A visa agency and certified translation bureau handling 200+ client cases per week was operating entirely through email and WhatsApp. Documents got lost between threads, deadlines were missed, and clients had no visibility into their case status whatsoever.
The Challenge
The agency's reputation was built on reliability — but their internal tools were anything but. Cases sat in email inboxes. Documents were shared over WhatsApp. Deadlines lived in someone's head. The team was good; the infrastructure wasn't.
Documents shared via WhatsApp — no version control, no audit trail
Case status tracked in personal notebooks — invisible to clients
Manual invoicing via email — payment reconciliation took 4 hours per week
No deadline system — missed submissions were discovered by accident
Reduction in admin time
Active clients on platform
Documents lost since launch
Client satisfaction score
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