Use Case · Public Sector
Application Processing
& Decision Notices
Citizen applications automatically captured, formally checked, casework prepared and decision notices generated. In days rather than months, audit-proof from day one.
Why Application Processing Is a Lever
70% of the work is data handling, not professional judgement
A local authority processes 5,000-50,000 applications per year. Housing benefit, child benefit, planning applications, business registrations, residence permits, social services.
Every application follows the same basic process: receipt, completeness check, allocation, casework, decision notice, delivery, archiving.
In practice, a citizen submits an application. A caseworker checks whether all documents are complete. In 40-60% of cases, something is missing. Then: a request for further information, waiting, re-checking. This loop alone costs 2-4 weeks per application.
The result: processing times of 4-12 weeks for standard applications. Citizens wait, phone up, complain. Caseworkers are overloaded. Yet the greater part of the work is not the professional decision but the data handling around it: reading forms, entering data, checking completeness, writing requests for further information, formatting decision notices. These are the 70% that an AI agent can take on.
How the Process Changes
Before / After
Processing time for standard applications (e.g. housing benefit)
The Solution in Detail
How We Automate Application Processing
01
Application Capture & Classification
The AI agent captures incoming applications from all channels: scanned post, email, online portal. Automatically recognises the application type (housing benefit, child benefit, planning application etc.) and creates the case in the line-of-business system or electronic file.
ABBYY Document Intelligence for OCR and form recognition. Custom models for authority-specific forms. Integration with line-of-business systems.
02
Automatic Completeness Check
Within seconds, the AI agent checks whether all required documents are present. Missing items are identified immediately and a request for further information is generated automatically, with a specific list and deadline.
Rule-based checking against checklist per application type. Document recognition (ID? Proof of income? Signature?). Automatic generation of further information request with deadline calculation.
03
Data Extraction & System Integration
From the complete application, the AI agent extracts all relevant data and transfers it to the line-of-business system, pre-populated, structured and ready for professional review.
04
Decision Notice Generation & Delivery
After the professional decision, the AI agent generates the decision notice automatically, with the correct data, the correct legal basis and current standard text. Digital delivery and audit-proof archiving.
Template-based decision notice generation. Legal basis assignment per application type. Integration with electronic case file. Digital delivery via citizen portal.
Results
What Application Processing Automation Typically Delivers
60%
processing
95%
in decision notices
−40%
information loops
Digital
from application to notice
Application processing is often the first automation step in public administration, because it has the greatest visible impact: for citizens (faster decisions) and for staff (less data handling).
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Ready?
How many applications does your authority process per year?
Let us look in 30 minutes at which application types offer the greatest lever, and how quickly citizens could receive their decision notice.
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