Enquiries are flooding in.
Applicants aren't signing up.
Capture Meta Instant Form leads, track every counselling session and document checklist, and automatically send conversion signals back to Meta.
The Problem
Does this sound familiar?
Visa consultancies lose most of their leads not because of bad ads, but because of what happens after the enquiry comes in.
Enquiries vanish after the first question
You get 100 enquiries from Meta ads. 25 are serious, the rest just want to know "which country" and "how much". Without tracking, you never know who was real or who to follow up with.
Counselling sessions go nowhere
An applicant came in, liked the plan, and said they'd "discuss with family". Nobody followed up in 3 days. Now they've signed up with the consultancy down the road.
Meta never learns who actually signs up
You sign 10 clients a month. Meta has no idea. It keeps targeting people who just want free advice, not applicants who actually commit and pay.
Features
Everything your consultancy needs
Built specifically for how visa and immigration offices work, not adapted from a generic sales CRM.
Visa Consultancy Pipeline
Custom stages built for your office: New Enquiry → Counselling Booked → Profile Assessed → Documentation → Application Filed → Visa Approved. Not generic CRM stages.
Meta Instant Forms Integration
Connect your Meta Instant Form directly to Trace CRM. Every applicant who submits your form appears in the CRM within seconds, no manual copy-paste from Facebook.
Meta CAPI Feedback Loop
When an applicant signs up and pays, Trace fires a server-side CAPI event to Meta. Your ads start finding more people who actually convert, not just enquire.
Email Counselling Reminders
Auto-send emails when a counselling session is booked, a document checklist is shared, or a follow-up is due. Applicants show up. Nothing slips. No manual effort from your team.
Front Desk & Counsellor Roles
Front desk assigns enquiries to counsellors. Each counsellor sees only their applicants. Admins see everything across the office. Full accountability, no overlap.
Enquiry-to-Approval Analytics
Which ad campaign has the highest sign-up rate? What's your counselling-to-application ratio? Track it all, source, campaign, and stage breakdown in one dashboard.
Click-to-Call & Recordings
Call a enquiry in one click. It rings your counsellor's own mobile, then connects them, no desk phone, no app. Works with Exotel, Tata SmartFlo and TeleCMI. Every call logged with duration, recording and outcome. Telephony is a paid add-on — we activate it for your account.
Automatic Lead Assignment
Every new enquiry is routed the moment it lands, round-robin, load-balanced to whoever has the fewest open enquiries, or fixed by source or form. No enquiry sits unclaimed while your counsellors argue over who takes it.
Full Marketing Attribution
See exactly which campaign, ad set and ad produced each enquiry, plus UTMs, GCLID, click-to-WhatsApp, landing page and referrer. Know what your ad spend actually bought, not just how many enquiries came in.
Connect Any Lead Source
Push enquiries in from anywhere, Pabbly, Zapier, your website, or any tool that can send a webhook, into one secure per-account endpoint. Nothing stays stuck in a spreadsheet. Activated on request.
Auto-Captured Form Fields
Your form's questions become CRM columns automatically. Add a question in Meta and it appears here, no manual field setup, ever. Filter applicants by any answer they gave.
Works on Your Phone
Install Trace on any phone or desktop and it opens like a native app, own icon, full screen, no app store. Your counsellors update leads between appointments, not back at the desk.
Pipeline
A pipeline built for how
visa consultancies actually work
Not just "New → Converted". Trace tracks the real journey, from first enquiry through counselling, profile assessment, documentation, application filing, and visa approval.
All stages are fully customisable to your consultancy's exact workflow.
Priya Nair
+91 98765 43210 · Meta Ads · 3 days ago
Latest note
“Wants Canada study visa. IELTS 6.5 done. Budget ₹12L. Profile looks strong, document checklist shared, waiting on confirmation.”
How it works
From Meta ad to approved visa
Four steps. Fully automated. Your team just moves applicants through the pipeline, the rest happens on its own.
Connect your Meta Instant Form
Connect your Meta Instant Form to Trace CRM during onboarding, takes about 30 minutes. Every enquiry flows in automatically, no manual entry.
Assign & book counselling
Front desk assigns leads to counsellors. Log counselling outcomes, share document checklists, set follow-up reminders. One place for everything.
Applicant signs up & pays
Mark the lead as Converted. Trace CRM fires a CAPI conversion event to Meta, automatically. No extra steps from your team.
Meta finds more clients like them
Meta's algorithm learns who your real clients are. It finds more people like them. Fewer junk enquiries. Better counselling quality.
30 min
Time to go live
₹1,499
Per month, GST incl.
14 days
Free trial, no card
Pricing
Simple, transparent pricing
One plan that covers everything. Start free, subscribe when you're sure.
Professional
₹1,499
/month · GST inclusive
- Lead pipeline, all status stages
- Direct Meta lead capture
- Configurable Meta CAPI events
- Task assignment & call logs
- Admin + Sales Rep roles
6-Month Plan
₹8,094
for 6 months · ₹1,349/mo · GST inclusive
Save ₹900 vs paying monthly
- Lead pipeline, all status stages
- Direct Meta lead capture
- Configurable Meta CAPI events
- Task assignment & call logs
- Admin + Sales Rep roles
Enterprise
Custom
For multi-branch visa consultancies and larger groups.
- Everything in Professional
- Custom integrations
- White-label setup
- Multi-branch support
- Custom onboarding session
- Priority & dedicated support
Cancel anytime · No lock-in · 14-day free trial included
FAQ
Frequently asked questions
Specific to how visa and immigration consultancies use Trace CRM.
Still have questions?
Free demo
See Trace CRM set up
for your consultancy
We'll show you how visa consultancies use Trace CRM to convert more Meta leads into signed-up applicants, and set it up specifically for your workflow in the same call.
Book your free demo
We'll reach out within 24 hours.
Start turning enquiries
into signed-up applicants today.
14-day free trial. Full access. No credit card required.