Business Setup & PRO Services app
Run company formation, visa, licence and renewal cases for your PRO office, right beside your WhatsApp chats.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- Business setup consultants
- PRO and government-relations offices
- Visa and residency service providers
- Mainland, free zone and offshore formation agents
- Corporate services firms handling licence renewals
- Modules
- 11
- Automations
- 22
- One-click actions
- 27
- Reports
- 9
- WhatsApp templates
- 17
Sound familiar?
The everyday problems the Business Setup & PRO Services app takes off your plate.
Chasing documents one by one
Every service needs a different set of papers. Staff ask for them on WhatsApp, lose track of what arrived and send the same request twice.
Cases stall without anyone noticing
A government step is submitted and then forgotten. Nobody sees that a case is past its target date until the client calls.
Renewals slip through
Trade licences, residence visas and IDs expire on different dates. Missed renewals mean penalties for the client and lost work for you.
How it works
From the first message to a finished job, step by step.
- 1
Enquiry
Add the client from the WhatsApp conversation and open a case for a service, such as a trade licence or a residence visa. The client is assigned to an owner automatically.
- 2
Proposal
Send the service proposal as a PDF on WhatsApp. The case copies that service's document checklist and government steps, with a target date.
- 3
Collect documents
Request the documents in one message. Reminders list only what is still missing, and the team lead is alerted if papers are still outstanding after the last reminder.
- 4
Government steps
Record each submission with its reference and due date. The owner is alerted when a step is overdue, and the client gets a status update when the case moves stage.
- 5
Invoice and renew
When the case is approved, a draft tax invoice is created for review. Record part payments, send receipts, and track the permits you obtained for renewal reminders at 60, 30 and 7 days.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Clients
Companies and individuals, with phone, preferred language (English or Arabic) and VIP status. Each client is linked to a CRM contact by phone.
Cases
One record per service, from Enquiry through Proposal, Documents, Submitted and In process to Approved and Completed, with a stepper, a board and a calendar.
Services
Your service catalogue, each with its own document and step templates. Nine sample services are included.
Document checklist
The papers each case needs, copied from the service. Tick items off as received, mark them not needed or reject them.
Government steps
Each submission with its reference, due date and status, and an alert when it runs late.
Permits
Trade licences, residence visas, Emirates IDs, iqamas, establishment and labour cards, with expiry dates and renewal status.
Invoices and payments
Tax invoices with line items and VAT on professional fees, part payments, bounced cheques and receipts.
Runs itself
Automations that are switched on when you install the app.
- Each new case copies its service's document checklist and government steps
- Document reminders on set days, listing only the missing documents and stopping once all are in
- Team lead and owner alerted when documents are still missing after the third reminder
- Owner and team lead alerted when an open case passes its target date
- Owner alerted when a submitted government step passes its due date
- Client told on WhatsApp when the case changes stage and when it is completed
- A draft invoice is created for review when a case is approved
- Payment reminders 3 and 7 days after the invoice is issued, while unpaid; unpaid invoices past their due date are marked Overdue
- Renewal reminders 60, 30 and 7 days before a permit expires, stopping once renewed or declined
- Feedback request the day after a case is completed, with a review request for happy clients and an alert for unhappy ones
From the chat
What your team does without leaving the conversation.
- Add the client and open a case for a service
- Send the proposal PDF and request documents
- Tick off received documents or reject one with a reason
- Send a status update or the checklist PDF
- Issue an invoice, request payment or create a Stripe payment link
- Add a permit and open its renewal case
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Service proposal
- Document checklist
- Case summary
- Tax invoice
- Payment receipt
For owners and managers, with a ready dashboard.
- Cases by service and stage
- Completion time by service
- Renewals due (revenue pipeline)
- Outstanding by client
- Workload by owner
- Most-chased documents
- VAT collected by month
- Margin by service
- Business Setup overview dashboard
Everyone sees only what their job needs.
- Business Setup ManagerEvery client, case, permit and invoice, plus the service catalogue, VAT, margins and settings. The only role that can void invoices.
- Business Setup Team LeadThe team's clients, cases, permits and invoices. Reassigns cases, records bounced cheques and receives escalations.
- Business Setup StaffTheir own clients and cases, with the checklist, government steps, permits, invoices and payments. No margins, government fees paid, VAT edits or deletes.
Questions
Common questions about the Business Setup & PRO Services app.
Do I need WhatsApp to use the Business Setup & PRO Services app?
No. The app works in Scratchboard on its own. Connect a WhatsApp number through the Libromi Team Inbox to work from the chat sidebar and send proposals, document requests and renewal reminders automatically.
How are WhatsApp messages sent outside the 24-hour window?
The app comes with 17 WhatsApp message templates. They are submitted for Meta approval when your workspace is linked to the Team Inbox. Until a template is approved, the case owner is asked to send that message by hand.
Can I message clients in Arabic?
Yes. Each client has a preferred language, English or Arabic, and customer messages follow it. Arabic names can also be shown on documents.
How is VAT calculated on invoices?
VAT is applied to your professional fees only. If the workspace tax settings are switched on, the app uses them; otherwise it uses the VAT rate set in the app.
Can my staff see our margins?
No. Staff do not see margins or the government fees paid. These are visible to the Business Setup Manager.
Can I change the services, documents or messages?
Yes. Everything the app installs can be edited with the visual builders or by asking the AI Builder, for example to add a new service with its own document list or change when reminders go out.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Business Setup & PRO Services app?
Start a 7-day free trial and install the Business Setup & PRO Services app, or book a demo and we'll walk you through it.