Company: Gonido
Location: Spain
Industry: Renewable Energy / HVAC Installation
Use Case: Multi-regional permit and legalization document automation
Forms: Multiple Spanish government forms across multiple autonomous communities
About Gonido
Gonido specializes in heat pump installations across Spain, helping homes and businesses transition away from traditional heating systems to more sustainable energy solutions. Operating in different Spanish regions – including Madrid, Valencia, Navarra, and Castilla y León – the company handles both installation work and the complex legalization paperwork that Spanish law requires for every heat pump system.
Each installation requires submitting multiple forms to regional government agencies, with documents varying significantly between autonomous communities. Some regions require 2 forms, others need 4, and each form can range from 3 to 16 pages filled with technical specifications, owner information, installer certifications, and equipment details.
The Challenge
Marina Moreno, Product Engineer at Gonido, was spending hours each week on paperwork that followed the same pattern: extract data from their internal software, generate an Excel file, then manually transfer that information to the appropriate regional PDF forms.
“I hate doing this paperwork.”
— Marina Moreno, Product Engineer at Gonido
While manageable for Gonido’s own installations, the time investment was significant. More importantly, Marina noticed that other installers faced the same struggle – and many were willing to pay to avoid it.
Gonido saw a business opportunity: offer document preparation as a standalone service. Early tests proved the concept – customers were already paying per legalization for Madrid’s four-document package. But to scale this service, Marina needed to eliminate the manual data entry bottleneck.
The technical requirements were clear:
- Process Spanish-language legal forms accurately
- Handle forms from 12 different regions with varying requirements
- Work with Gonido’s existing Excel data exports
- Scale from internal use to customer-facing service
- Achieve government-acceptable accuracy consistently
Manual processing wasn’t feasible at scale. Gonido needed automation.
The Solution
1. Spanish Language Support at Workspace Level
Instafill.ai’s form filler handles documents and data in multiple languages, making it ideal for international teams. The first step was configuring Marina’s workspace for Spanish processing.
When Marina’s workspace was set to Spanish, every aspect of form processing like field analysis, description generation, AI inference, happened with full Spanish linguistic context. This went beyond simple translation. Spanish legal terminology, regional naming conventions, and heat pump technical vocabulary all required native language understanding. Forms like Madrid’s Modelo IT 3.1.5 and Valencia’s Memoria técnica de instalación F1360 were processed with full linguistic and contextual accuracy.
2. Converting Flat PDFs to Fillable Forms
Many Spanish regional government forms aren’t distributed as fillable PDFs – they’re static documents meant to be printed and filled by hand. This is a common problem with government forms worldwide.
Marina used the flat-to-fillable PDF converter to add fillable fields to these static documents. The time investment was about 20-30 minutes per form, but it only needed to be done once. After that, the same form could be filled in seconds.
3. Date Format Standardization
During testing, Marina discovered an inconsistency that could have caused serious problems: date fields within the same form were rendering in different formats. Some showed “2025-08-04” while others displayed “04/08/2025.”
Spanish government agencies expect dates in DD/MM/YYYY format. Inconsistent formatting could lead to form rejection, requiring resubmission and delaying installation approvals. The solution was workspace-level date format configuration. By setting Marina’s workspace to DD/MM/YYYY, all date fields across all forms automatically normalized to the Spanish standard – regardless of how the source data was formatted.
“Thank you so much for the help 😊 I tried it today and it works perfectly.”
— Marina Moreno after the date format fix
4. Handling Complex Tables
Spanish legalization forms include detailed tables: equipment specifications, installation parameters, safety compliance checks. These tables proved tricky to process accurately.
One of Marina’s forms had a table with 6 visual rows but only 4 fillable fields. The initial AI processing attempted to fill all 6 rows, causing errors when it tried to populate non-existent fields. The issue was identified within hours of Marina reporting it. The fix involved two changes:
- Enhanced validation to stop table iteration when fillable rows end
- Updated table description generation to specify the actual number of fillable rows
The adjustment was deployed the next day. Marina’s forms began processing correctly, with tables filled row-by-row without errors.
5. Email-Based Form Filling
As Gonido’s document service scaled, Marina needed a way to trigger form filling without logging into the platform for every request. The Email Handler provided exactly that capability. Each form was assigned a unique email address (e.g. [email protected]).
Now, Marina or her team simply emails the form’s address with the data in the body, and within 1-2 minutes, they receive the completed PDF back via email. No login required, no platform navigation, just send and receive.
6. Field Flagging for Continuous Accuracy Improvement
Marina became a true power user, actively testing forms and submitting accuracy improvement requests whenever she noticed errors.
This feedback loop was crucial. When she spotted issues (an incorrectly mapped checkbox, a misinterpreted field description), she used the field flagging feature to submit accuracy improvement requests. The Instafill.ai team analyzed the problem, validated the filling behavior, and resolved it – typically within 24 hours.
The Results
Speed: Forms that previously took 10-15 minutes of manual data entry now fill in 30 seconds to 2 minutes, depending on complexity.
Form Coverage: 12 Spanish regions, 8+ unique form types, all processed through a single automated workflow.
Accuracy: Workspace-level language and date settings, combined with responsive accuracy improvements, ensure forms consistently meet government requirements.
Workflow Integration: Email Handler eliminated platform logins, enabling true hands-off automation for repeat customers.
Scalability: The service can now grow without proportionally increasing Marina’s time investment – the bottleneck has been removed.
Forms Automated
Gonido currently processes these official Spanish government forms:
Comunidad de Madrid:
- Modelo IF-1.9.0.F2 (BOCM Anexo II)
- Modelo IT 3.1.5
- Modelo IT 3.1.8
Comunidad Valenciana:
- Memoria técnica de instalación F1360
Gobierno de Navarra:
- Registro de instalación térmica
- Memoria técnica
Castilla y León:
- Memoria técnica (procedimiento oficial)
Each form is fine-tuned once and then reused indefinitely.
Key Takeaways
The partnership between an engaged power user and a responsive development team has created a robust Spanish-language document automation system that works reliably across government jurisdictions.
By addressing key pain points such as language support, date format consistency, and continuous accuracy improvements, Instafill.ai transformed Gonido’s complex, multi-jurisdictional form processing into a reliable, scalable operation that enables confident expansion to new regions.