Automation for public institutions
Automation for institutions running on documents and deadlines
Statutory deadlines are met because they are tracked, not remembered
An institution does not miss deadlines out of ill will. It misses them because a request landed on a desk where nobody sees it any more.
What matters here
Every request has a tracked deadline
Petitions and requests are given their statutory deadline automatically, and its approach is announced.
Documents reach the right desk
What arrives is read, classified and routed, with nobody sorting by hand each morning.
A complete audit trail
Who received it, when, what they decided and on what basis — recorded, not reconstructed at inspection.
Reporting stops being a project
The figures required periodically come from existing data, not from counting by hand at month end.
Where we start
What that looks like
The first of the flows above, step by step. The rest follow the same pattern.
1. Intake
Invoices are collected from email, WhatsApp or a shared folder.
- n8n
- Gmail API
2. Extraction
OCR plus a language model read supplier, total, VAT and line items.
- OCR
- GPT-4.1
3. Validation
Extracted data is checked against the purchase order and known suppliers.
- PostgreSQL
4. Filing
The validated invoice is written into your billing system, document number preserved.
- e-Factura
5. Exceptions
Anything that fails validation goes to a person, not into a log nobody reads.
- Slack
Results
A 70-employee catering group with two event venues
Document reading, automatic routing and deadline tracking run in production, in the private sector.
Frequently asked questions
- Have you worked with public institutions before?
- Not yet. We would rather say so plainly: our experience comes from the private sector, on the same problems — documents, deadlines, audit trails. If you need a supplier with public-sector references, that is not us today.
- Can you take part in a public tender?
- We can take part, but each procedure sets its own eligibility requirements, and some ask for certifications or references we do not yet hold. We will read the specification with you before promising anything.
- Do you hold security certifications?
- We hold no ISO 27001 or SOC 2. In public procurement these are sometimes disqualifying requirements — if they are in your case the specification will say so, and we will not pretend otherwise.
- Does the data stay inside the institution?
- It can stay entirely. The system can be hosted on your infrastructure, models that read documents included, with nothing leaving.
- Does it replace our registry or current system?
- No. It builds around it. Existing systems stay where they are with their users, and the automation covers the gaps between them.