Skip to main content

Getting Started with VisaDoc

Written by Oleh Voronko

This guide walks you through everything you need to get your business visa sorted using VisaDoc - from the initial assessment all the way to tracking your application and collecting your approved visa.

We've designed the process to be as straightforward as possible, with clear steps and smart automation that catches issues before they become problems. Whether you're a first-time business traveler or handling visas for your team, this step-by-step approach will get you from "Do I need a visa?" to "Ready for my business trip" without the usual headaches.

Let's get started.

Step 1. Run Your Visa Assessment

VisaDoc's AI-powered assessment lets you actually understand if you need a visa and what the best visa option is for your case.

In addition to standard travel information like nationality or destination, VisaDoc also analyzes the specific planned business activity description, as it defines what types of visa is required.

30%

of the applicants confuse work visa cases for business visa cases and vice versa, which leads to rejections either during the visa processing or at the border control.

Start New Assessment

New Assessment

Important:
If you have corporate instances, please use the links to the assessment forms provided in your communications.

If you're not sure, feel free to reach out to us via chat or email and we'll clarify this for you.

  1. Click "New Assessment" from your dashboard

  2. Fill out the assessment form with your travel details:

    • Destination country

    • Your citizenship

    • Travel dates

    • Purpose of visit

    • Detailed business activity description

  3. Click "Start Assessment"

The system will process your information for about 2 minutes and generate your results.

Review Your Assessment Results

After the assessment form is filled, let AI process it (up to 2 mins) and get the assessment report:

Your results will show:

  • Whether you need a visa

  • Multiple visa routes (if available)

  • Required documents list

  • Processing timeline

  • Estimated fees

If the assessment shows you need a business visa, click "Start Application" to proceed.

Important

If you are not authenticated yet, you will be required to Sign In/ Sign Up first before proceeding.

Step 2. Sign In / Sign Up

VisaDoc supports multiple ways to authenticate. Depending on the corporate policy, you may be required to sign in / sign up using the SSO (Single Sign On) method.

To do that, click the "Continue with SSO" button.

Step 3. Complete Application Onboarding

After starting the application you will see the application onboarding questions to confirm your application flow.

Applying for yourself

If you apply for yourself, click "Get Started" and proceed.

Applying for somebody else

If you're a PA, an agent or a manager applying for somebody else, please provide the applicant's email first.

In this case the applicant will be notified about the application process and will be able to collaborate with you as well as to get the notifications and updates.


Step 4. Paying Service Fee

When a business visa is required and you decide to start the application, the system redirects you to the payment page depending on the type of the visa required.

To process the payment click "Pay Service Fee"

You will be redirected to Stripe, where the next steps should be completed:

  1. Select preferred payment method

  2. Enter your payment information

  3. Click "Pay"

After completing it you can proceed with the application flow.
​

Step 5. Uploading Documents

VisaDoc suggests the exact list of documents required for your case with detailed descriptions for each.

Upload them one by one and have AI extract the data on the go.

  1. Review the personalized document list for your case

  2. Click on each document type to see specific requirements

  3. Upload documents one by one using the "Upload" button

Step 6. Document Verification

After all the documents are uploaded, proceed to the next task - Document verification.
It validates the documents and cross-checks the data across them to ensure the information completeness and consistency to increase the success rate of the application package.
​
To start the cross-verification, click the "Verify" button.
​
If AI suggests that there are some errors in the document, you can learn more about them in the generated report as well as find out the ways to fix them and make the document a perfect fit for the visa application in three steps:

  1. Review the generated report - Verify all information is correct

  2. Make corrections if needed - Return to the previous task and re-upload the documents if necessary.

If you decided to proceed anyway, click the checkbox and click "Mark as completed".

After all the adjustments are made and the documents are verified, VisaDoc system takes it from there with human oversight:

The system will then prepare your application form.


​

Step 7. Auto-filling the application form

Based on your data VisaDoc pre-fills the government visa application forms on your behalf. Please review it, fill the gaps and confirm the changes by clicking "Save".

You may get contacted by our automated system or the team only in case some critical data is missed.
​
When the application is filled, you get an invitation to review it before submitting to ensure the data in it is as accurate as possible:
​

  1. Get an email link to the pre-filled application form

  2. Review the pre-filled government application form

  3. Check all personal information, travel dates, and business details

  4. Make any necessary corrections

  5. Pay the embassy fee

  6. Submit the application.

Important:

Double-check all dates, names, and passport numbers before submitting.

Step 8. Schedule the appointment

Whether you apply for a paper visa, need to provide biometrics or visit the embassy for a visa interview, the appointment may be required.

After the application is submitted and paid, you usually get a reference number to use for booking the appointment.

Getting a suitable time slot may be a challenging task.

That's where VisaDoc helps.
​
For most popular destinations our team monitors the appointment slots availability and lets you choose the most suitable one as soon as they're available.

For different destinations, the visa application process steps and system's capabilities may slightly vary, so for every application you get a specific sequence of steps and the timeline to ensure full transparency.

Step 9. Keep track of the visa application progress

During and after submitting the application, VisaDoc keeps track of all the status changes and notifies you via email and in the web application as soon as the change happens.

Understand Your Notifications

You'll receive notifications for most status changes, including:

  • Application submission confirmation

  • Document verification complete

  • Additional documents needed

  • Application decision

  • Visa ready for collection

Notifications in the web application:


Notifications in your inbox:

Monitor Progress in Your Dashboard

  • Log in to see real-time status updates

  • Check the timeline view for next steps

  • View any messages or requests from the system

Common Next Steps

  • If approved: Follow instructions to collect your visa

  • If additional documents needed: Upload them promptly via your dashboard

  • If rejected: Review the reasons and consider reapplying with corrections

Getting Help

  • Chat support: Click the chat icon (bottom right) for immediate help

  • Email support: Use the contact form in your dashboard

In this way you get your business visa in the clearest and most transparent way possible.


​

Did this answer your question?