How we simplified visa application forms at IDEO with the help of AI

How we simplified visa forms at IDEO with AI

Filling out visa applications has always been one of the most difficult steps for clients. There are many questions, unclear wording, strict requirements, and a high risk of error. Even a small inaccuracy can lead to delays or rejection.

At IDEO, we completely redesigned this process and implemented a new AI module for working with forms, which takes care of all the routine tasks and makes the application process as simple and understandable as possible for the customer.

Now, customers no longer need to manually fill out PDF documents or figure out complicated forms.

An AI agent that guides the customer step by step

Instead of forms and files, the customer receives a personal link, which takes them to an AI agent. The agent communicates in a dialogue format — calmly, clearly, and without unnecessary terminology.

The AI agent:

• asks the necessary questions one by one
• explains what data is required and why
• checks the accuracy of the information immediately
• asks to upload the necessary documents (passport, photo, confirmations) at the end

All data and files are automatically transferred to IDEO.

Based on this information, the system automatically generates ready-made PDF questionnaires or digital forms for submission on the Ministry of Foreign Affairs website.

For the client, it looks like a normal conversation, and for the IDEO team, it looks like a ready-made, verified application.

Fewer errors, faster process, more trust

The new AI module is not just a convenience, but a full-fledged digital ecosystem.

It can:

• check the quality and compliance of documents
• automatically fill out government forms
• accompany the client to the end as a virtual consultant
• show the status of the application and the missing steps
• work in several languages and in different channels (website, email, WhatsApp)

As a result:

• errors on the part of the client are virtually eliminated
• applications are processed faster
• employees spend less time on manual work
• the client feels confident and transparent about the process

At IDEO, we have implemented an AI agent that fully automates the filling out of visa forms and saves up to 80% of the team's time.

Most importantly, it makes the visa process simple and understandable for every customer.

Would you like to implement such an AI agent in your system?

At IDEO, we not only use AI for visa processes, but also develop and implement similar AI agents for specific business tasks:

from forms and documents to complex customer scenarios.

If you want to:

• automate form filling
• reduce the workload on employees
• eliminate customer errors
• improve the customer experience

Submit a request on our website, and we will show you how such an AI agent can work in your system.