How Travel Agencies Track Visa Applications for Every Traveller

Short answer: track visas per traveller, per destination, not per booking. Each application needs its own status (documents pending, submitted, interview, issued, rejected), its key dates (submitted, interview, expected by, issued, valid until), and its fees split into the government fee and your service fee. Then one list sorted by "expected by" shows what is late before the client calls.

Why visas get lost

• One booking has several travellers, and each one's visa moves at a different speed.
• Status lives in emails, WhatsApp and the consultant's memory.
• Government fees and your service fee get mixed up, so the margin on visa work is invisible.

The fields every visa record needs

• Traveller, destination country and visa type (tourist, business, transit).
• How it is filed: online, at a visa centre, or at the embassy.
• Status, with the date each stage happened.
• Interview or biometrics appointment.
• Expected decision date, issue date, visa number, validity and number of entries.
• Government fee and service fee, recorded separately.
• Who in your team is handling it.

A weekly routine that works

1. Every Monday, sort open applications by expected date.
2. Call or message the travellers whose documents are still pending.
3. Check the ones past their expected date with the visa centre.
4. Before departure, confirm every traveller on the booking has a visa valid for the full trip.

How Grovia handles visas

In Grovia's travel module, each booking holds its travellers, and each traveller can have visa applications with status, interview date, expected and issue dates, visa number, validity, entries, government fee and service fee, and the person handling it. Grovia does not file anything with an embassy or visa portal; it is your tracker.

Grovia runs visa tracking alongside leads, quotations, GST invoices, payments and your team in one place. Start a free 14-day trial (no card needed).

Frequently Asked Questions

How should a travel agency track visa applications?

Per traveller and destination, with a status, key dates, separate government and service fees, and an owner, reviewed weekly by expected decision date.

Should visa fees be shown separately on the invoice?

Keeping the government fee and your service fee separate makes your margin visible and helps your accountant treat each correctly.

Does Grovia submit visa applications?

No. It tracks applications and their status; you file through the embassy, visa centre or online portal.