Visa agency: from a contact form to a case file with a fixed quote

A visa, legalisation and sworn translation agency promises on every page a fixed quote in under two working hours. That promise depended on one person reading a form that asked only for name, phone and email. There was no case file, no status and no payment. And for a company sending a group of workers abroad, knowing which document each person was still missing meant a spreadsheet kept up by hand. Their website was well built: what was missing was not a website, it was the tool behind it.

What we built

• Knowledge base taken from the agency's own pages: 28 countries, 59 visa types and 278 requirements, with the processing time for each destination. The extractor checks itself against the counter each page publishes and stops if it reads too many or too few.
• Free-text request intake: clients describe their trip as they would on the phone, and out come the destination, the visa type, the number of travellers, the departure date and whether anything needs legalising or translating. The AI only picks country and type; the document list always comes from the catalogue, never from the model.
• No guesswork: if the destination is not one the agency handles, or the AI does not respond, the case is flagged for review and the screen says so.
• A case file from the first minute, with a reference that can be read out over the phone, stages (received, documents, at the consulate, delivered) and a grid of who has handed in what. For 45 people with 7 documents each that is 315 boxes, ticked one by one or by column.
• Quote calculated on the spot, broken down into handling, urgency, legalisation, apostille and translation with a group discount, and a payment screen linked to the case, ready for the payment gateway to be connected.
• Tracking dashboard with open cases, people in progress, unclosed urgent cases and amount quoted. It works without JavaScript.