Industries · Business setup & PRO
Clients ask“where's my visa?”Answer before they do.
We build operations systems for business setup consultancies and PRO firms — enquiries, quotes, licence applications, document checklists, visa steps, PRO runs and renewals on one platform, designed around how your files actually move.
- BS-2318Harbor Trading LLC · mainlandAuthorityInitial approval submitted · Consultant N.Name & approval
- BS-2311Northlight Studio FZ · free zoneOn trackEstablishment card pending · PRO K.Immigration file
- BS-2306Client 0412 · consultancy licenceClientAttested degree missing · 6 daysDocuments
- BS-2299Atlas Foods Trading · 3 visasOn track2 of 3 medicals done · biometrics TueVisas
- BS-2287Dune Logistics FZ · 2 partnersStuckBank account review · 12 daysBank & handover
- Enquiries & quotes
- Licence applications
- Document checklists
- Visa & immigration steps
- PRO task runs
- Renewals & expiries
- Client portal
01Where setup firms lose time
Every file is moving. Nobody can say where.
A setup firm runs dozens of applications at once, each waiting on a client, an authority or a PRO — and most of the status lives in a consultant's head and a WhatsApp chat.
01Every status update costs a phone call
What happens
Clients message their consultant to ask where their licence or visa is. The consultant asks the PRO, who checks the portal, who replies an hour later.
What it costs
Consultants spend their day relaying updates instead of selling, and clients feel nobody is in control of their file.
With one system
Each application has its stages, its current step and who it's waiting on. Clients see the same status in a portal or an update drafted from the record.
02Document checklists are rebuilt for every client
What happens
Passport copies, photos, NOCs, attested certificates and signed MOAs are requested by email, re-requested when they're unclear and stored in personal folders.
What it costs
Applications stall for a missing page, staff waste hours chasing, and the same document is asked for twice.
With one system
A checklist generated from the licence type and activity, with uploads, quality checks and reminders on whatever is still outstanding.
03Quotes and government fees drift apart
What happens
Packages are quoted from an old price sheet; government fees, visa costs and add-ons change, and the difference shows up after the client has paid.
What it costs
Margin lost on every revised fee, uncomfortable top-up requests and no clear view of what each file actually cost.
With one system
Quotes built from a maintained fee and package catalogue, with government fees, service fees and disbursements tracked separately on the file.
04PRO runs are planned the night before by message
What happens
The day's typing centre visits, medical appointments, biometrics and document collections are coordinated in a group chat.
What it costs
Wasted trips, clients told to arrive at the wrong time and no record of what each PRO actually completed.
With one system
A PRO schedule built from the open steps on every file, with appointments, client attendance and completion recorded as the day goes.
05Renewals are remembered by the client — or not at all
What happens
Trade licences, establishment cards, residence visas, Emirates IDs and tenancy contracts all expire on different dates tracked in a spreadsheet.
What it costs
Fines for the client, lost renewal revenue for the firm and clients who quietly move to a competitor at renewal time.
With one system
Every company and person carries their documents and expiry dates; renewal reminders and quotes go out in good time, after staff approve them.
02Setup & PRO platform preview
What your setup and PRO system could look like.
From the first enquiry to the renewal two years later — switch between the views consultants, PROs and management would use. Every screen is designed per firm in discovery.
- BS-2318Harbor Trading LLC · mainlandAuthorityInitial approval submitted · Consultant N.Name & approval
- BS-2311Northlight Studio FZ · free zoneOn trackEstablishment card pending · PRO K.Immigration file
- BS-2306Client 0412 · consultancy licenceClientAttested degree missing · 6 daysDocuments
- BS-2299Atlas Foods Trading · 3 visasOn track2 of 3 medicals done · biometrics TueVisas
- BS-2287Dune Logistics FZ · 2 partnersStuckBank account review · 12 daysBank & handover
Illustrative interface with sample data — your system is designed around your packages, jurisdictions and team.
Illustrative demo · sample dataPicture every file you're running on one screen?
Build your setup & PRO system03Solutions
The parts of a setup and PRO system — chosen for your firm.
Every lead qualified and followed up
Enquiry & sales pipeline
Enquiries from WhatsApp, website forms, calls and referral partners land in one pipeline with an owner, the activity and jurisdiction discussed, and follow-up dates.
- Source and referral partner tracking
- Qualification by activity and jurisdiction
- Follow-up reminders
- Conversion to a file when won
Every lead qualified and followed up
Enquiry & sales pipeline
Enquiries from WhatsApp, website forms, calls and referral partners land in one pipeline with an owner, the activity and jurisdiction discussed, and follow-up dates.
- Source and referral partner tracking
- Qualification by activity and jurisdiction
- Follow-up reminders
- Conversion to a file when won
Not every consultancy needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that keeps files moving — and leaves advice to your consultants.
AI in your setup system works on its own records: enquiries, checklists, files and expiries. It reads documents, drafts and summarises — your team decides and sends.
AI here handles administration only. It doesn't give legal, tax or immigration advice, decide whether an activity or applicant is eligible, or submit anything to an authority. Quotes, client messages and document requests are drafted for staff to approve, and access follows each user's role.
- 01
Enquiry triage
Consultant qualifiesA WhatsApp message asks about a licence for selling cosmetics online with two partners.Summarises the request — activity, number of partners, likely visa needs and the questions still to ask — and assigns it to the consultant who handles that type of setup, with a reply drafted from your approved wording.
- 02
Document reading
Staff verifyCheck the passport and photo a client just uploaded.Reads the passport details into the file, flags if the expiry is too close for the process, and notes if the photo looks unlikely to meet the usual requirements — for a staff member to confirm.
- 03
Status updates for clients
Sent after approvalTell Atlas Foods where their three visas are.Drafts a short update from the file: two medicals done, the third booked for Thursday, biometrics on Tuesday, and what the client needs to bring. The consultant reviews and sends it.
- 04
Renewal preparation
Who has licences or visas expiring in the next 60 days and no renewal quote yet?Lists each client with the documents expiring, drafts renewal quotes from your current packages and queues reminders for staff to approve.
- 05
Reporting in plain language
How long are free zone setups taking this quarter compared with last?Answers from your own files, broken down by stage, with the records behind each figure so you can see which steps changed.
05A day with ORCHESTR
A Monday of files, two ways.
- 08:15PRO day built from the filesEach PRO opens a schedule built from open steps across every file, with client appointments already confirmed.
- 09:30Status visible to everyoneClients see their file status in the portal, and consultants answer the rest from the same record in seconds.
- 11:00Checklist caught it on uploadThe unclear passport was flagged when the client uploaded it, and a clearer copy was requested the same morning.
- 13:45Quote from the live catalogueThe quote is built from the current package and fee catalogue, with government fees shown as disbursements.
- 15:30Renewal already in motionThe renewal reminder and quote went out weeks earlier; today the file simply moves to submission.
- 18:00Owner sees every fileThe owner reviews new enquiries, stuck files and the week's revenue on one dashboard.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your firm already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gatewaysWebsite forms
- Documents & e-signature
- Google DriveMicrosoft 365 / SharePointE-signature tools (where available)
- Payments
- Card payment gatewaysPayment linksBank transfer reconciliation
- Accounting
- Zoho BooksQuickBooksXero
- Government steps
- Status tracked on each fileForms and documents prepared for submission through official portalsAuthority reference numbers stored on the record
- Data
- Spreadsheets & exportsExisting CRM (via API or export)BI tools
07How we build your system
Built around your consultancy — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for a setup and PRO firm.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Fewer status calls
Clients and consultants see the same file status, so updates stop depending on a chain of messages.Files that don't stall quietly
Every step has an owner and a normal duration, and stuck files surface before the client complains.Documents asked for once
Checklists, upload links and review notes mean fewer re-requests and fewer rejected submissions.Quotes you can stand behind
Packages and fees come from one maintained catalogue, with disbursements separated from your service fee.Renewals that come back to you
Expiries are tracked for every company and person, and renewal conversations start in good time.A firm that can grow
New consultants and PROs work from the same process and records instead of learning it from whoever is free.
09Possible use cases
How different setup and PRO firms could use it.
Examples of what we could build — not completed client projects.
Every file visible to a small team
Enquiries, quotes, file tracking and a client portal for a small team running dozens of free zone and mainland setups at once.
Retained clients, recurring work
Corporate clients on monthly PRO retainers with their employees' visas, IDs and renewals tracked and PRO tasks scheduled from open steps.
Partners who send business
Referral partners such as accountants and banks submit leads, see the status of their referrals and receive commission statements.
One process across offices
Shared packages, checklists and file stages for offices in Dubai, Abu Dhabi and Sharjah, with a group view of pipeline, workload and margin.
FAQs
Setup and PRO questions, answered.
Professional services
01Does the system submit applications to government or free zone portals?
No. Submissions still go through the official portals and service centres. The system tracks every step, stores reference numbers and receipts, prepares the forms and documents your team needs and records the outcome, so the status on the file is always current.
02Can it handle both mainland and free zone setups?
Yes. Each service type — mainland licence, free zone licence, branch, amendment, visa, renewal — gets its own stages, checklists and fees, configured with your team in discovery and easy to update when processes change.
03What happens when an authority changes its requirements?
Checklists, stages and fees are settings, not code. Your operations lead can update a requirement once and every new file of that type follows it, while files already in progress keep their history.
04Can our clients upload documents and see progress?
Yes, through an optional client portal. Clients see their files, outstanding documents and invoices, and upload directly against each checklist item. You decide which internal notes and steps are visible.
05Will AI give clients advice about licences or visas?
No. AI drafts replies from your approved information, summarises enquiries, reads uploaded documents and prepares status updates for staff to send. Advice on activities, structures, eligibility or immigration is given by your consultants.
06We already have a CRM. Do we need to replace it?
Not necessarily. We can connect to it via API or export and add the file tracking, checklists and PRO scheduling it lacks — or replace it if it's holding you back. We'll recommend one honestly after discovery.
07How are passports and personal documents protected?
Documents are stored in a secure vault with role-based access enforced on the server, so PROs, consultants, finance and clients each see only what they need. Retention periods and hosting location are agreed in scoping.
08Can we migrate our existing client and expiry records?
Usually, from spreadsheets or your current tools' exports. We map companies, people, documents and expiry dates, clean duplicates and agree exactly what moves before go-live.
09How is a setup and PRO system priced?
It's quoted after a discovery call, based on the modules, service types, integrations and number of users involved, and whether you want client or partner portals. Hosting and support are agreed separately in writing.
Start here
Let's mapevery file you run.
Tell us how enquiries, files, PRO runs and renewals work in your firm today. We'll come back with how one system could connect them.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your consultancy runs today.
- 03If there's a fit, a written scope and quote — no obligation.