Customer Success Stories

Generative AI saves the Spanish Government a huge Amount of Time

Published : 19/03/2026 - 3 minutes read

Thanks to generative AI, the Department for Education has been exploring ways to use AI to automate the process of refunding qualification recognition fees for the 85,000 applications it receives each year.

Every year, tens of thousands of families from abroad take steps to have their children's diplomas recognized in Spain. This accreditation, which is essential for accessing the local education system and pursuing studies or vocational training, generates a considerable administrative workload.

The Ministry of Education, Vocational Training, and Sports processes 85,000 applications per year, involving particularly time-consuming fee reimbursement procedures.

Faced with this operational overload, the Ministry turned to Inetum to trial the automation of the fee reimbursement sub-process. The solution is based on an intelligent document processing (IDP) platform enhanced with generative artificial intelligence. It is capable of automatically extracting, validating, and correcting data.

A Methodical Approach before Deployment

Inetum conducted a rigorous proof of concept.

“The process begins with a PoC (proof of concept) whose objective is to validate the feasibility of the use case. We work with a small set of documents to verify that the solution can meet the customer's requirements,” explained Raquel Gómez Querencia, consultant at Inetum.

Once this stage is complete, the solution is deployed in a test environment where the prompts for launching generative AI are adjusted and the logic refined until the required confidence thresholds are reached.

For this project, the services focus on two areas: extracting relevant information from documents and validating business rules to ensure that the data meets the established conditions. The platform is based on Microsoft Azure and Azure OpenAI cognitive services.

Immediate Benefits for Everyone

The results have exceeded initial expectations. The reimbursement sub-process can now be fully automated, freeing up Ministry staff to focus on tasks with greater added value.

Processing times have been significantly reduced, and frequent manual errors in reimbursement calculations have been eliminated.

For families, this means a smoother and faster process before their children can enter the Spanish education system.

Building on this success, Inetum is continuing its collaboration with Spanish public institutions. The group is exploring new opportunities to simplify administrative processes in the education sector, with the aim of reducing bureaucracy and improving access to services.

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