Visa Portal is a visa-application insourcing system that lets anyone file. Fourteen procedures — RPTKA, work visa (E23), 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.”
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.
Whether you outsource to an agent or handle things yourselves, the moments that actually hurt are much the same.
Both KITAS and RPTKA have work that comes before the application: collecting documents, getting internal sign-off, entering everything into the systems. 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.
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.
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.
Register the expiry dates of a KITAS, RPTKA, passport, ITAP or visit permit, and the page shows a start-by date counted back from each. 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.
Start-by dates arrive by email, and Outlook and Google Calendar can subscribe to the feed — 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 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 we are in the room. Standard-plan emergency support includes attendance on site — not advice down a phone line, but one of our people in the same room as the officer.
Every foreign employee's permit numbers and expiry dates, in one list in one place. The spreadsheet you use today imports as CSV.
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.
Data is shared across the team, saved automatically, and looks the same from a phone. When the person in charge changes, what you hand over is an account.
For all 14 procedures, every stage from preparation to submission and collection is laid out step by step. Each step carries 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.
Twenty-two company-issued submission letters are generated from your registered company data. Export to Word (.docx) to finish in-house, or print as is. The 30 government-prescribed forms 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.
A cross-procedure document matrix, a visa-index list (14 kinds), a glossary (37 terms), an FAQ (13 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: entering your company's details and your expatriates' deadlines.
What you drop: re-researching the rules, and building forms from scratch.
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 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.
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 system 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.
Real portal screenshots on every procedure — down to which button to press next.
Rejection-prone fields, officer-by-officer variation — the tripping points are annotated, not hidden.
Our acceptance bar: a first-time person can carry one case all the way through.
Japanese, English, Indonesian — managers and operators read the same steps, each in their own language.
22 submission letters built from your registered data — ready for Word export or print.
One tap from the procedure screen — details of the step you are on attach themselves.
Start-by dates counted back, then delivered by email and to Outlook / Google Calendar — no need to open the app.
Standard includes emergency support with on-site attendance — plus the printable response pack.
Billing is annual, in advance, only. The monthly figure is the annual price divided by twelve — there is no monthly contract.
Free · 30 days
Rp 700.000/month
Rp 2.000.000/month
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 or Standard).
| Procedure | Member price (fee) | General price |
|---|
Lite is what we recommend for a company with one expatriate. With two or more, we recommend Standard.
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. Emergency response with on-site attendance, and retraining, come with Standard only.
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.
The system 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 Lite and Standard).
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 14 procedures, 22 letters, 30 forms. The difference is that everything that has to happen after “oh — the deadline” lives in one place.
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.
Our own visa team — the people who wrote these guides. The team that takes over a case is the same team.
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.