Japan Visa Consultant Software for Indian Agencies
Manage every Certificate of Eligibility filing, TITP/SSW/Engineer-Specialist/Student classification, and JLPT/JFT-Basic score on one platform — with receiving-organization coordination, post-arrival residence card follow-up, Razorpay fee collection, and GST invoicing built in.
What does Japan visa consultant software do for an Indian agency?
Japan visa consultant software is a single platform that lets an Indian consultancy manage every Japan-bound case without losing track of the one thing that makes Japan filings different from most other destinations: the Certificate of Eligibility (CoE) is applied for by a receiving organization in Japan — an employer, school, or accepting institution — on the candidate's behalf, at a regional immigration bureau under Japan's Immigration Services Agency (ISA), not by the candidate or the consultancy itself. VisaBOS tracks each CoE filing stage against that receiving-organization coordination, classifies every candidate into the correct Status of Residence category — Technical Intern Training (TITP) for blue-collar and skilled trainee placements, Specified Skilled Worker (SSW, tokutei ginou) across its SSW1 and SSW2 tiers for designated industry sectors, Engineer/Specialist in Humanities/International Services for white-collar professionals, or Student status for language-school and university applicants — and logs JLPT (N5 through N1) or JFT-Basic language test scores against the specific requirement each category carries. Once a visa is issued and the candidate lands in Japan, VisaBOS keeps the case open through residence card (zairyu card) registration and municipal ward-office follow-up rather than closing the file the moment the visa is stamped. Razorpay fee collections and GST invoices tie to each client automatically, and real-time dashboards surface case volume and pipeline health by category and by branch. For the broader context of managing cases across all destinations, see our immigration consultant software overview.
Why are Japan files so hard to keep on track?
Japan immigration runs through a receiving organization you don't control, four distinct Status of Residence categories, and language-test rules that change by category — gaps a spreadsheet was never built to catch.
From category assessment to residence card in hand.
VisaBOS connects every stage of a Japan-bound candidate's journey — classification, CoE coordination, visa stamping, and post-arrival registration — in one continuous workflow.
Which modules handle your Japan caseload?
Purpose-built modules covering the full Japan journey — CoE coordination, category classification, language testing, document checklists, residence card follow-up, and analytics.
CoE Application & Receiving-Organization Coordination
Track ISA processing while Japan files on your candidate’s behalf
- ✓Receiving organization contact (employer, school, or accepting institution) logged per case with filing date
- ✓CoE stages tracked: Documents Sent to Japan, Filed at Regional Immigration Bureau, Under Examination, Issued, Mailed to Applicant
- ✓Follow-up reminders trigger when a receiving organization hasn’t confirmed filing within the expected window
- ✓CoE copy upload slot links automatically to the embassy visa-stamping stage once received
Status of Residence Category Classification
TITP / SSW / Engineer-Specialist / Student eligibility fields
- ✓Category-specific eligibility fields: sending/supervising organization for TITP, target sector and SSW1/SSW2 tier for Specified Skilled Worker, degree and work-experience match for Engineer/Specialist, enrollment type for Student
- ✓Category assignment locks once the CoE application is filed, preventing accidental re-classification mid-process
- ✓Renewal and tier-upgrade paths tracked, including SSW1-to-SSW2 transitions for eligible sectors
- ✓Category-wise pipeline view shows a branch manager how many candidates sit in each Status of Residence track
JLPT / JFT-Basic Language Test Tracking
Score tracking tied to the candidate’s target visa category
- ✓JLPT level (N5–N1) or JFT-Basic result logged per candidate with test date and score
- ✓Minimum language requirement per target category flagged automatically against the candidate’s current level
- ✓Retest reminders scheduled when a score falls short of the category or receiving-organization requirement
- ✓Test booking and result upload tracked alongside the rest of the candidate’s document checklist
Document Checklist Automation per Category
Pre-built checklists for TITP, SSW, Engineer-Specialist, and Student
- ✓Category-specific checklist auto-loads on classification — no rebuilding requirements from memory per case
- ✓Passport, educational certificates, medical clearance, and sponsor documents tracked with upload and approval status
- ✓Submission-ready flag prevents a case advancing to CoE filing without every required document in place
- ✓Version history retained when the receiving organization requests a resubmitted or corrected document
Residence Card & Ward-Office Follow-Up
Oversight continues past visa issuance
- ✓Residence card (zairyu card) number and issue date logged once the candidate arrives in Japan
- ✓Municipal ward-office address registration deadline reminder sent to the assigned counsellor
- ✓Health insurance and pension enrollment follow-up flagged where applicable to the candidate’s status
- ✓Receiving-organization arrival confirmation logged before a case is marked complete
Multi-Branch Analytics by Visa Category
Labour-placement and student pathways in one dashboard
- ✓Pipeline segmented by TITP, SSW, Engineer/Specialist, and Student across every branch
- ✓Counsellor workload and case-stage distribution reports for CoE-heavy caseloads
- ✓Revenue and fee-collection tracked per category and per branch
- ✓CSV/PDF export for consultancy owners and CA review
Every Japan case sits on the same engine that powers our visa case management software, so your TITP, SSW, Engineer/Specialist, and Student files share one document system, one timeline, and one set of analytics — no matter how many branches or counsellors are running Japan cases.
How fast can you start running Japan cases?
TITP, SSW, Engineer/Specialist, and Student templates ship pre-loaded — your team is processing live Japan files in under an hour, not after days of configuration.
Sign Up & Load Japan Templates (< 1 hour)
Create your account. TITP, SSW, Engineer/Specialist, and Student category workflows come pre-loaded with CoE filing stages and JLPT/JFT-Basic fields. Add your branches and counsellors — you’re ready to log live Japan-bound cases right away.
Import Existing Candidates & Connect Channels
Upload current Japan-bound candidates via CSV. Connect Meta Ads to capture new labour-placement and study-abroad inquiries automatically. Invite counsellors with role-based access and link Razorpay for GST-compliant fee collection.
Run Every Japan Case From One Dashboard
Category assessment, CoE coordination with each receiving organization, language test tracking, and post-arrival residence card follow-up all update in real time across every branch — from first inquiry through to ward-office registration.
Frequently Asked Questions
Common questions from Indian consultants managing Japan CoE filings, Status of Residence classification, and post-arrival registration.
Related Guides & Pages
Enterprise-grade platform. India pricing.
No USD surprises.
All plans include unlimited leads, students, and visa cases. No per-user pricing tricks. Cancel anytime.
- 1 Branch
- Up to 5 Staff Accounts
- Lead Management + Pipeline
- Visa Case Management
- Document Management
- Appointments & Walk-in Log
- Payment Tracking & Invoices
- Exam Coaching Module
- Full Analytics Dashboard
- Multi-branch Management
- Up to 3 Branches
- Up to 20 Staff Accounts
- Everything in Core
- Exam Coaching (Batches, Tests, Assignments)
- Meta Lead Webhook (Facebook/Instagram)
- Razorpay Payment Integration
- Full Analytics Dashboard
- Internal Team Chat
- 50+ Granular RBAC Permissions
- Unlimited Branches
- Unlimited Branches
- Unlimited Staff Accounts
- Everything in Professional
- Cross-branch Messaging
- Priority Support + Dedicated Manager
- Custom Branding on Invoices
- SLA-backed Uptime Guarantee
- Early Access to New Modules
- API Access (coming soon)
- Personalised Onboarding Session