Multi-company structure
Each office opens its own account and adds staff; every company sees only its own files. Owner and staff roles are separate.
VisaBot
An office panel that prepares visa files with AI.
It reads the appointment letter and opens the file, checks documents against the official consulate list and shows staff what is missing or inconsistent.
What is VisaBot?
A visa application is made up of dozens of documents: passport, bank statements, social security records, invitation letter, insurance, flight reservation… In consultancy offices these documents are usually checked by hand, one by one; a missing signature or a passport number written differently on one document can lead to a refusal.
VisaBot hands this checking work to AI, while the final decision always stays with your staff.
How it works
- 1 · Upload the appointment letterAI reads the applicant's name, passport number, country, visa type, appointment date and application centre; it opens the file automatically and creates that country's official document list.
- 2 · Drag and drop the documentsEach PDF or photo is matched to the right item on the list and reviewed against that item's rules, for example “biometric photo no older than 6 months” or “bank statement covering the last 3 months”.
- 3 · Dates are checked by codeRules such as passport validity, insurance coverage and document dates are not left to AI; they are calculated with exact rules.
- 4 · Cross-checkDocuments are compared with each other: are the name, passport number, dates and company details the same on every document?
- 5 · Staff approvalEach document is approved by staff or requested again with a reason. For missing documents, an e-mail goes to the applicant in one click.
- 6 · Outcome trackingThe validity of an issued visa is tracked; in case of refusal, the standard Schengen refusal form is read with AI and the reasons are recorded.
Key features
Live overview
Active files, files with missing documents, this week's appointments, status charts and a world map of application countries on one screen.
How many required items have been approved is visible at a glance.
Choice of AI provider
OpenAI, Google Gemini or xAI Grok can be used; the usage and estimated cost of every call are reported on a separate page.
Security
Protection against instructions embedded in uploaded documents and limits on login attempts; AI never makes a visa decision.
Who approved which document and when, all on record.
Data protection processes
Legal texts, explicit consent at sign-up, retention period with daily automatic clean-up, company data export and account closure are built into the application.
Extendable document lists
A new country or visa type is added with a single template file.
Let's evaluate VisaBot for your office.
We listen to your application processes and plan the right setup for you.