Understand documents. Apply knowledge. Identify required action.
Automate your inbox instead of sorting it manually.
Your municipal, state or federal authority receives applications, change notifications, supporting documents, objections, emails and supplementary documents every day via portals, specialist procedures, mailboxes and paper.
Before your caseworkers can assess a case professionally, they must open documents, look for file references, assign documents to the existing case, compare new and previous information, and identify which information or supporting documents are still missing. This effort is particularly frequent for change applications.
Buildsimple handles these recurring steps. The platform understands your administrative documents, compares their content with your approved specialist knowledge, your specialist procedures and case data, and prepares the next logical step.
This enables your caseworkers to identify earlier what has changed, what needs to be checked and what should happen next.
From inbox to automated specialist procedure
CHALLENGE
The processing of your cases begins long before the professional decision
Before your caseworkers can assess an application or change, all incoming information must be correctly assigned to the existing case and the associated file.
A piece of information may reach you via an online portal, your specialist procedure, as an email with several attachments, as a scanned form or as an informal letter. Particularly in the case of change applications, it may concern changed master data, bank details, income or family circumstances, deadlines or project data. Further supporting documents are submitted later or through other channels. Relevant information is contained in the message text, attachments, your electronic file, your specialist procedure or approved work instructions.
You need to turn this into a structured administrative case prepared for review. This work is necessary. However, it ties up precisely those specialists whose knowledge you need for exceptions, discretionary matters and communication with citizens and businesses.
RISK
As your inbox grows, manual work should not grow with it
If the number of your applications, change notifications, subsequent submissions and queries increases, the workload of your caseworkers rises immediately without automation. The inbox grows, and with it queries, processing delays and inconsistent processing statuses – while ongoing digitalisation programmes such as OZG 2.0, register modernisation and the once-only principle create additional integration pressure that a purely manual process can hardly withstand.
BUILDSIMPLE
A process that categorises information before you take action
An OCR solution can read the text in your documents. A language model can understand, assess and summarise content. A workflow can identify and route business transactions. An agent can use approved systems and execute defined actions.
This allows you to identify changes, missing information and inconsistent information earlier in the process. You can respond more specifically, reduce processing delays and accelerate processing.
Your specialist department determines when Buildsimple suggests an action, when the platform prepares an action and which clearly defined follow-up actions may be triggered within your approved rules.
Buildsimple compiles relevant information and discrepancies. The platform does not make independent administrative decisions. Your professional and legal responsibility, as well as your defined approvals, remain in place.
Buildsimple connects for you:
incoming applications, change notifications, documents and emails
your specialist procedures and your approved administrative knowledge, for example service descriptions, work instructions, process specifications and checklists
existing application, master, file and case data
your professional review, approval, responsibility and escalation rules
configurable confidence thresholds and targeted reviews by your caseworkers
your existing specialist procedure, electronic file, DMS, portal and workflow systems
the logical next steps for your caseworkers
Your data remains within your security context
By default, Buildsimple is operated in German data centres in Frankfurt and Brandenburg. Your documents are subject to German and European law. With Buildsimple Edge, processing can be moved entirely to your own data centre or network, so that documents never leave your security context. Compute-intensive tasks such as model training, as well as the maintenance and approval of processing pipelines, remain centrally managed by Buildsimple.
The future processing of your incoming documents
Automatically capture and assign applications and change notifications
Buildsimple captures applications and change notifications across all incoming channels and your specialist procedures. It classifies documents, reads file references and case numbers, and extracts the information your caseworkers need for further processing.
The process compares new information with the existing case and brings together documents, supporting documents and correspondence into a professional case. In the event of uncertain or inconsistent results, the case is specifically submitted to a caseworker for review.
Apply administrative knowledge and specialist procedures
With Buildsimple, you can compare cases with your approved specialist, procedural and case knowledge, as well as with the data from your specialist procedures.
Specialist and service knowledge
Service descriptions, specialist information and checklists help to identify and forward relevant requirements more quickly.
Process and procedural knowledge
Work instructions, process specifications, responsibilities and approved review and escalation rules show how the case should be processed further.
Case and records knowledge
The original application, master data from your specialist procedure, previous decisions, correspondence and documents already available provide the necessary context.
Traceable classification
Your caseworkers can see which information was compared, what has changed and which parts of the documents an outcome is based on.
Legal and professional responsibility for the decision remains unchanged with you.
How can your incoming mail reach the right specialist procedure faster?
Applications, supporting documents, change notifications, objections and emails must be assigned to a case, checked for completeness and passed on to the responsible department.
In a demo, we map one of your processes from receipt through to structured handover to specialist procedures or the electronic file. You will see which steps can be prepared automatically and where administrative review and approval remain in place.
FREQUENTLY ASKED QUESTIONS
FAQ
How does a full inbox become a processable case?
Applications, supporting documents, change notifications, objections and emails must be identified, assigned and prepared for the responsible specialist procedure. Here, we answer questions about how Buildsimple structures incoming documents, makes missing information visible and supports caseworkers in further review.
Intelligent document processing, also known as Intelligent Document Processing or IDP, combines document recognition, artificial intelligence, domain-specific rules, administrative knowledge and process automation.
You can process your entire incoming document flow. This includes structured, semi-structured and unstructured documents such as applications, amendment applications, supporting documents, certificates, objections, complaints, emails, forms, attachments and exports from your specialist systems, for example in the context of building permits, BAföG, child benefit or registration procedures.
OCR converts characters on your documents into text. Buildsimple goes beyond this: the platform identifies document types, extracts domain-relevant information, takes layouts and contexts into account, compares results with approved knowledge and transfers them into a manageable case.
Buildsimple can identify changed information, assign it to the existing case and compare new information with data already available. Based on your approved specifications, the platform can identify missing expected information or documents and prepare the next processing step. Uncertain or contradictory results are specifically submitted to a caseworker for review.
Yes. Buildsimple was developed for integration with existing specialist systems, for example in registration services, vehicle registration, building permit procedures or social benefits, and can also be integrated with your electronic case file, DMS, portals and workflow systems. Integration takes place via secure REST APIs or established interface standards such as FIT-Connect and is tailored to your architecture and the required handover points.
Buildsimple helps you consolidate information from different channels and specialist systems so that citizens and businesses do not have to submit it again, in line with the once-only principle. The platform complements ongoing digitalisation initiatives under OZG 2.0 and EfA services with the structured processing of incoming documents.
Depending on technical and domain-specific approval, you can integrate, for example, service descriptions, work instructions, process specifications, review catalogues, as well as existing application, file and case data.
Yes. Your department can configure document types, relevant information, rules, checks, confidence thresholds and exception handling in the platform. Your IT department remains involved in integrations and technical governance.
Buildsimple evaluates your results using confidence scores. If a result falls below the threshold defined by your department or the platform identifies a contradiction, the case is specifically submitted to a caseworker for review.
Buildsimple can prepare or trigger defined follow-up actions within your approved rules. Your department determines which actions are only suggested, which are prepared and which clearly defined steps may be performed automatically.
Buildsimple can link answers, summaries and recommendations to sources and references in your underlying documents. This enables your caseworkers to see what an outcome is based on.
No. You can add further document types and administrative services on the same platform and within your existing pipelines. The effort required depends on document variance, domain-specific rules and the desired level of automation.
By default, Buildsimple is operated in German data centres in Frankfurt and Brandenburg. With Buildsimple Edge, you can also move processing entirely to your own data centre or network, so that documents never leave your security environment. Buildsimple has extensive certifications and is used especially in regulated industries.
Buildsimple can identify sensitive information in your documents and anonymise it for defined processes. You determine which data may be processed, masked or passed on in accordance with your domain-specific, data protection and technical requirements.