Automating document collection for financing applications

A file in the case does not close a request for a document

A client sent an attachment for a financing application. The employee opens it and sees a document for a different period from the one requested, and the second required document is still missing. The system shows „documents sent” on the application, so a colleague taking over the case would treat it as complete.

The list the company has set defines the type of each document and the expected period. The automation checks every file against that list: is it the right type, and does it cover the right period? With both gaps, it prepares one message: a request for the right period of the first document and for the second document. The client gets one question in place of two a few days apart. An illegible document or an unrecognised type goes to the employee.

The person taking over the application sees what has already been requested and what the client sent, with no need to rebuild the conversation from a folder of files. Our client document intake shows the mechanism of collecting documents against a list with gaps.

What automated application completeness checks cost and when they pay back

The count covers the work around each case: searching, reading, writing and handing over. What remains is the time to check the result, 30% of today's work in the scenario. Before the quote we measure both times on 20 to 100 cases the team has already handled, in a free test that takes 5 working days.

First check what your current portal can do

If the client sends materials through a portal, separate places for each document with a description of the expected period will cut later clarifications. Microsoft Forms lets you require a file upload and set the allowed file types. Rules are enough to check that a file is in place. AI is worth considering where the type of document and the period it covers have to be read from its content. Writing requests for missing items can be practised in our team training.

Where to start

The first scope covers one list of documents for one type of application. On applications where the team had to go back for attachments several times, we check whether one request was enough. We build this kind of system as part of our AI automations. For the free process review, a description of one case from the last few weeks and the tools it went through is enough. You do not need to send confidential documents, and you receive a written plan within 2 working days.