per website form, once per lead
  • Overdue enquiries flagged in the list
Explore follow-ups
An example of DigiPix Flow's response timers: a two-minute assignment target that alerts at 15 and 30 minutes, a thirty-minute first-contact target that alerts at 30 and 60 minutes, checked every minute, and four waiting leads — one on target, one with eight minutes left, one past its target with an alert sent, and an overdue follow-up.
WHATSAPP & SMS

Counsel on WhatsApp from the consultancy's number, not a personal phone

Counsellors write to prospects from the lead or deal using your connected WhatsApp Business number, and the thread stays on that record for whoever picks up the conversation next. Once Meta's 24-hour window closes, a Meta-approved template restarts it. SMS to Indian numbers is checked against your DLT templates, sales and marketing messages need consent for that channel, and a STOP reply puts the number on do-not-contact.

  • Threads saved on the lead, contact or deal
  • Approved templates after the 24-hour window
  • SMS checked against your registered DLT templates
  • A STOP reply moves the number to do-not-contact
Explore WhatsApp and SMS
An example of a WhatsApp conversation with Priya Sharma in DigiPix Flow, linked to her lead record: an approved template message marked as read, a floor plan she sent saved to the thread, and a reply with a quotation attached marked as delivered.
CONSULTATIONS

Put every agreed consultation on a counsellor's calendar

When a prospect agrees a time, the counsellor schedules it as a follow-up marked as a meeting or a video call, with a reminder before it starts, and it appears on their day, week and month calendar. Calls that end without a decision book the next step for you: no answer or busy brings a callback in three hours, call back later brings one the next day, and still deciding brings one in seven days.

  • Consultations scheduled as meeting or video call follow-ups
  • Reminders before each consultation is due
  • Callbacks booked from nine call results
  • Overdue follow-ups escalated to a team lead
Explore activities and follow-ups
An example of scheduling a follow-up in DigiPix Flow from a lead: quick times such as This evening or Next business day, a call type, high priority, a reminder 30 minutes before and an owner.
SERVICE PACKAGES

Quote a service package the client accepts online

Build the quote on the deal with a line for each part of your service, such as a profile assessment, a consultation package and a spouse add-on, each with a quantity and price in rupees, then one discount and one tax amount for the whole quote. Every revision becomes a new numbered version, and a discount above your limit waits for a manager. Once approved it is emailed with a PDF and a link the client uses to accept.

  • Line items of description, quantity and unit price
  • Each revision kept as a numbered version
  • Large discounts approved before the quote is sent
  • Accepted with a typed name or a drawn signature
Explore proposals
An example DigiPix Flow proposal being built: PROP-00012, Office revamp, linked to its deal and client in Indian rupees, with four line items of quantity times unit price, one discount amount of ₹24,000 and one tax amount of ₹81,000 for a total of ₹5,31,000, and a button to submit it for approval.
HOW IT WORKS

From a visa enquiry to a signed-up client, in five steps

  1. STEP 01

    Capture the enquiry

    Meta, Google Ads, website and API enquiries land in one list with their source.

  2. STEP 02

    Assign a counsellor

    Rules on source and tags hand each enquiry to the counsellor for that route.

  3. STEP 03

    Make the first call

    A thirty-minute clock runs while the counsellor calls or writes on WhatsApp.

  4. STEP 04

    Hold the consultation

    The agreed slot sits on the counsellor's calendar, with a reminder before it.

  5. STEP 05

    Sign up the client

    A versioned service package is accepted online and the deal is marked won.

Talk to an expert
THE DIFFERENCE

DigiPix Flow vs personal WhatsApp and spreadsheets

What it coversPersonal WhatsApp and spreadsheetsDigiPix Flow
Where enquiries landAds Manager, the website inbox and counsellors' phonesOne lead list, each lead tagged with its source
Who calls a new enquiryWhichever counsellor sees it firstThe counsellor your assignment rules choose
Speed of the first callNobody measures itTwo-minute and thirty-minute clocks with alerts
The WhatsApp conversationOn a counsellor's own phone, gone when they leaveOn the record, from the consultancy's number
An agreed consultationA note in a diary nobody else can seeA follow-up on the calendar, with a reminder
The package quoteA PDF typed from last month's quoteA numbered version on the deal, accepted online
Which campaign brings sign-upsA guess when the ad budget is renewedLeads by source, saved and scheduled
INTEGRATIONS

The sources and channels a consultancy connects

Visa enquiries arrive from Meta lead ads, Google Ads lead forms and your website forms, counsellors follow up from your WhatsApp Business number, and SMS replies go out against your DLT templates.

Meta Lead AdsFacebook & Instagram formsGoogle Ads lead formsSearch & display captureWebsite formsEmbed & captureWhatsApp BusinessYour own WhatsApp numberSMSTwo-way texts, DLT checked

Immigration consultant CRM questions, answered

What is a CRM for immigration consultants?

It is the system a consultancy's sales side runs on: every enquiry lands in one place, gets a counsellor, is called quickly and is followed up until the person signs up or says no. In DigiPix Flow that means ad, website and API enquiries in one list, assignment rules, response clocks, WhatsApp and SMS on the record, scheduled consultations and package quotes accepted online.

Does DigiPix Flow handle the visa work after a client signs up?

No. DigiPix Flow manages the sales side of the consultancy, from the first enquiry to the signed service package. It does not prepare or lodge anything with the authorities, connect to government systems or follow the progress of a client's file. Your processing team keeps using the tools it uses today once the client has signed up.

Is it suitable for visa consultants as well as immigration lawyers' offices?

Yes, if your work starts with an enquiry and ends with a client signing up for a service. Visa consultants, immigration advisers and law offices with an immigration practice all sell this way. The CRM does not change by type of firm; you set your own lead sources, pipeline stages and service lines.

How do I send PR and visitor visa enquiries to different counsellors?

Give each Meta lead form or website form its own lead source, then write assignment rules on source or on tags. One rule can share PR enquiries round robin between senior counsellors, and another can send visitor visas to a junior desk. Google Ads lead forms share the workspace's default source, so route those by tags or score instead.

How are consultations scheduled?

The counsellor agrees a time with the prospect on a call or on WhatsApp and adds it as a follow-up marked as a meeting or a video call. It appears on their calendar, they are reminded before it starts, and it is escalated if it goes overdue. Prospects do not pick a slot themselves; your team schedules it for them.

Can counsellors use WhatsApp from DigiPix Flow?

Yes, through your connected WhatsApp Business number. Messages to and from the prospect stay on the record that holds their number, and after Meta's 24-hour window you send an approved template. WhatsApp messages do not create leads by themselves; enquiries come in through forms, ads, the lead API or a CSV import.

What happens when the same person enquires twice?

Each new enquiry's email and phone are checked against your existing leads. A match is flagged as a possible duplicate for someone to review, so the prospect who filled in your Instagram form and then your website form is not called by two counsellors with two prices. Records are only merged when a person decides to.

Can we see which campaigns bring clients who sign up?

Every lead keeps the source it arrived from, and the leads by source report shows them over 7 days, 30 days, a quarter or a year. Pipeline by stage and a 30-day win rate sit alongside it. Reports can be saved, scheduled and exported as CSV.

Something we haven't covered? Talk to an expert

Keep exploring

Visit the blog

Call your next visa enquiry first

Talk to an expert. Bring a real enquiry from last week, and see it assigned to a counsellor, followed up and quoted.

Talk to an expertSee how it connects
  • A real person, not a bot
  • Bring a real visa enquiry
  • See it assigned and quoted
Talk to an expert