Before
Fees mixed with embassy money
Your fee, the embassy fee and the courier cost land in one number. Files sit in chats, and a client asking "what do I owe?" takes a search.
Track fees, embassy costs, and client balances precisely
Visa consultancies handle high-volume, low-margin transactions with embassy fee pass-throughs and service charges. Travix Cloud keeps fee components separate on each invoice and maintains a running client balance through the application lifecycle.
Visa work runs on thin, easy-to-lose margins: an embassy fee, a service fee, maybe a courier charge, all on one application. Travix Cloud keeps those components separate on the invoice line instead of folding them into one number, so a fee change or a rejection refund is a correction to one line — not a rebuild of the whole invoice.
Before and after
After
Each fee is its own line
Every visa file keeps your service fee, the embassy cost and the courier cost apart. Client balances are always one click away, and big batches go in from a file.
Common challenges
- Embassy fees and service charges need to be tracked separately
- High transaction volume makes manual ledger entry error-prone
- Client balances shift with fee adjustments and rejections
- Refund processing for rejected applications is inconsistent
- Receipt-heavy workflows mean a lot of manual data entry per application
How Travix Cloud helps
- Visa line items capture embassy fee, service fee, and markup separately
- OCR intake cuts down on manual entry for receipt-heavy workflows
- Customer ledger reflects every fee adjustment in real time
- Refunds post as proper reversals linked to the original invoice
- High application volumes are just a Professional-plan voucher limit, not a wall
An example day
A day at a visa desk
This is how the parts fit together for a busy visa consultancy. It is an example, not a customer story.
Morning
Open new files
Start a visa file with the traveller, the country and the fees you will charge.
Midday
Add a whole group at once
Bring in many visas from a file instead of typing each one.
Afternoon
Take advances, pay the embassy
Record money a client pays up front, and the embassy and courier costs you pay out.
Evening
Chase what is owed
See each client balance and send a reminder when a payment is late.
Key features for this solution
Visa-specific line items
Embassy fee, service fee, and markup tracked as separate fields.
OCR document intake
Queued extraction with human review before posting.
Customer sub-ledger
Running balance updated on every fee adjustment.
Refund management
Rejection refunds post as reversals linked to the original invoice.
High-volume voucher support
Professional-plan voucher limits sized for high application counts.
Questions people ask
Ready to run your agency on one ledger?
Join the travel businesses that traded spreadsheets and legacy ERP for a platform actually built around how agencies work.