Visa & immigration agency: payment stages and paid consultations in Bitrix24
Updated
- Client
- Visa & immigration agency
- Stack
What was the problem?
The agency runs nine pipelines in the CRM, from visas and company formation to consultations and partnerships. They predate us, but each handled payments its own way, and some payment requests had no confirmation stage.
Paid expert consultations were a separate job. The agency already emailed a payment link; it needed the deal to follow booking and payment events on its own, with a manager stepping in only when a client does not pay or pays late.
How did we fix the payment stages?
In April 2026 we added and reordered payment stages in every pipeline that takes money. Three pipelines have no payments, so we left them alone.
- visas: two pairs, a prepayment and a second payment;
- full-service visas: a third payment with its confirmation;
- company formation and business services: two pairs each, prepayment and final payment;
- consultations: payment pending and payment received before Consultation Paid.
How does consultation booking work?
Consultation deals come from four language versions of a booking form with Bitrix24 online booking and card payment via Stripe. From there, CRM robots and our handler move the deal.
- An unpaid slot is held for 15 minutes, then the deal moves to Payment Expired: the client gets an email, the owner a task due in two hours.
- If a manager agrees a new time and returns the deal to Payment Pending, the client gets a new link and a 24-hour hold.
- A late payment still moves the deal to Consultation Paid: Payment Expired sits before it, and the payment trigger only moves deals forward. The manager gets an urgent task to confirm the time.
- Our Windmill handler writes the booked time to the deal and moves it on: the outbound webhook robot does not wait for a response, so an email could beat the time to the deal.
What has been tested?
In test bookings on 10 October 2026, a deal from the form reached Payment Pending in 2 to 4 seconds, and the expired-booking and return-to-payment scenarios behaved as designed. The client got a description of the logic on 13 October; there are no results in numbers yet.
Frequently asked
Why does the payment link email go out immediately?
The shortest robot delay on the agency's plan is 10 minutes, while the slot is held for only 15. So the first email goes out at once, and its link opens the same payment as the form, which rules out paying twice.
Do UTM tags from the website reach the deal?
Not always: the form reads tags from its own page address, but the website button links to it without them. We suggested embedding the form in the site or adding the tags to the link with a script.