For companies operating across multiple U.S. states, onboarding workflows can easily become a slow and repetitive drain on internal resources. Even when the client data is standardized, each state often requires its own set of PDF forms, formatting quirks, and supporting documents.
The process is familiar: gather the information through an onboarding tool like Notion, manually enter it into the required PDFs, attach all the supporting materials (e.g., licenses, insurance, background checks), and finally merge everything into a clean, submission-ready packet.
At Instafill.ai, we’ve seen this problem over and over again—and built our platform specifically to address it. The goal isn’t just to fill a form. It’s to eliminate the entire category of manual work around document prep and submission.
Why This Workflow Breaks at Scale
Let’s say you operate in all 50 states. Some states may require one application form, while others—like California—might require six separate documents to be filled out for a single onboarding event. In most cases, the same core information is used across forms: name, email, company, license number, etc.
The challenge is that:
- Each form has its own layout and formatting rules
- Attachments need to be ordered, labeled, and included precisely
- The manual effort adds up quickly as volume increases
Even if your team collects the data efficiently using tools like Notion, it still takes hours each week to properly fill out forms, apply formatting, and package the full set of deliverables.
What Instafill.ai Automates
1. One-Time Form Setup with AI Fine-Tuning
You can upload any PDF—no matter how customized or state-specific—and Instafill.ai will automatically detect the fields, understand the layout, and prepare it for automation. We call this process AI fine-tuning. It usually takes less than 20 minutes and is only required once per form.
After that, the form can be filled in less than 60 seconds using client-specific data. Text inputs, checkboxes, tables, and unusual field formats are all supported. If a field only accepts short values or has strict formatting, you can provide custom rules that are saved and reused automatically.
2. Reuse Data Across Multiple Forms
Instead of entering the same client or company information repeatedly, Instafill.ai lets you save that data in a reusable profile. Once the profile is created, you can apply it to one form—or to six forms at once, depending on the requirements of the state you’re working in.
This is ideal for high-overlap workflows, where multiple forms share identical fields but use different layouts.
3. Batch Filling for High-Volume Use
If you’re onboarding multiple clients each week, manual form filling doesn’t scale. With Instafill.ai, you can upload a spreadsheet of client data and batch PDF fill forms for all of them at once. The platform supports structured bulk operations so that large teams can streamline their document workload without additional headcount.
4. Convert Flat PDFs and Word Docs to Editable Forms
Many onboarding forms—especially those sourced from government agencies—are not fillable by default. They come as flat PDFs or Word files with no input fields.
Instafill.ai includes a tool that solves this problem automatically. It detects where fields should go and turns unstructured documents into editable PDFs. You can try it at instafill.ai/tools/create-fillable-pdf. This is especially helpful when onboarding in states where the forms are poorly formatted or outdated.
Read more about Instafill.ai AI capabilities here.
A Note on Time Savings
While accuracy and scalability are essential, one of the biggest wins with Instafill.ai is speed. A human might spend 1–2 hours filling out a 20–30 page form, especially when navigating between scanned documents and fragmented client inputs. Instafill.ai completes the same task in under 90 seconds—with smaller forms taking even less time.
This makes a major difference when scaling operations across dozens or hundreds of clients. We’re publishing a dedicated article on just how much time automation can save your team soon.
Automating End-to-End Packet Assembly—Not Just the Form
In many cases, completing the application form is only one piece of the process. State agencies often require multiple attachments—background checks, proof of insurance, business licenses, and other supporting documentation. These are typically listed as part of a checklist within the PDF.
Instafill.ai helps you fill the primary form quickly and accurately. From there, it fits seamlessly into your existing folder-based system. If your client has a folder containing all their documents, you can use any standard PDF toolkit to merge the filled form with the attachments and create a finalized, properly ordered submission packet.
We’re currently exploring deeper automation for this packaging process, but many of our customers already use lightweight tools or scripts to handle the merge step. The goal is to get you from raw data to a complete packet with as little friction as possible.
Notion Intake? We Support That Too
If your onboarding process starts with a Notion form, Instafill.ai can plug into that workflow directly. Once a client submits their data in Notion, the system sends you an email. You can forward that email to Instafill.ai, and we’ll automatically extract the data, fill the appropriate form, and email back a completed PDF.
There’s no need to log into a dashboard or copy-paste anything. It just works—and it works fast.
Read a case study about how a New York legal firm automatically fills out government forms using AI by converting Cognito Forms submissions to filled pdf documents.
Designed for Multi-State Operations
Whether you operate in five states or fifty, Instafill.ai can scale with your team. You can create and manage a library of state-specific forms, set up instructions for each one, and reuse client or business profiles across them.
In states like California that require multiple documents per onboarding, you can trigger several form fills from the same profile in one step. Profiles can be created for each client or for your organization if certain fields (like business address or license info) remain constant across all submissions.
Who It’s Built For
Instafill.ai is a strong fit for organizations dealing with repetitive documentation across jurisdictions, such as:
- Compliance consultants submitting state-specific paperwork
- Staffing and HR providers onboarding workers in regulated industries
- Healthcare service providers managing license and credentialing forms
- Legal support firms preparing document packets for clients
Whether you’re dealing with two forms per client or twelve, the process should be automated—and now, it can be.
Final Thoughts
Most teams we speak with aren’t looking for a flashy automation demo. They’re just tired of wasting time on copy-pasting, reformatting, and double-checking fields that should never require human effort in the first place.
Instafill.ai is built for exactly that scenario. It handles PDF form detection, field-level formatting, data reuse, and workflow integration with tools like Notion. It helps your team fill out forms faster, more accurately, and at scale—and yes, it works across all 50 states.
To see how it works in practice, try uploading a form or creating editable PDF form using AI. In under a minute, you’ll see what’s possible.