Education and migration agencies · fixed AUD
CRM for education and migration agents, built for your agency and owned by you
Stop running students in one tool and visa matters in another.
From A$4,900excl. GSTSee pricing →
- One record from student to visa client
- Hire more staff, pay no seat fees
- MARA file notes and 7-year retention
- Flags onshore commission risk
- You own the code and database
- ★ 4.9 on Google (76 reviews)
- 200+ projects since 2017
- Top Rated on Upwork
Founder-led delivery
Overview
We build one CRM your agency owns: the student pipeline from enquiry to CoE and commission, and the RMA matter file with service agreements, file notes and 7-year retention, with visa work locked to RMAs. You pay once, A$4,900–A$35,000 depending on modules rather than seats, plus optional hosting at A$80–A$240 a month, so hiring another counsellor adds no licence fee. Education-only with fewer than about 5 users? We will tell you Condat or Agentcis is cheaper.
By Ashish Sharma, founder · Updated 5 October 2026
Quick answer
Which CRM should an Australian education and migration agency choose, and what does it cost over 3 years?
If you place students and lodge visas, choose one system that runs both workflows and keeps visa advice behind RMA-only permissions. For an education-only team of fewer than about 5 users, Condat (A$20 list price a user a month, so A$3,600 over 3 years for 5 users) or Agentcis is cheaper than any build. Migration Manager on a 36-month term costs A$43,920 over 3 years for 5 licences. A Codingclave build you own costs A$4,900–A$35,000 once plus A$80–A$240 a month hosting, about A$7,780–A$43,640 over 3 years, and the cost does not rise when you hire.
- Code s56: keep the client file 7 years after the last action on the file
- From 31 Mar 2026, providers cannot pay commission for students already studying onshore with another provider
- All prices are ex GST, checked 6 Oct 2026, with sources linked
- Our team is in India and online 3:30pm–12:30am Sydney time during daylight saving
01of 10
One CRM, two linked workflows: student placements and visa matters
An education and migration agent CRM is software that tracks students from enquiry to CoE and commission, and visa clients from service agreement to lodgement, in one record per person.
Education CRMs rarely mention MARA, file notes or service agreements, while Migration Manager, Clevero and ImmiDesk do not show a CoE or provider-commission workflow on their pages. A combined agency needs one contact record per person, so a student can become a visa client without being entered twice.
Student pipeline: enquiry to CoE
Each student record holds the enquiry source, counselling notes and one application per provider. Offer, CoE number, course dates and onshore or offshore status feed the commission ledger.
RMA matter file: the migration side
In Australia, a visa consultant's CRM is really the RMA's client file: consumer guide, service agreement, file notes, deadlines, invoices and documents, mapped in the Code of Conduct table.
The permission wall between counsellors and RMAs
Under Migration Act s280, a person who is not a registered migration agent must not give immigration assistance unless an exemption applies, for example for an Australian legal practitioner (see also Code s23–24). So the visa module opens only for users recorded as an RMA with a MARN or as an authorised legal practitioner. Other counsellors can only refer, and each referral is logged.
Sub-agents, branches and portals
Sub-agents see only the students they referred, plus their split statement. Each branch has its own pipeline; head office sees all of them. Students follow applications and download offers, visa clients see matter status and invoices, and one login covers someone who is both.
| Role | Student pipeline | Visa matters | Commissions and invoices |
|---|---|---|---|
| Education counsellor (not an RMA) | Full | Refer only, each referral logged | Own students' commission status |
| Registered migration agent (MARN) or authorised legal practitioner | Read | Full | Own matters |
| Admin or finance | Read | Invoices only | Full |
| Sub-agent (portal) | Own referred students only | None | Own split statement |
| Student or client (portal) | Own applications | Own matter status and documents | Own invoices |
02of 10
Migration Agents Code of Conduct: record-keeping mapped to CRM features
The Code is the Migration (Migration Agents Code of Conduct) Regulations 2021 (F2021L01856). It took effect in March 2022, which is why MARA publishes it as the Code of Conduct March 2022. The '2022' Code and the 2026 version are the same instrument: the 1 April 2026 compilation (F2026C00275) includes the amendments made since 2022.
What records must a registered migration agent keep? Contemporaneous notes of oral advice and instructions (s55), and a client file kept 7 years after the last action on the file (s56), not after the matter closes as Clevero's page puts it.
| Code section | What it requires (paraphrased) | What we build into your CRM |
|---|---|---|
| s23–24 and Migration Act s280 | Only RMAs (or exempt persons) give immigration assistance | Visa module limited to recorded RMAs (MARN) and authorised legal practitioners; referrals logged |
| s25 | Duties relating to your MARN | MARN shown on agreements, invoices, emails and migration web pages |
| s26 | No misleading statements in promotion | No outcome guarantees in templates; review step before publishing |
| s35 | Confidentiality | Role permissions and an audit log of views and exports |
| s36 | Know your client | ID check recorded with date and document seen |
| s37 | Access to interpreters | Interpreter-needed flag and language field |
| s38 | Give the consumer guide | Sent and timestamped before the agreement stage |
| s39 | Keep clients informed of progress | Status updates logged and shown in the client portal |
| s42–44 | Agreement before work; initial consultations exempt; written variations | Work stages open only after a signed agreement; initial consultation exempt; variations logged |
| s46–49 | Fees, disbursements, invoices and receipts | Fees taken from the agreement; invoices and receipts linked to the matter |
| s50–52 | Client money; nothing received before an agreement; refunds | Payment entry blocked until the agreement is signed; client money flagged; refunds logged (not certified trust accounting) |
| s53–54 | Secure documents; return originals | Access-controlled document store; dated log of originals returned |
| s55 | Written record of oral advice and instructions | File-note prompt after every call or meeting, time-stamped with version history |
| s56 | Keep the file 7 years after the last action | Retention clock resets on each action; deletion blocked until 7 years after the last |
| s57–58 | Termination notices; forward former-client mail | Termination notice template; former-client flag creates a forwarding task |
This is not legal advice; confirm obligations with OMARA or your adviser. OMARA set up a Compliance and Monitoring Section in October 2025 (activity reports). Send us your file-note and service-agreement templates and we will show you where each is recorded. Get a scope.
03of 10
ESOS Standard 4, PRISMS and the 31 March 2026 commission rule
Education agents are regulated through their providers' obligations under the Education Services for Overseas Students (ESOS) framework, not the Migration Act. Since 31 March 2026, your records also help decide whether a commission is payable.
What Standard 4 asks of your providers
Under the National Code 2018, a registered provider must have a written agreement with each education agent that formally represents it, and must enter and maintain that agent's details in PRISMS.
Do education agents need access to PRISMS?
No. Providers operate PRISMS; agents do not log in. The build keeps what providers will ask you for: each agreement and its expiry, and every student's CoE number and course dates.
The education agent commission ban for onshore transfers
From 31 March 2026, registered providers may not pay commission for recruiting an overseas student who has already started studying onshore with another provider. The National Code amendment instrument (Education Agent Commissions) was signed on 16 January 2026 under the Education Legislation Amendment (Integrity and Other Measures) Act 2025 (Royal Assent 4 December 2025). The rule binds providers, so in practice the agent receives no commission for those students.
What providers will see about your agency
ASQA has said providers will see more agent data through PRISMS, expected to include onshore transfers per agent and visa grant and refusal rates for agent-referred students (as CAQA reported). The CRM flags every student as onshore, offshore or enrolled elsewhere, and its dashboard shows you the same transfer and refusal figures providers will see.
Have a project in mind?
Send a few lines on WhatsApp or get a fixed AUD quote.
04of 10
Commission reconciliation: expected versus received, provider by provider
How do education agents make money in Australia? Through commission that providers pay under each written agreement, plus any service fees the agency charges students. Terms differ by agreement, which is why monday.com's education agent CRM list ranks commission reconciliation first among essential features, though it does not show how it works. Here is how a claim moves through the ledger we build.
| Stage | Trigger | What the CRM records | Flag |
|---|---|---|---|
| Agreement on file | Provider agreement signed | Rates and terms from the agreement, expiry date | Expiry alert |
| CoE issued | CoE received from the provider | CoE number and course start date | Onshore or enrolled elsewhere: commission may be ineligible (31 Mar 2026 rule) |
| Census or trigger date | Date set by the agreement | Claim becomes due | Overdue claim |
| Payment received | Provider statement imported from CSV | Amount received | Variance between expected and received |
| Sub-agent split | Provider payment matched | Split per the sub-agent's terms | Unpaid split |
| Withdrawal or transfer | Student status changes | Clawback per the agreement | Review needed |
Each provider's CSV statement layout is mapped once, later statements import against open claims, and service fees you charge students sit on the same ledger, tagged separately.
05of 10
What a CRM costs an Australian agency over 3 years (AUD, ex GST)
Is per-user CRM pricing cheaper than owning a custom CRM? For small teams, usually yes. Most agency CRMs sold in Australia charge per user, so the bill grows with every hire; an owned build costs its scope plus hosting. If you are comparing Agentcis alternatives or Migration Manager pricing, both are below. Officio and KonDesk publish no prices, so they are left out.
Sources: Agentcis pricing, Condat's price list (list prices before advertised discounts), Migration Manager's price list, Clevero's FAQ and, where marked, ImmiDesk's vendor-compiled table of 30 July 2026.
| Option | 3 users | 5 users | 10 users | How it's worked out |
|---|---|---|---|---|
| Condat CRM | A$2,160 | A$3,600 | A$7,200 | A$20 list price per user a month (base includes the first Admin), no setup fee, sub-agent seats free |
| Agentcis, 3-user tier as reported by ImmiDesk (30 Jul 2026) | About A$2,484 + optional A$500 setup | Not published | Not published | About A$69 a month × 36 |
| LodgeHQ, as reported by ImmiDesk (30 Jul 2026) | A$3,564–A$10,692 | A$3,564–A$17,820 | A$3,564–A$35,640 | A$99 per registered agent a month × 36; support staff included; low end assumes 1 RMA |
| Migration Manager, 36-month term | A$26,712 | A$43,920 | A$86,940 | Licences × A$239 × 36 + A$900 professional setup fee; MM Templates extra |
| Clevero (FAQ range, small firm) | A$23,780–A$55,200 | A$23,780–A$55,200 | Not published | A$480–A$1,200 a month × 36 + A$6,500–A$12,000 implementation |
| Codingclave owned build + our hosting | A$7,780–A$43,640 | A$7,780–A$43,640 | A$7,780–A$43,640 | CRM build A$4,900–A$35,000 once + hosting and support A$80–A$240 a month × 36 |
| Codingclave owned build, your own hosting | A$4,900–A$35,000 + your cloud bill | Same | Same | Your cloud bill is paid to your provider, so it is not ours to quote |
For an education-only team, Condat costs less than any build plus our hosting at every team size in this table. Use it if it fits; it stops fitting when you add RMA files, sub-agent splits or branches. Not sure which side you are on? Send us your seat count and current tool and we will reply with a 3-year comparison, even if the answer is to stay on SaaS. Ask for your comparison.
Against Migration Manager, the maths turns early. At 5 licences, even our top-of-range build plus hosting (A$43,640) is below its 36-month cost of A$43,920, and at 10 licences it is about half, though without its trust accounting or templates.
The lower end of our range covers a student pipeline, provider applications and the commission ledger for one branch; the RMA module, sub-agent splits, more branches and imports move it up. Costs outside our quote, named up front: your cloud bill unless hosting includes it, a paid e-signature service if you choose one, SMS and email sending, and the WhatsApp Business API if included. For other software, see custom software costs in Australia.
06of 10
Feature comparison: what each agency tool shows on its own pages
This matrix uses only what each vendor states on the pages we checked: 'not stated' means we did not find it there, not that the tool lacks it. Ask about each one in that vendor's demo.
| Tool | Education pipeline and CoE | RMA file notes and retention | Trust accounting | Commissions and sub-agents | Pricing basis |
|---|---|---|---|---|---|
| Condat | Application manager | Visa manager; file notes and retention not stated | Not stated | Institute and sub-agent commissions; sub-agent seats free | Per user, A$20 list price a month |
| Agentcis | Application stages; StudyLink integration | Not stated | Not stated | Sub-agent portal; invoicing and payment schedules | Per user, priced by location |
| Migration Manager | Not shown | Compliance tracking advertised | NSW Law Society certified | Not shown | Per licence, A$239–A$339 a month |
| Clevero | Not shown | Configurable 7-year retention, interaction logging, Code checklist | Not stated (fixed-fee, milestone and time billing) | Not shown | A$480–A$1,200 a month + implementation |
| Codingclave owned build | Applications, CoE and course dates per provider | s55 file-note prompts and an s56 retention clock | No; client money flagged only | Per-agreement rules, sub-agent splits, received-vs-expected ledger | One-off build + optional hosting |
07of 10
When Agentcis, Condat, Migration Manager or LodgeHQ is the better choice
Buy SaaS if you are visa-only, education-only with fewer than about 5 users, or need certified trust accounting. In those cases one of these tools will cost you less than a build.
Solo RMA on a budget: LodgeHQ or ImmiDesk
ImmiDesk's July 2026 comparison lists LodgeHQ at about A$99 per registered agent a month, support staff included. A sole practitioner with no education work pays far less for that, or for ImmiDesk, than for any build.
Trust accounting, templates or deep ImmiAccount tooling: Migration Manager
Migration Manager advertises NSW Law Society certified trust accounting, ISO 27001:2022, an MM Templates add-on and 20+ years in the market. If you hold client money in trust or rely on its templates, ImmiAccount or VEVO tooling, choose it.
Education-only with fewer than about 5 users: Condat or Agentcis
A small education-only team will pay less for Condat (30-day free trial, no lock-in) or Agentcis (7-day free trial, StudyLink integration listed on its pricing page) than for any build.
Our recommendation: where a custom build wins
- 5 or more licences on a per-licence practice tool such as Migration Manager
- Education and migration work in the same team
- Sub-agent networks or commission splits a standard tool cannot express
- Several branches
- Owning your data, your website and the system itself
One honest limit: we do not offer certified trust accounting, and provider portals such as StudyLink stay a manual step unless we confirm an integration in writing for your business. Still undecided? Ask us to check your numbers.
Have a project in mind?
Send a few lines on WhatsApp or get a fixed AUD quote.
08of 10
Education agent website and lead capture that feed the CRM
What should an education agent website include to get student enquiries? A course finder, forms in the student's language, a fast route to a counsellor, and every enquiry landing in the CRM with its source. SaaS CRMs offer an embeddable form; we build both together.
Course finder and multilingual forms
Students filter by destination, level, field and intake, and the course they viewed arrives with their enquiry. Forms run in the languages your counsellors speak and ask only for name, contact, destination and intake; the counsellor collects the rest.
WhatsApp, Meta and Google Ads leads with source tracking
A chat button opens WhatsApp with a message naming the page; whether a WhatsApp Business API connection is included is confirmed in your quote. Facebook, Instagram and Google Ads leads arrive tagged by campaign, so you see which campaigns produce enrolments, not just enquiries.
Counsellor booking and portal login
The booking lands on the student's record and the counsellor's calendar, an offshore student sees the time in their own time zone, and a missed appointment creates a follow-up task. The site also carries the student portal login.
Rules for provider logos and migration pages
Show provider logos only as each agreement allows. On a migration agent website, visa pages must show the responsible RMA's MARN and make no misleading claims or outcome guarantees (Code s25–26).
The enquiry site is priced as a business website, A$1,200–A$6,900. See website development in Australia for full pricing, mobile app development for a student app, and digital marketing and SEO in Australia for bringing enquiries in.
09of 10
Who owns your client files, where they are hosted, and how you leave
Agentcis and Condat do not state a hosting region or an exit process on the pages we checked on 6 October 2026. Here is what we put in writing before you sign.
Source code and database are yours
The CRM is handed over with its source code, database, admin access and deployment notes. The IP assignment and handover terms are set out in writing for your business before you sign.
Hosting and region
We recommend a cloud account in your agency's name. Whether we host it or you do, the hosting set-up, including the region, is confirmed in writing for your business before you sign. AWS and DigitalOcean, the platforms we build on, both run Sydney data centres.
Privacy Act, APP 8 and an overseas developer
Most small businesses with turnover of A$3 million or less are outside the Privacy Act (OAIC), but Code s35 confidentiality and s53 secure documents apply to every RMA regardless. If the Act covers you, APP 8 requires reasonable steps, normally an enforceable contract, before personal information goes to an overseas recipient such as us in India. We sign that contract before any real record moves, build on sample data and limit developer access by role.
Moving in, and moving out
We import CSV and document exports from Agentcis, Condat or Migration Manager and reconcile record counts before cut-over, confirming the path for your tool in writing. Condat states no lock-in; Migration Manager runs 12-, 24- or 36-month terms. A full database export is available at any time. If we host the system, we hand over the database and deployment to your own account when you leave.
Want the data-handling terms for your agency in writing? Ask for them with your quote.
10of 10
Working with a team in India: hours, communication and support
We are Codingclave Development LLP, based in Lucknow, India, founded in 2017 by Ashish Sharma, who still leads the work. We have no Australian office, phone number or ABN. Instead you get a fixed written quote in AUD, staging builds you review before go-live, and decisions confirmed in writing. Contact is WhatsApp-first on +91 92771 84741, plus email and video calls.
| Where you are | Our hours, your time | Overlap with 9am–5pm | After daylight saving ends (4 Apr 2027) |
|---|---|---|---|
| Sydney, Melbourne, Canberra, Hobart | 3:30pm–12:30am AEDT | About 1.5 h | 2:30pm–11:30pm AEST (about 2.5 h) |
| Adelaide | 3:00pm–12:00am ACDT | About 2 h | 2:00pm–11:00pm ACST (about 3 h) |
| Brisbane, Gold Coast | 2:30pm–11:30pm AEST | About 2.5 h | No change |
| Perth | 12:30pm–9:30pm AWST | About 4.5 h | No change |
Expect evening availability and next-morning progress, Monday to Saturday, India time, with no 24/7 line. Ask us a question on WhatsApp during our hours and judge the reply.
Proof we can point to: 200+ projects since 2017, 4.9 stars from 76 Google reviews and Top Rated on Upwork (read the reviews). For the wider question of hiring an Indian team, see working with Codingclave from Australia.
Pricing in AUD
Agency CRM pricing in AUD
The CRM is a one-off build. Hosting and support are monthly if you want us to run it; the website and assistant are optional.
Education or migration agency CRM + student portal
A$4,900 – A$35,000
Excl. GSTEducation or migration agency CRM + student portal · Typical timeline: 4–8 weeks
Student pipeline, RMA matter module with Code of Conduct records, commission ledger, portals and data import, itemised by module.
Get a quote for this plan
Hosting, backups, monitoring and support
Hosting, backups, monitoring, updates and WhatsApp support within our hours.
Business website (custom design, Next.js or WordPress)
The enquiry website wired into the CRM.
AI chatbot (website or WhatsApp)
Optional WhatsApp or website enquiry assistant that hands leads to counsellors. It gives no visa advice.
- Fixed price in AUD
- Free scoping call
- No obligation
Scope, not seat count, sets the price. You get a fixed written quote in AUD before any work starts, and the payment schedule, IP assignment and support terms are confirmed in writing for your business before you sign.
Prices are in Australian dollars and do not include GST: Codingclave is an overseas (India-based) supplier and is not registered for Australian GST. If your business is GST-registered, check with your accountant whether the reverse-charge rules apply to imported services.
Fixed AUD quote
Get a fixed AUD quote, or an honest ‘stay on SaaS’
Tell us your team size, how many are RMAs and what you use now; export column headers help but are optional, and never send client data. You get a written scope and a fixed AUD price, or an honest answer if Condat or Migration Manager suits you better.
Ashish Sharma
Founder, Codingclave
Ashish or the team will reply on WhatsApp or email within one business day.
- ★ 4.9 on Google (76 reviews)
- 200+ projects since 2017
- Top Rated on Upwork
- Founder-led delivery
Prefer WhatsApp?
WhatsApp AshishHow it works
From your workflow to go-live in 4–8 weeks
Builds use Next.js and React, Node.js or Laravel, and PostgreSQL or MySQL, on AWS or DigitalOcean.
Send your workflow
How students and visa matters move through your agency, plus export column headers if you have them. Use dummy rows, never real client data.
Fixed written scope and AUD quote
Modules, imports, the hosting set-up and data-handling contract terms, at a fixed AUD price.
Wireframes on a video call
The student record, matter file and ledger screens, reviewed on a 30-minute video call.
Staged builds on sample data
Each stage goes onto a staging site with sample data and is reviewed with you.
Import, parallel run and handover
Your export is imported with record counts checked, both systems run side by side, staff are trained, and code, database and admin access are handed over privately.
FAQ
Questions Australians ask us
Can’t see yours? Ask Ashish directly — you’ll get a straight answer, not a sales script.
Ask Ashish directly
What is the best CRM for an education consultancy in Australia?
What is the best migration agent software in Australia?
How long must a registered migration agent keep client files?
Can an education agent give visa advice in Australia?
What is the education agent commission ban for onshore students?
How much does it cost to build a CRM for an education or migration agency?
Where is our client data hosted, and can an overseas developer work on it?
Can we reach you during Australian business hours?
Ashish Sharma · Founder
Send your team size, get a fixed AUD quote
Tell us your team size, how many are RMAs and what you use now; export column headers help but are optional, and never send client data. You get a written scope and a fixed AUD price, or an honest answer if Condat or Migration Manager suits you better.
- WhatsApp us or fill in the form
- Free scoping call
- Fixed AUD quote, no obligation
- ★ 4.9 on Google (76 reviews)
- 200+ projects since 2017
- Top Rated on Upwork
- Founder-led delivery
Keep exploring
- Service
Custom software costs in Australia
- Service
Website pricing for Australian businesses
- Service
Student app development
- Guide
Getting student enquiries from Google and Meta
- Australia
Working with an Indian development team from Australia
- Industry
Real estate agency websites and CRM
- Reviews
Client reviews
- Page
About Codingclave
Ashish Sharma
Founder, Codingclave · Updated 5 October 2026
Ashish founded Codingclave in Lucknow, India, in 2017 and still leads delivery on every project.
Sources (12)· public sources cited on this page
- Federal Register of Legislation – Migration (Migration Agents Code of Conduct) Regulations 2021
- AustLII – Code of Conduct s56: Duty to maintain client files
- AustLII – Migration Act 1958 s280
- Department of Education – National Code 2018 Standard 4 fact sheet: education agents
- Parliamentary Library – Bills Digest: Education Legislation Amendment (Integrity and Other Measures) Bill 2025
- CAQA – The commission rule most providers still don't know about (10 Mar 2026)
- OAIC – Small business and the Privacy Act
- OAIC – APP Guidelines Chapter 8: Cross-border disclosure of personal information (Oct 2025)
- Migration Manager – Pricing
- Condat Solutions – Pricing
- Clevero – Migration agents software
- ImmiDesk – Best migration agent software in Australia