Key takeaways
- Missing requirements are counted, not remembered.
- Service fees and embassy fees stay separate.
- Passport validity is checked before filing.
- Commission is computed on the service fee only.
A visa assistance office sells preparation. It cannot promise an outcome, and the only thing it fully controls is whether an applicant arrives at an appointment with a complete file. That makes the requirement checklist the core record of the business, and the second most important record is the one that separates the fee the office earns from the money it merely passes on.
The checklist is the service
Every application carries its own list of documents, each marked required or optional and submitted or not. Anything required and unsubmitted reads Missing.
Counting missing documents across all applications gives an office a daily work list that is more useful than any diary.
Your fee is not the embassy's fee
The service list holds both the service fee you charge and the embassy or government fee you collect and pass on. The total due adds them plus any other charges.
Keeping them apart matters because a Schengen or Australian application collects a large fee the office never earns, and treating the total as revenue makes a modest business look far larger than it is.
Passports and waiting
An applicant's passport expiry is checked, reading Under six months validity when it is too close for most destinations to accept.
Once lodged, days pending counts until the result arrives, which is the honest answer to give when a client asks for the third time.
What the application earned
Disbursements record courier fees, insurance, notarisation and service centre charges paid on the applicant's behalf.
Net margin is the total billed less the embassy fee, those disbursements and the referring agent's commission, which is the only figure that describes what the office kept.
Review exceptions every week
Resolve duplicate IDs, missing links, overdue balances, negative amounts, and open operational items in CHECKS before using the dashboard for decisions.
VisaDesk PH Private Google Sheets Web App is designed for use with a Google account, Google Sheets, and Apps Script, using owner-only deployment by default.
No embassy or consulate submission, no appointment booking on any government or visa centre system, no document generation, and no advice on visa eligibility or outcomes. Approval is always the embassy's decision; this workbook only records your own service, fees and paperwork status.
Frequently asked questions
Does it promise a visa result?
No, and no service can. It records what you prepared, when it was lodged and what the embassy decided. Approval is always their decision.
How do I handle a denied application?
Record the result as Denied with the result date. The fee already earned stays on the record, which is what your own refund policy should be measured against.
How are agent commissions computed?
As a rate applied to the service fee, not to the total due, so a commission is never paid on money that belongs to an embassy.
Does this replace official records?
No. No embassy or consulate submission, no appointment booking on any government or visa centre system, no document generation, and no advice on visa eligibility or outcomes. Approval is always the embassy's decision; this workbook only records your own service, fees and paperwork status.
