Case Study · Studofy

The complete education consultancy management platform.

Study-abroad consultancies move students through a long, document-heavy, fee-heavy journey — usually across spreadsheets, email threads and disconnected tools. Studofy runs the whole journey, from first inquiry to enrollment, in one platform.

PublisherDevNexi (Pvt) Ltd ProductStudofy FocusEnd-to-end study-abroad consultancy operations
Executive Summary

A study-abroad application isn't one step — it's eleven.

Between a student's first inquiry and enrollment sits a chain of dependent steps: application review, document collection and verification, registration fees, university applications and payments, consultation charges and visa processing. Each involves a different person, and each can stall the whole journey if it lives on a spreadsheet.

Studofy was built by DevNexi to run that entire journey from one platform — applications, documents, payments and visas, connected end to end.

Every stage of the student's journey is tracked, documented and visible to your entire team.
01 · The Business Problem

Spreadsheets, scattered emails, and disconnected tools.

A consultancy with a few hundred active students, dozens of partner universities and a small team of consultants usually pieces its operation together across tools that were never built to talk to each other.

The result is a pipeline nobody can see end to end.

InquiriesSpreadsheet / inbox
DocumentsEmail attachments
University requirementsPDFs on a shared drive
PaymentsSeparate ledger
Visa statusKnown to one consultant

No single student view

Profile, history and current status live in different places, so nobody sees the full picture at once.

Documents chased by email

Passport copies, transcripts and SOPs are collected and version-tracked manually, with no approval trail.

Payments tracked by hand

Application fees, tuition and consultation charges are reconciled manually, with reminders sent ad hoc.

Visa progress is invisible

Management can't see how many students are mid-visa-process without asking each consultant.

Uneven consultant workload

Some consultants are overloaded while others have capacity, with no visibility to rebalance.

Revenue & conversion are a guess

Without structured data, directors can't reliably report approval rates or revenue.

02 · The Studofy Solution

8 modules. One consultancy platform.

One structured platform the whole team uses — connecting every student to the universities, documents, payments and visa process behind their application.

Student→University & course→Application→Documents→Payments→Visa processing→Enrolled
Consultants, operations managers, finance teams and directors all work from the same student record.
03 · Inside the Platform

One student record, connected to everything.

Student profiles, documents and payments — plus four modules that keep every application moving.

Student management

Every student has one profile with their inquiry history, application status, assigned consultant, documents, payments and visa progress — so anyone can open one record and see exactly where that student stands.

Student · D. Wickramasinghe
│
├── Status: Uni application submitted
├── Consultant: R. Fernando
├── Target: University of Melbourne
├── Documents: 6 / 7 approved
├── Payments: Registration fee paid
└── Visa: Not yet started

Document management

Documents are stored centrally with approval workflows, version control and secure access — so a resubmitted SOP doesn't overwrite history, and only the right people can see a passport copy.

Documents D. Wickramasinghe
Passport copyApproved
Academic transcriptApproved
SOPVersion 2Pending review
Financial proofNot uploaded

Payment tracking

Registration fees, university application payments, tuition installments and consultation charges are all tracked against the student record, with automated reminders before anything falls overdue.

Payments This week
StudentTypeAmountStatus
D. WickramasingheRegistration feeRs 15,000Paid
A. JayawardenaUniversity applicationRs 22,000Due in 3 days
T. BandaraConsultation feeRs 40,000Overdue

University & course database

Partner universities, courses, programs and campuses with their entry requirements, maintained centrally — no more PDFs on a shared drive.

Melbourne · BSc CS · IELTS 6.5

Application processing

A structured workflow with automated notifications at every status change, so nobody needs a “just checking in” email.

Submitted → Awaiting documents → Offer received

Visa processing

Requirements, submitted documents, interview schedules and approval status tracked end to end — visible to directors, not just one consultant.

Requirements → Submitted → Interview → Approved

Consultant assignment

Students assigned directly, with workload and approval rates visible to operations managers so caseloads stay balanced.

R. Fernando · 38 students · 82% approval
04 · The Student Journey

11 steps. Fully tracked.

From account creation to enrollment, every step is visible — and directors get revenue, approval and growth figures without waiting for month-end.

  1. Create account
  2. Fill application
  3. Get approval
  4. Upload docs
  5. Doc review
  6. Registration fee
  7. Uni application
  8. Uni payments
  9. Consult fee
  10. Visa process
  11. Enrolled

Example: a student at step 8 of 11

312Active students
47Applications in progress
79%Visa approval rate
Rs 2.1MRevenue (MTD)
Rs 340KPayments overdue
05 · Before vs. Studofy

What changes when the entire journey is one system.

Traditional approach
With Studofy
Inquiries tracked in spreadsheets
Complete student lifecycle tracking
University requirements in shared PDFs
Structured university & course database
Application status checked by email
Automated status tracking & notifications
Documents collected over email
Centralized document management & approvals
Payments reconciled manually
Automated payment tracking & reminders
Visa status known to one consultant
End-to-end visa processing visibility
Consultant workload informal
Balanced assignment & performance tracking
Reports compiled manually
Real-time reports & analytics
06 · Who It's For

Built for every role in the consultancy.

Consultants, operations, finance and directors — each with the view they need.

Consultants

  • Student caseload
  • Document review
  • Application status
Manage caseloads and track status without chasing emails.

Operations managers

  • Workload distribution
  • Consultant performance
  • Pipeline health
See workload and pipeline health at a glance.

Finance teams

  • Application fees
  • Tuition payments
  • Consultation charges
Track every payment type with automated reminders.

Consultancy directors

  • Revenue reports
  • Approval rates
  • Growth metrics
Get the numbers needed for scaling decisions.
07 · Why Studofy Is Different

Secure, scalable, and built for this industry.

Encrypted

Advanced encryption

Student data encrypted at rest and in transit, with role-based access for consultants and staff.

99.9%

Uptime

Cloud-based, accessible from any device, anywhere, anytime.

Unlimited

Built to scale

Manage unlimited students, applications and consultants without adding complexity.

1

One platform, not eight tools

Student, university, application, document, payment and visa data live in a single system.

2

Every step of the journey tracked

All 11 stages, from account creation to enrollment, are visible in one place.

3

Nothing depends on one person

Documents, payments and visa status are visible to the team, not locked in one consultant's inbox.

4

Built for this industry

Not a generic CRM — modules match how a foreign education consultancy actually operates.

08 · Product Philosophy

A student's application isn't a single record — it's a journey.

From account creation to visa approval, a student passes through eleven dependent steps, touching consultants, finance and document review along the way. The journey should never depend on a spreadsheet, an inbox, or one person's memory.

Studofy: Student + University & Course + Application + Documents + Payments + Visa — one connected journey, end to end.

Built specifically for foreign education consultancy companies.

Conclusion

Every student.
Every step. Tracked.

Studofy connects the entire study-abroad journey, so nothing falls through the cracks between inquiry and enrollment.

Talk to Us About Studofy See Studofy Features

hello@devnexi.com · studofy.com