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Federation of Notaries Belgium (Fednot)

AI-Powered Extraction: Transforming Succession Workflows

Logo-fednot
TagsLegal
Logo-fednot
TagsLegal

Fednot, the federation supporting over 1,600 notaries and 8,000 staff across Belgium, provides legal, educational, IT, and operational services to strengthen the notarial profession. In their mission to improve efficiency, Fednot partnered with ML6 to leverage AI and streamline inheritance tax declarations.

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Catch up quickly

Fednot and ML6 developed an AI-powered extractor that processes fiscal lists, reducing manual transcription and errors. Built on Google Cloud and Gemini Vertex AI, the solution saves up to 40% of time per case—around 15 minutes per inheritance declaration—while ensuring notaries remain in control through validation and oversight. This innovation enhances accuracy, speeds up workflows, and preserves the essential role of notaries in delivering high-quality services.

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About this client

The federation of notaries is the supporting organisation for over 1.600 notaries and 8.000 employees, in terms of legal advice, office management, education, public information and IT-solutions.

As a non-profit organisation it aims to promote the interests of the notarial profession ensuring notaries provide high-quality services to their clients.

Impact

Through our collaboration with Fednot, we introduced an AI-powered extractor that significantly reduces repetitive manual work for notaries. By automating data processing while preserving notary oversight, the solution not only saves valuable time but also increases accuracy and improves the overall client experience.

40%

time saved per fiscal list through automated data extraction.

15Min

saved on every inheritance tax declaration.

4x

fewer errors by extracting data directly from original documents, eliminating manual transcription mistakes.

Fednot_Manager of visa center having meeting with client By Media_photos_2_envato

Challenge

Notaries have to manually overtype information from fiscal lists when setting up a succession. This time-consuming task is tedious and prone to errors, making it a source of frustration. Developing an extractor to extract relevant information from fiscal lists is complex due to the variation in formats between banks and the sensitive nature of data. The goal is to return this information in a structured form to notaries, enabling them to validate and use it in external applications like eSuccession. The solution must be capable of handling the diverse formats of fiscal lists while ensuring that the notary can still validate and oversee the data, given its sensitive nature. 

Using Google's latest multimodal models, we're able to automate tedious and error-prone activities, improving the service delivered to citizens at a most difficult time
serge
Serge WaterschootCluster Manager Data/BI/AI

Solution

To reduce manual work while maintaining accuracy and oversight, Fednot and ML6 built an AI-powered tool that extracts and structures data from fiscal lists. This solution streamlines the inheritance tax declaration process by automating repetitive tasks, while keeping notaries in control of validation and final submission.

  • Automated Data Extraction

    PDF fiscal lists are automatically processed, with relevant data extracted and structured into a clear overview.

  • User-Friendly Validation

    An interface displays both the original document and extracted fields, allowing notaries to easily verify, adjust, and confirm the data.

  • Smart Data Checks

    Built-in checkboxes and comment fields ensure validation of sensitive details such as account types, reducing the risk of errors.

  • Seamless Integration

    Once validated, the data is transferred directly into eSuccession, ensuring smooth continuation of the declaration process.

  • Human-in-the -Loop Control

    Notaries remain central in the process, preserving their role in oversight and ensuring the highest level of accuracy and compliance.

Results

The notaries reported a time gain of 40% per fiscal list thanks to the extractor component, amounting to at least 15 minutes saved per inheritance tax declaration. Additionally, the risk of errors is significantly reduced as the data is extracted directly from the original document, eliminating the need for manual transcription.

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Laurence Vantieghem
Laurence VantieghemSquad Lead, ML6

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Laurence Vantieghem
Laurence VantieghemSquad Lead, ML6

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