Xpact GOV
Automated Application Processing Using AI for Local Government
Local governments process large volumes of applications and supporting documents every day—ranging from grant applications and building permits to housing assistance applications. Manually verifying the completeness and accuracy of these documents is particularly time-consuming and ties up significant staff resources.
Challenges in Processing Applications at the Local Level
Processing municipal applications and supporting documents often requires extensive manual review. Different types of documents, missing information, or incomplete files make it difficult to process them quickly and systematically. At the same time, incoming applications must be reviewed for content, assigned to the appropriate departments, and approval processes coordinated. This results in high processing costs, delayed workflows, and an increased need for coordination within the administration.
Significant manual effort required for screening and verification
Incomplete applications and supporting documents
Manual validity check
Delays in approval and processing procedures
Lack of transparency in ongoing processes
Xpact Gov: An efficient solution for automated application processing
Xpact Gov enables automated application processing for local government: from data entry and classification to data extraction. An integrated completeness and accuracy check identifies incorrect or incomplete applications at an early stage, while complete applications are processed seamlessly. The case worker also receives a list of well-founded recommendations and justifications, but continues to make the final decision independently.
How automated processing of applications (e.g., grant applications) works
1. Inbox
Xpact Gov automatically monitors the inbox. Incoming grant applications and related documents are recorded and routed to the subsequent processing workflow within the platform.
2. Classification
Xpact Gov automatically filters grant applications from the inbox and classifies the incoming documents
3. Review of Applications and Supporting Documents
Applications and the accompanying supporting documents are automatically checked for completeness and plausibility. This process may take into account, for example, nonprofit status, instructor licenses, license holder declarations, or lists of instructors.
4. Waiting for approval & transfer
Complete and valid documents remain on the EVY XPACT platform until they are approved or—depending on the defined workflow—are transferred directly to existing ERP systems, document management systems (DMS), or specialized applications. Approval may optionally be performed by the responsible staff members.
5. Revision of incomplete or implausible documents
If documents are identified as incomplete or implausible during the approval process on the EVY XPACT platform, a defined revision process is automatically initiated.
Revision of Case 1
Documents requiring review can be viewed and edited directly on the platform. Optionally, the relevant personnel can also be notified via email.
Revision of Case 2
The sender automatically receives an email listing the missing, incomplete, or implausible information, so that the documents can be supplemented or corrected as needed.
Maximum security for your documents
Datenschutz und Sicherheit haben bei der Verarbeitung kommunaler Anträge höchste Priorität:
100% GDPR compliant
We ensure that your data is protected, treated confidentially and processed in accordance with the strictest EU standards.
SOC 1 Type 2 certified
Maximum process reliability through verified access controls, low risk of data loss or security breaches.
AI „Made in Germany“
Our software is developed in-house: your data remains in Germany and is not passed on to third parties.
The benefits of automated application processing
Automated processing of grant applications and supporting documentation reduces manual effort and speeds up approval and processing workflows. Incoming documents are processed in a structured manner, automatically verified, and assigned to the appropriate workflows.
- Faster processing of incoming applications
- Streamlining the review, verification, and assignment process
- Automatic completeness and validity checks
- Reducing errors and follow-up questions
- Structured approval and processing workflows
Learn more about automated processing of grant applications with Xpact Gov and download our product information now:
FAQ – Frequently Asked Questions About Automated Application Processing
How does automated application processing work in local governments?
Incoming applications and supporting documents are automatically recorded, classified, and reviewed for content. Our Xpact Gov solution assists with completeness and plausibility checks, as well as with the structured forwarding of documents to existing approval processes and specialized procedures.
Can the application processing system be integrated into existing business systems?
Yes, the processed data and documents can be integrated directly into existing line-of-business applications, document management systems (DMS), or enterprise resource planning (ERP) systems—such as SAP, municipal platforms like VOIS, or other existing systems.
Is the processing of applications GDPR-compliant and secure?
Yes, all data processing is fully GDPR-compliant. Xpact Gov uses its own in-house AI (“Made in Germany”) and meets strict requirements for data protection, security, and controlled data processing.
How is integration into existing specialist systems carried out?
The processed data and documents are seamlessly integrated into existing specialized systems—such as municipal solutions like VOIS, systems for managing foreign nationals, or connected systems like SAP. This ensures that all information is directly available within the respective system and can be further processed without additional manual effort.
Is the processing of foreign national records using Xpact Gov compliant with data protection regulations and secure?
Yes, all data processing is fully GDPR-compliant. Evy Solutions’ solutions are SOC 1 Type 2 certified, and we use AI developed in-house (“Made in Germany”), which does not involve the transfer of any data to third parties.
How can local governments efficiently digitize application processes despite a shortage of skilled workers?
Automated processing of applications and supporting documents can significantly reduce manual review and approval processes. Xpact Gov helps local governments shorten processing times, lighten the workload on staff, and systematically digitize existing administrative processes.
How can completeness and plausibility checks be automated?
Xpact Gov automatically checks incoming applications and supporting documents for completeness and plausibility. Missing or incorrect information is identified early on, thereby reducing the need for follow-up inquiries, manual reviews, and delays in the subsequent processing.
Why should local governments automate their application processes?
Die manuelle Bearbeitung von Anträgen verursacht hohen Verwaltungsaufwand und führt häufig zu Verzögerungen in Prüf- und Freigabeprozessen. Durch die automatisierte Verarbeitung können Anträge schneller geprüft, vollständig erfasst und strukturiert weiterverarbeitet werden. Gleichzeitig werden Sachbearbeitende entlastet und Bearbeitungszeiten reduziert.
Do you have any questions?
We’re happy to help. Please contact us!