Modernizing Public Funding: Transforming paper-based subsidies into secure, real-time approvals

People presenting in the office

INDUSTRY

Public Sector / E-Government

PROJECT DURATION

Ongoing

LOCATION

Germany

CLUTCH REVIEW

5

Client Overview

A European ministry responsible for distributing public-funding subsidies relied on handwritten PDFs, email attachments, and manual data re-keying. Delays stretched to weeks, applicants complained, and auditors flagged security gaps. 

Partnering with us, the ministry introduced a cloud-based platform that validates forms in real time, enforces role-based access, and synchronizes with national registries. Early results show processing cycles shrinking from weeks to days and a sharp rise in applicant satisfaction.


Organization Outcome

Before collaborating with us, the ministry was spending millions of euros annually across multiple subsidy programs. Volume spikes - especially during crisis relief - exposed the limits of a patchwork of Word templates, Excel trackers, and physical mail queues.

 

With the secure digital funding platform we provided, the ministry cut processing times from weeks to days, eliminated manual data re-entry, and reduced security risks tied to email exchanges. 

 

Applicants now benefit from real-time validation and status updates, resulting in higher satisfaction, while staff operate more efficiently with streamlined, end-to-end workflows.

Organization Outcome table

The challenge

The ministry was facing several key obstacles:

  • Manual overload - Staff typed data from PDFs into legacy systems, creating bottlenecks and transcription errors.


  • Security gaps - Personal and financial data moved by email, risking GDPR non-compliance.


  • Siloed platforms - No API connections to identity registers or treasury systems; status updates required phone calls.


  • Poor UX - Applicants struggled with lengthy forms and unclear status visibility.

Our solution

We delivered the project in three iterations:

  1. Discovery sprint - Mapped user journeys, legal constraints, and KPIs with cross-functional workshops.


  2. Rapid prototyping - A clickable Vue.js prototype validated flows with citizens and clerks in four weeks.


  3. Incremental rollout - Each subsidy program went live on a Spring Boot/Java backbone, containerized in an EU-sovereign cloud to meet data-locality rules.
Key features table

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