Case Study
Case Study
Case Study
XPATWEB
ExpatWeb came to us after signing a major new corporate client. They faced a critical need: automate their manual processes, which were slow, error-prone, and couldn't scale for their new enterprise partner. They had to eliminate the repetitive checks that overwhelmed their consultants and created anxious applicants.



Year:
2025
Year:
2025
Year:
2025
Industry:
Corporate Services
Industry:
Corporate Services
Industry:
Corporate Services
Team:
38 people, 3 in support
Team:
38 people, 3 in support
Team:
38 people, 3 in support



The Problem
The Problem
The Problem
The support team was drowning in "What is my application status?" queries (making up 38% of all inquiries). Critical data was siloed and managed across disconnected systems: applicant documents arrived in emails, were stored in a cloud drive, and tracked on a collaborated sheet. This fragmentation meant consultants couldn't provide a confident answer without checking three different places, and everything was vulnerable to human error.
The support team was drowning in "What is my application status?" queries (making up 38% of all inquiries). Critical data was siloed and managed across disconnected systems: applicant documents arrived in emails, were stored in a cloud drive, and tracked on a collaborated sheet. This fragmentation meant consultants couldn't provide a confident answer without checking three different places, and everything was vulnerable to human error.
Visa consultants spent hours on low-value tasks: manually transcribing passport data from the cloud drive to the sheet, cross-referencing documents for compliance, and constantly logging into the government portal just to hit "refresh." A single error in transcription could lead to an application being rejected, requiring weeks of rework.



"Where is my status?" inquiries
-70%
"Where is my status?" inquiries
-70%
"Where is my status?" inquiries
-70%
Hours/month saved (per consultant)
80+
Hours/month saved (per consultant)
80+
Hours/month saved (per consultant)
80+
Application rework due to errors
-45%
Application rework due to errors
-45%
Application rework due to errors
-45%
Solution
Solution
Solution
We mapped the entire application lifecycle and centralized their workflow into a single platform. The approach was to let Limen AI's models automate tasks that were previously impossible, handling the "copy-paste" work from emails and PDFs. This freed their expert visa consultants to focus on what matters most: high-stakes compliance and client communication.
We mapped the entire application lifecycle and centralized their workflow into a single platform. The approach was to let Limen AI's models automate tasks that were previously impossible, handling the "copy-paste" work from emails and PDFs. This freed their expert visa consultants to focus on what matters most: high-stakes compliance and client communication.
The solution focused on four key automations: - A unified application dashboard that replaced their collaborated sheet, pulling in data from emails and the cloud drive automatically. - An AI-powered document processor that reads PDF applications and passport scans, extracting and validating data directly into the new dashboard. - A "StatusBot" that securely logs into the government portal every few hours to check for application status changes, eliminating all manual checks. - Proactive, automated email updates sent to applicants the moment their status changes, before they even think to ask. Why this worked: - Consultant-first AI: The AI automated the impossible—reading complex forms and PDFs—freeing visa consultants to focus on high-value client advising, not data entry. - Single Source of Truth: By replacing the scattered emails, drive, and sheet with one platform, we eliminated context-switching and data-entry errors. - Human-in-control: Consultants were alerted to exceptions (e.g., a "Referral" status) and could intervene immediately, building trust in the system and reducing applicant anxiety.



Testimonial
Testimonial
Testimonial
"Before working with Yubin's team, our visa consultants were drowning. They were spending more time copying passport numbers from a dozen different places than they were advising clients. Every new application was a race against time and human error. We constantly felt like a bottleneck for our clients' futures."
"Before working with Yubin's team, our visa consultants were drowning. They were spending more time copying passport numbers from a dozen different places than they were advising clients. Every new application was a race against time and human error. We constantly felt like a bottleneck for our clients' futures.""Before working with Yubin's team, our visa consultants were drowning. They were spending more time copying passport numbers from a dozen different places than they were advising clients. Every new application was a race against time and human error. We constantly felt like a bottleneck for our clients' futures."
"Before working with Yubin's team, our visa consultants were drowning. They were spending more time copying passport numbers from a dozen different places than they were advising clients. Every new application was a race against time and human error. We constantly felt like a bottleneck for our clients' futures.""Before working with Yubin's team, our visa consultants were drowning. They were spending more time copying passport numbers from a dozen different places than they were advising clients. Every new application was a race against time and human error. We constantly felt like a bottleneck for our clients' futures."
"Before working with Yubin's team, our visa consultants were drowning. They were spending more time copying passport numbers from a dozen different places than they were advising clients. Every new application was a race against time and human error. We constantly felt like a bottleneck for our clients' futures."
Marisa Jacobs
Managing Director of XPATWEB

Marisa Jacobs
Managing Director of XPATWEB

Marisa Jacobs
Managing Director of XPATWEB
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YOUR FIRST STEP
Book a free 30-minute call.
My job is to make sure you leave the first call with a clear, actionable plan.

Huajing Wang
Client Success Manager

YOUR FIRST STEP
Book a free 30-minute call.
My job is to make sure you leave the first call with a clear, actionable plan.

Huajing Wang
Client Success Manager

YOUR FIRST STEP
Book a free 30-minute call.
My job is to make sure you leave the first call with a clear, actionable plan.

Huajing Wang
Client Success Manager

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Whether you have questions or just want to explore options, we’re here.

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Whether you have questions or just want to explore options, we’re here.















