Spreadsheet or database tracker
Watch for: No permit steps, deadlines that stay put, passports in email, no client view.
Fits best: The first few cases, while you learn your own process.
Buyer's guide 2026
The best case management software for relocation and immigration agencies.
For an independent relocation and immigration agency in Sweden or elsewhere in Europe, the best case management software does six things: it follows each country's own permit steps, moves deadlines when a start date moves, collects and checks documents through a portal, gives client companies and employees their own login, covers the move as well as the permit, and is sold as software only, so the vendor never competes with you for clients. General CRMs and legal practice tools need every Swedish workflow built by hand; many global mobility platforms also sell immigration services to employers; US-focused tools rarely cover European authorities. Settio, our own product, is built for exactly these six; the questions below work for any vendor.
Seven setups
What agencies use for case management, compared.
By category, with what to watch for. No setup is wrong; each fits a different agency.
General CRM set up for cases
Watch for: Every Swedish permit route, checklist and reminder is yours to build and keep current; document checks and an employee portal are add-ons.
Fits best: Agencies whose work is mostly sales and follow-up, with few permits.
Enterprise CRM platform
Watch for: Months of configuration and a partner to run it; licences per user.
Fits best: Large agencies with an in-house systems team.
Legal practice software
Watch for: Strong on matters, time and billing; no country permit plans, relocation or employee portal.
Fits best: Law firms billing by the hour.
Global mobility platform that also sells services
Watch for: Many also sell immigration and relocation services to employers. Ask whether an independent agency gets the software alone, with every feature.
Fits best: Large employers buying a managed programme.
US-focused immigration software
Watch for: Deep on US forms and filings; little or nothing for the Swedish Migration Agency or other European authorities.
Fits best: Agencies filing in the United States.
Settio (our product)
Watch for: Built for agencies and HR teams in Europe and the Gulf; not for US filings.
Fits best: Independent agencies in Sweden and Europe: permit and relocation plans per country, document checks, client and employee portals, monitoring, priced per case, software only.
Ten questions
Ask every vendor before you sign.
The answers sort a shortlist in one call.
01Do you sell immigration services yourselves?
If yes, you may be competing with your own vendor for clients. Ask for it in writing.
02Is every feature open to an independent agency?
Some features may be kept for the vendor's own service teams or for employer contracts.
03Which countries have real plans?
Ask to see Sweden's steps, sources and the date they were last checked, not a generic checklist.
04Do deadlines move with the start date?
A plan should recount its due dates when the start date or a decision changes.
05How do documents arrive and get checked?
Through a portal on the employee's phone, compared across documents, or by email?
06Can my clients and their employees log in?
Under my agency, free for them, in their own language?
07Does it cover the move?
Housing, population registration and the personal number, ID, bank, schools and family members.
08How is it priced?
Per user, per case or per employee? Per case follows how an agency bills.
09Where is the data, and what do you sign?
EU hosting, a data processing agreement, a subprocessor list, retention and deletion.
10How do my cases get in, and out?
Import of existing cases and permit holders, and export of everything if you leave.
By business model
What to prioritise for your kind of agency.
Companies hiring from abroad
Employer-led permits, client HR logins, union statements, salary monitoring after the permit, milestone invoices per client.
Relocation and settling in
Housing search and viewings, registration, schools, family members and the first weeks in the same plan as the permit.
Families joining a permit holder
Family members inside the same case, with their own documents and steps, and no extra charge per family member.
A small team on a budget
No monthly fee to start, unlimited consultants and pricing per case, so a quiet month costs less.
Countries
Check the countries you will really work in.
Sweden
Settio is live and used by customers in Sweden: work permits, EU Blue Card, ICT permits, family members, arrival, the first weeks and salary monitoring against the Migration Agency's dated levels.
The rest of Europe and the Gulf
Settio has full country plans for Germany, France, the Netherlands, Denmark, Portugal, Spain, Belgium, Norway and the United Arab Emirates, and starter plans for the rest of the EU, the EEA, Switzerland and the Gulf.
Another country?
Working with a country that isn't listed? Tell us: we're happy to help and to coordinate it with you.
How we wrote this guide
Our product is in it, and we say so.
- Settio is our product, and it is listed as one of the setups
- Other setups are described by category, never by company, so the guide stays true as products change
- Every Settio fact links to a page you can check, with prices on the pricing page
- The ten questions work for any vendor, including us
FAQ
Questions, answered.
What is the best case management software for a relocation and immigration agency in Sweden?
Software that follows the Swedish Migration Agency's steps, collects and checks documents through a portal, gives clients and employees a login, covers the move as well as the permit, and is sold as software only. Settio, our product, is built for this; use the ten questions on this page to compare it with any other vendor.
Is a CRM enough for an immigration agency?
For sales and client records, yes. For permits, you would build and maintain every country's steps, deadlines, document checks and portals yourself, which is why agencies usually add case management software.
What is global mobility software?
Software that manages people moving between countries for work: permits, relocation, deadlines and documents. Some global mobility platforms are built for employers and also sell their own immigration services; others, like Settio, are software only and built for agencies too.
How much does case management software for an agency cost?
It depends on the pricing model: per user, per employee or per case. Settio charges per case you open, with no monthly fee on Pay as you go, unlimited consultants and the first real case free.
Is Settio software only?
Yes. Settio never sells immigration or relocation services to employers or employees, so it never competes with the agencies that use it.
Keep reading
- Starting an immigration agency: the software you need
- Immigration and relocation agency software
- Plans and pricing
- Questions, answered
Informational only. This guide is not legal advice. Always verify requirements with official government sources before acting. Facts checked 11 October 2026. About this information