CRM for immigration firms in Poland
Karta pobytu, wezwanie, documents, deadlines and payments in one place. It knows the process from day one, not after six months of setup.
The system adapts to how you already work
Every firm has its own way of working, so no order is imposed. Here are five parts of the system.
- Your own case stagesYou set them up yourself, for each type of case.
- The client fills in the questionnaire via a linkIn their own language, without an account. The data goes into the client card.
- Documents and deadlinesThe client or you upload them, the system watches the deadlines.
- PaymentsA payment plan, an online payment link and a record of what has been paid.
- The client sees the status in the portalNo more calls asking where their case stands.
What's in the system
Excel and WhatsApp, a general-purpose CRM, or a system built for immigration work
Six points that matter to an immigration firm.
| Excel + WhatsApp + foldersHow most firms work | General-purpose CRMBitrix24 and similar | LegalizeHubBuilt for immigration firms | |
|---|---|---|---|
| Case stages: karta pobytu, zezwolenie na pracę, obywatelstwo | A status column that everyone uses in their own way | You build the pipeline yourself or through an integrator | Stages for each type of case, set up to match your way of working |
| Deadlines: wezwanie, answer deadline, document expiry | You remember them or keep a calendar | You set up fields and reminders by hand | Deadlines sit in the client card, the system checks them daily and creates tasks for staff |
| Client questionnaire in the client's language | Sent back via WhatsApp or similar, retyped by hand | You build the form yourself; languages and fields for legalization are set up by hand | The client fills it in via a link in Polish, Ukrainian, Russian or English, and the data goes into the card |
| Client portal | The client asks on WhatsApp where their case stands | Not designed for this: you build it yourself or through an integrator | The client sees documents, family and case status, and uploads files |
| Time to start | Immediately, but keeping things in order depends on people | Depends on setting it up for your process, an integrator is often needed | From day one: the process is already built in, clients are moved over from Excel |
| Cost | Free, but paid for with staff time | A subscription; you set it up for your process yourself or pay an integrator | From 199 zł a month, net, first month free |
Data on other products comes from their public websites, as of November 2026.
Works from your phone
There's no separate app: it's the same CRM, and it adjusts to the phone screen. Nothing to install, you open it in the browser.
Four plans, all prices published
Prices are in zloty, net, with VAT added on the invoice. Every plan has the same features, only the limits differ.
Solo
A specialist working alone
199 zł149 zł
per month, net
149 zł/month if you pay for a year
- 1 user
- up to 50 clients
- 5 GB of storage
Start
A small firm
399 zł299 zł
per month, net
299 zł/month if you pay for a year
- up to 2 users
- up to 100 clients
- 5 GB of storage
Pro
A firm with a steady flow of clients
749 zł562 zł
per month, net
562 zł/month if you pay for a year
- up to 5 users
- up to 500 clients
- 20 GB of storage
Agency
A network or a large office
1499 zł1124 zł
per month, net
1124 zł/month if you pay for a year
- up to 15 users
- up to 2000 clients
- 100 GB of storage
Net per month · first month free · −25 % when paid yearly
The five most common questions
We already have a CRM (for example Bitrix24). Why change?
In a general-purpose CRM you build the immigration process yourself or through an integrator: case stages, wezwanie deadlines, questionnaires, a client portal. In LegalizeHub all of that is already there and adapts to the way your firm works. A detailed comparison across six points is on the home page of the site. Clients can be loaded from Excel.
How long does it take to get started?
You can start working on day one: the immigration process is already built in, and you only set the stages up for your firm. Clients are moved over from Excel with one import. The first month is free, so you can enter real clients and see how it works without any pressure.
Can we move our clients over from Excel?
Yes, you can import clients from Excel. It also works the other way: the client list with card data can be exported to Excel at any time; other data and files we hand over on request. If your spreadsheet has an unusual structure, write to us and we'll suggest how to prepare it.
We have our own way of working. Will it fit?
Yes. Stages are set up separately for each type of case: karta pobytu, zezwolenie na pracę, obywatelstwo. You define the order yourself and the system doesn't impose one.
Do we need to install anything?
No, the system runs in the browser. It works from a phone too: it's the same CRM, adjusted to the screen, and there is no separate app.
Who is behind LegalizeHub
Dmytro Sarbash
Warszawa
I'm a developer and I automate business processes. When I went to immigration firms myself, I saw how hard it is for them to keep data under control when it's spread across chats, spreadsheets, email and paper folders. That's how the idea for LegalizeHub came about.
I worked with two firms to improve the system and their processes so that managing clients and documents would be simpler. I'll show you the system using your own cases and answer questions myself.
We'll show you the system using your own cases
20 minutes online or at your office. No commitment, first month free.