Visa PortalPT LIB MITRA INDONESIA

KITAS, RPTKA & work permits in Indonesia — handled in-houseIndonesian visa procedures:
“no one here has done this” is no longer a reason.

Visa Portal is an in-house visa application platform that lets anyone file. 21 procedures — RPTKA, work visa (E23/E25), KITAS, family dependants, through to repatriation — with guides built on real portal screenshots and auto-generated letters, so even a first-time person can run them in-house.

Deadlines are converted into start-by dates counted back in business days, and they come to you — by email and calendar. No expiry ever arrives “out of nowhere.”

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The interface switches between Japanese, English and Indonesian. A Japanese manager keeps the overview in Japanese, while the Indonesian staff member actually typing into the portals reads the same steps in Indonesian. One procedure manual, each person reading it in their own language.

The trouble always comes in the same three situations

Whether you outsource to an agent or handle things yourselves, the moments that actually hurt are much the same.

1

Starting on the deadline itself can already be too late

Both KITAS and RPTKA have work that comes before the application: collecting documents, getting internal sign-off, entering everything into the government portals. Even outsourcing takes time — briefing the agent, handing over materials, checking the result. Add Indonesian public holidays and cuti bersama, and there are fewer working days left than you thought. Miss the deadline and you are into a different procedure, at a different cost, from a normal renewal.

2

On the day of an inspection (sidak), nothing to hand over

Immigration officers sometimes arrive unannounced. What they ask for is not an explanation but paperwork: who is here, on which permit, until when. You cannot talk your way through it in Japanese, and phoning your agent will not put a document on the table.

3

Only one person knows how the procedures work

Passport numbers, permit numbers, what was filed where last year — it all lives in one person's PC and inbox. If you outsource, it lives inside the agent's office instead. Either way, it is not in your company's hands when you need it. A renewal falling due the month after that person leaves is not a rare story.

None of this is a question of how careful your staff are. It is a question of where the dates, forms and records live: in one person's head, or outside the company.

What we hand out is not the expiry date — it is the start-by date

Register the expiry dates of a KITAS, RPTKA or ITAP, and the page shows a start-by date counted back from each (passports and visit permits are tracked by days left). The count uses Indonesian business days and public holidays, so “we still have two months” stops being someone's gut feeling and becomes a date on screen. Overdue shows in red.

The difference from a calendar reminder is what the date is. It is not the deadline — the working days a procedure needs are already subtracted. When the notice reaches you, there is still time.

As a start-by date approaches it arrives by email, and Outlook and Google Calendar can subscribe to both the expiry and the start-by dates — so even a person who never opens the app has the deadlines come to them.

The most dangerous phrase in deadline management is “I thought we still had time.” This date exists so that judgement never rests on one person alone.

The Visa Portal deadline list: KITAS and RPTKA expiries with their start-by dates
The deadline list, as it looks in the product: not the expiry date but the start-by date, counted back through business days.

One sheet you can lay on the desk, without a word, on inspection day

The inspection pack is a printable sheet with Indonesian first and Japanese alongside. For every foreign employee it lists the permit type, number and expiry — formatted to hand straight to the officer.

This is not something you produce on the spot. It is something you keep ready. With it, an inspection is a day you respond. Without it, it is a day you search.

And you reach us directly. Standard includes the emergency hotline and consultation during an inspection; attendance on site is quoted separately — so it need not end with advice down a phone line: when it matters, one of our people is in the same room as the officer.

Print preview of the inspection pack: personal data and permit status tabled in Indonesian and English
The inspection pack, as it prints: one compact A4 pack per person, Indonesian first with your language beside it.

Keep the register in a platform, not in a person

Every foreign employee's permit numbers and expiry dates, in one list in one place. The spreadsheet you use today imports as CSV, and you see which fields will change before it does. Add an e-ITAS or an RPTKA, or read a passport image, and the expiry goes into the roster and the deadline list (the passport image is not saved).

Per case: status, filing date, receipt number, actual costs, and notes shared inside the company. Costs roll up by year, procedure and person, and export to CSV. Cases closed more than a year ago are archived automatically and stay available to view.

Data is shared across the team, saved automatically, and looks the same from a phone. When several people edit at the same time, each person's changes are kept. When the person in charge changes, you simply add an account for the successor. Completed cases are recorded as each person's work history, which prints on A4 or exports to CSV.

The roster screen listing two expatriates with permit numbers, expiries, days remaining, documents and cases
The roster, as it looks in the product: one row per person — permit numbers, expiries, documents and the case in progress.

Why doing it in-house is realistic

For all 21 procedures, every stage from preparation to submission and collection is laid out step by step. Key steps carry a screenshot of the actual portal screen, so there is no guessing which button comes next. Each procedure links to its required-documents list and forms. Your staff only need to know your company's own facts — not to relearn the system. It is built for a person with no visa experience at all — our internal acceptance bar is that a first-timer can carry their first case all the way through.

The 21 procedures included

Letters and forms

30 submission letters are generated from your registered company data. Export to Word (.docx) to finish in-house, or print as is. The 39 government forms and submission templates are there to download too.

No more drafting from a blank page — and no more hunting for last year's letter to change the date.

Research starts in-house too

A cross-procedure document matrix, a visa-index list (14 kinds), a glossary (40 terms), an FAQ (15 items), an immigration-office directory, and search across all of it.

“Which procedure does this case even fall under?” — answered in-house, from the very first question.

What you take on, and what you drop

What you take on: entering your company's details and your expatriates' deadlines.

What you drop: re-researching the rules, and building forms from scratch.

A guide step showing the TKA Online menu with the item to click circled in red
A guide step, as it looks in the product: the government portal's own screen, with the button to press circled in red.

These are the procedures we actually use ourselves

PT LIB MITRA INDONESIA is a consultancy that files applications for clients today. Visa Portal's guides are the procedures we use internally for that work, edited so clients can read them — not commentary written for this product.

The fields that trigger rejections, the documents individual officers treat differently, the hours the government systems tend to go down — the “tripping points” an agent would normally keep as trade secrets are written into the relevant steps as notes. Not because sharing them costs us an edge, but because hiding them costs you weeks in a rejection.

When the rules change, our own practice changes first, and the guides are updated to match. Every guide shows its last-verified date, so you know how current what you are reading is.

The team answering on WhatsApp and the team taking over a case are the same team.

We are not saying do everything yourselves

If a case reaches a judgement you cannot make, hand that case to us as it stands. A progress summary travels with it, so nobody re-explains the history from the beginning.

Run the routine procedures in-house; hand over only what needs judgement. That is a workable way to operate.

What this platform provides is procedures, forms and deadline management. The applicant of record is your company, and the scope of responsibility is written into the contract — please read at least that part before signing.

Eight reasons companies choose Visa Portal

Guides you cannot get lost in

Real portal screenshots — down to which button to press next.

The agent's know-how, fully disclosed

Rejection-prone fields, officer-by-officer variation — the tripping points are annotated, not hidden.

No experience needed to file

Our acceptance bar: a first-time person can carry one case all the way through.

Three languages

Japanese, English, Indonesian — managers and operators read the same steps, each in their own language.

Letters generated automatically

30 submission letters built from your registered data — ready for Word export or print.

WhatsApp support in business hours

One tap from the procedure screen — the name of the procedure you are on attaches itself.

Deadlines come to you

Start-by dates counted back, then delivered by email and to Outlook / Google Calendar — no need to open the app.

Inspections covered too

Standard includes the emergency hotline and consultation during an inspection (on-site attendance quoted separately) — plus the printable response pack.

Pricing

Billing is annual, in advance, only. The monthly figure is the annual price divided by twelve — there is no monthly contract.

Trial

Trying the product out

Free · 30 days

 
  • One case, up to three WhatsApp consultations
  • No emergency support or email support
  • Member pricing on the spot menu does not apply

Lite

A company with one expatriate

Rp 700.000/month

Rp 8.400.000/year (paid in advance)
  • Every platform feature: deadlines, guides, forms, cost roll-ups
  • Unlimited cases
  • Unlimited WhatsApp consultations
  • Spot menu at member pricing
  • Does not include the emergency hotline and consultation, email support, HR training, or advice on related filings
  • On-site emergency attendance (e.g. at an inspection) can be requested, at the standard rate

Standard

A company with two to ten expatriates

Rp 2.000.000/month

Rp 24.000.000/year (paid in advance)
  • Everything in Lite, plus —
  • Emergency hotline and consultation at an inspection (sidak) — attendance on site quoted separately
  • Email support
  • HR training at onboarding, and retraining when the person in charge changes
  • Roster of up to ten expatriates (eleven or more: Enterprise)
  • Advice on related filings (WLKP, Akta, SK and more) is included in Enterprise
  • If a lawyer is needed, quoted separately at member pricing

Enterprise

A company with eleven or more expatriates

Rp 200.000/person/month

11+ expatriates · Rp 2.400.000/person/year (paid in advance)
  • Everything in Standard, plus —
  • No ceiling on the expatriate roster
  • Advice on related filings — WLKP, Akta, SK and more
  • Online screen-sharing support — no limit on sessions
  • Priced per expatriate on the roster, per month

Plan fees are quoted before PPN (Indonesian VAT).

Spot menu (per-request outsourcing)

Outsourcing a procedure itself is billed per request, separately from the subscription. Member prices are the fees that apply to companies on a paid plan (Lite, Standard or Enterprise).

ProcedureMember price (fee)General price

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Which one to choose

Lite is what we recommend for a company with one expatriate. With two to ten, we recommend Standard; with eleven or more, Enterprise (Rp 200.000 per expatriate per month).

One expatriate means one track of procedures. Two means two, three means three — the deadlines to watch and the renewals to run multiply with them. With two expatriates, Standard works out to Rp 1.000.000 per person per month.

Even with one expatriate, consider Standard if you would rather not have a single employee face an inspection alone, or if a handover is on the horizon. The emergency hotline and consultation, and retraining, come with Standard and Enterprise; attendance on site is quoted separately.

Frequently asked questions

Where are our expatriates' passport and permit numbers stored?

Your data is stored on a dedicated server in Jakarta, Indonesia (Hostinger, Ubuntu Linux), and under the standard configuration it does not leave Indonesia.

Each company's data is segregated by company ID. Only users of the accounts your company has issued can see it.

When the expiry and other details are read from a passport image, the image is read on your own device and used only to fill in the expiry, passport number and date of birth. The image itself is not saved and is not sent to the server.

LIB support staff access your data only when you ask us for operational support. Sign-ins and every change to your data are recorded in an audit log, which we provide on request. Two-factor sign-in with an authenticator app is available as an option.

On cancellation you can export your records — the worker roster, cases, deadlines, letters and the company profile — as JSON from the settings screen at any time; uploaded document scans are downloaded from the record they belong to. Your live data is then deleted on request.

What happens if a procedure is not finished within the 30-day trial?

Many Indonesian procedures do not finish inside 30 days. The trial is meant for registering deadlines, checking start-by dates, and drafting your first steps and letters.

After day 30, the account switches to read-only. Your cases, roster, deadlines and cost records stay exactly as entered — viewing, printing and exporting keep working. Only creating and saving new data stops.

Data is kept for one year after the trial ends. Subscribe within that time and everything carries over — you resume where you left off, with nothing to re-enter.

If our staff member files something incorrectly, who is responsible?

The platform provides procedures, forms and deadline management; the applicant of record is your company. The scope of responsibility is written into the contract — please review it before signing. If a case reaches a difficult judgement, hand it to us and we take it from there as your agent (member pricing on any paid plan).

Isn't Excel plus Outlook enough?

For listing expiry dates, it is. What this product produces is not the expiry date but the start-by date, counted back through business days and public holidays. And next to that date, on the same screen: the steps for 21 procedures, 30 letters, 39 forms. The difference is that everything that has to happen after “oh — the deadline” lives in one place.

Can staff who don't read Japanese use it?

The interface switches between Japanese, English and Indonesian. The Japanese manager reads in Japanese; the Indonesian staff member entering data into the portals reads the same step of the same procedure in Indonesian.

Who answers on WhatsApp?

Our own visa team — the people who wrote these guides. The team that takes over a case is the same team.

Start by building your deadline list

Free for 30 days: one case and up to three WhatsApp consultations.

Day one is nothing more than entering your current expatriates' passport and KITAS expiry dates. That alone produces the dates you next need to act on.

If it is not for you, simply stop there. Nothing is charged during the 30 days.

Either the email address or the WhatsApp number is enough. Email must be on your company's domain (free providers such as Gmail are not accepted). What you send here is used only to contact you about issuing the account.

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