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woodfrog
AI
Public sectorUse case, no client result

Check scheme and permit applications in hours, not weeks.

Applications for schemes, licences and permits arrive with missing documents and details that do not match. Your officers check each file by hand against the rules. Files go back and forth for weeks, and citizens wait and visit the office again. An agent checks every file first and lists exactly what is missing, so an officer can decide.

One application fileSchematic
3×Target return in 12 months
Week 1Fixed-fee audit
6 weeksTo the first live result
3Senior people on the work
TypeUse case: what we build, not a client story
ForDepartments, boards and agencies that process scheme, licence or permit applications
EngagementWeek 1 audit, then build in about six weeks, fixed scope, fixed fee
Runs onClaude, with your application portal and document store, in your own cloud
Before and after

From weeks of back and forth to one complete list.

Before
  • Officers check every file by hand against the rules
  • Gaps found one at a time, on each round
  • Files sent back to the applicant again and again
  • Citizens wait, call and visit the office to ask
After
  • Every file checked as soon as it arrives
  • Every gap and mismatch listed on the first check
  • One drafted note to the applicant, with the rule behind each point
  • An officer reviews the file and decides
The problem

The delay is in the checking, not the deciding.

Most applications are not hard to decide. They are slow to check. An officer opens the file, reads the form, finds the scheme rules, and works through every attached document to see what is there and whether it matches. One gap is spotted, the file goes back, and the next gap is only found when it returns.

An officer at a desk holding an open file folder, with papers stacked beside her
Every file is checked by hand
What was broken
  • Applications arrive with documents missing, unsigned, out of date or for the wrong person.
  • Names, addresses and amounts differ between the form and the documents attached.
  • Each officer checks against the rules from memory or a long circular, so two officers can check the same file differently.
  • Gaps are found one round at a time, so a file can bounce back and forth for weeks.
  • Volume spikes when a scheme opens or a deadline nears, and the queue only grows.
You might be here if
  • Your pending applications are counted in weeks, not days.
  • Your officers spend their time checking papers, not deciding.
  • Citizens visit the office again to ask where their file has got to.
  • You cannot see which files are stuck, or why.

Why it mattered. A slow application costs twice: in officer hours, and in a citizen who has to come back, again.

The approach

Let the agent check. Let officers decide.

We start with your files and your rules. In Week 1 we take a sample of real applications for one scheme or permit and write down what an officer checks on each document, and which rule each check comes from. That becomes the agent's job: read, check, list and draft. It never approves or rejects an application. Every decision stays with an officer, who sees what the agent found and the page and rule it found it against.

An officer reviewing a printed application form with a pen
Every decision stays with an officer
What comes in
Application form
Attached documents
Scheme or permit rules
woodfrog method
ReadEvery page, typed, scanned or photographed
CheckAgainst the rules and each other
List and draftWhat is missing, and the note to send
What changes
Every gap found on the first check
One note, not many rounds
An officer reviews and decides
Files checked in hours
Deliberately not doneLetting the agent approve or reject an application
Officers decide every application. Claude reads, checks, lists and drafts.schematic
The solution

An agent in front of every officer.

What we build
  • Intake that takes every application as it arrives, from the portal, email or a scan at the counter, and sorts its documents by type.
  • The scheme or permit rules written down as checks: which documents are required, which must be current, and which details must match.
  • A check of every file against those rules and across its own documents, with each finding linked to the page and the rule behind it.
  • A list of exactly what is missing or does not match, and a drafted note to the applicant that asks for all of it at once.
  • A review screen where an officer accepts, corrects or overrides every finding and makes the decision, and every change is kept.
  • A live view of the queue: which files are ready to decide, which are waiting on the applicant, and for how long.
Built on Claude by woodfrog, an Anthropic Certified Services Partner. Files stay in your own cloud, and personal data is handled in line with India's DPDP Act 2023, masked where it is not needed. The agent is built with a trace to source, rule checks, a confidence score and a stop button. In our public-sector case study, eight AI agents went live in citizen services with a trace to source, rule checks, a confidence score and a stop button each, and 0 audit gaps. Read the case study →
How it would runIt starts with one scheme or permit, then adds more. Operate is open-ended and drawn at one week only to fit.
The impact

What we would measure.

How many rounds a file takes, before and afterEvery gap is found on the first check, so the file comes back once, not again and again.
Schematic, no values
The steps show the shape of the change, not a measurement. We map your own rounds and waiting times in Week 1.
What we would measure on a real engagementWhat we would measure
Time from application in to file ready to decidePer application, by scheme or permit
Rounds back to the applicantPer file, before and after
Applications pendingAnd how long the oldest has waited
Findings corrected by an officerTracked, so the agent is checked every day
Return on the workTarget: at least 3× within 12 months, measured on your own numbers
Hands checking a printed application form with a pen
A file ready to decide
Check every application in hours, not weeks.A short call, or record a message. A person replies within one business day.
Contact usCertified Services Partner, Claude Partner Network