INVIMA Overhauls its Virtual Office: Instant Filing Linked to Payment Starting July 1, 2026
Starting July 2026, INVIMA's Virtual Office will issue filing numbers immediately upon payment, ending the prior-review bottleneck that added up to 15 business days to every application.
Colombia's National Food and Drug Surveillance Institute (INVIMA) has officially announced a major update to the operational workflow of its Virtual Office, taking effect on July 1, 2026. The reform streamlines the application filing process to make it faster, more transparent, and more secure for companies and individuals across every regulated sector in the country.
If your company submits regulatory applications to INVIMA, this change has a direct impact on your operations. Here is what is changing, how the new workflow operates, and what you need to know to avoid costly mistakes.
What Is the INVIMA Virtual Office?
The Virtual Office was launched during the COVID-19 pandemic as a digital replacement for in-person service and has since become the sole official channel for filing all types of regulatory procedures with INVIMA. It supports online payments, application status tracking, and end-to-end digital document management.
With daily filing volumes now reaching between 600 and 1,000 applications, modernizing the process became essential to clear backlogs and improve turnaround times for applicants.
The 3 Key Changes
1. No More "Request Intent" Step — Filing Is Now Instant
Before: Every submission entered a manual prior-review queue identified by an ID code — a legacy step inherited from the old in-person counter system. Given the volume of applications, this review alone took between 3 and 15 business days before the application received a formal filing number.
After: There is no ID code and no prior review. Once the applicant completes the form and the payment clears, the system immediately issues the official filing number. Legal deadlines begin running from that moment.
2. Payment Now Follows Document Upload — Not the Other Way Around
Before: Applicants made the payment at the beginning of the process, without linking it to a specific submission.
After: The sequence is reversed:
- Complete the full application form.
- Upload all required documents into their designated fields.
- The platform automatically redirects to the payment module.
The system locks the tariff code and the amount due — neither can be modified by the user. This safeguards payment accuracy and process integrity.
3. Hyperlinks in Submitted Documents Are Now Strictly Forbidden
Before: It was common practice for applicants to upload PDFs containing links to external cloud storage (Google Drive, Dropbox, etc.) with supporting documentation.
After: This practice is now completely banned. Every requirement has its own dedicated field on the platform, and each document must be uploaded directly and individually into the corresponding slot. This eliminates the technical vulnerabilities and security risks that external links introduced.
Step-by-Step Guide to Filing Under the New System
- Select the procedure type. The platform automatically identifies the documents and fields required under the applicable regulations for that specific procedure (e.g., artwork, certificate of free sale, formula, etc.).
- Complete the application form in full. Ensure that every data point matches exactly the documents you will attach.
- Upload each document in PDF format into its designated field. There is a per-file size limit (e.g., 10 MB for certain fields). If a file exceeds the limit, the system will block submission. A scanning resolution of 200–300 DPI is recommended.
- Click "Submit Request." The platform will automatically redirect to the payment module.
- Complete payment via PSE (Colombia's interbank electronic payment system). Once approved, the platform generates the definitive filing number and sends a confirmation email with a tracking code.
Important: Do not close the browser tab while the payment is processing. Closing it before the transaction completes may prevent the filing number from being generated.
Legal Responsibility Falls on the Applicant
By removing the prior-review step, INVIMA shifts greater accountability to the applicant. Upon using the platform, the applicant declares under oath that all information and documents submitted are truthful, complete, current, and authentic.
Submitting false, manipulated, or incomplete information constitutes a criminal offense and may result in:
- Health enforcement measures.
- Administrative sanctions.
- Referral to the appropriate law-enforcement authorities.
Furthermore, if an application is returned due to substantive errors attributable to the applicant — for example, registering a cosmetic product while claiming therapeutic properties — the payment already made cannot be applied to a different procedure or product. The applicant must file a formal refund request through INVIMA's standard process.
Most Common Errors to Avoid
- Inconsistencies between the form data and the attached documents.
- Forms missing the signature of the legal representative, authorized agent, or technical director (where required).
- Submitting sanitary registration renewals after the registration has already expired.
Frequently Asked Questions
What if I already paid before the update but never filed my application? The new platform will not accept pre-existing unlinked payments. You will need to initiate a refund and make a new payment under the updated workflow (documents first, then payment).
What happens to applications with an ID code that were already in progress? They will continue to be processed under the previous model through an INVIMA contingency plan until cleared.
Can I make the payment at a bank branch? No. All payments must be made electronically through the platform. In-person bank payments are no longer accepted.
Do I need a new account for the payment module? No. You can log in using the credentials your company already has in the "Online Procedures" module.
Recommendations for a Successful Filing
Before starting any procedure, confirm that:
- The selected tariff matches the procedure you intend to file.
- All documents are complete, current, and in PDF format.
- The supporting documentation meets the applicable regulatory requirements.
- The form data, payment details, and attached documents are fully consistent with each other.
- The form is signed by the legal representative, authorized agent, and/or technical director, as applicable.
- Renewals are submitted well in advance of the registration expiration date.
A thorough and well-prepared filing reduces rework and accelerates processing times.
Guidance and Support
INVIMA will release a step-by-step orientation guide for the new Virtual Office workflow. Applicants can also consult the Institute's official support channels and any scheduled training sessions or webinars on the platform's operation.
The Virtual Office will continue to operate during its regular hours: 7:30 a.m. to 3:30 p.m. (Colombia time).
Source: Official communication from the General Directorate of INVIMA, June 11, 2026. Signed by Francisco A. G. Rossi Buenaventura, Director General.