The decision stays with the authority. The agent does the groundwork.
Your agents check every submission for completeness, find the citation in local law (Ortsrecht) and draft the request for missing documents and the notice. Discretion and final sign-off stay with the case unit.
neuland.ai HUB · Citizens' Office
- and more systems
A resident just moved here and adopted a dog from the animal shelter. How does she register it, what does it cost, and is there a reduction?
Tools chosen automatically
- Local law · Search dog tax, 3 hitsread
- Local law · Dog tax bylaw, § 5 and § 7read
- Local law · Dog registration information sheetread
- Outlook · Reply to the residentDraft
The dog must be registered within two weeks [1]. Under this city's bylaw, the tax for a first dog is €96 a year [1]. For dogs adopted from a shelter, § 7 provides an exemption in the first year, on application and with proof [1]. The registration form is in the information sheet [2].
- [1]Dog tax bylaw · § 5 Tax rate, § 7 Exemption
- [2]Dog registration information sheet · As of Jul 1, 2026
Reply to the resident
Draft- Subject
- Registering your dog
- Sources
- Dog tax bylaw § 5, § 7
- Attachments
- Information sheet, exemption application
- Filed in
- Citizens' Office e-file
Housing benefit application 2026/04711 came in through the service portal with six attachments. Is it complete?
- Service portal · Application 2026/04711, 6 attachments
- Case software · 41 fields, household of 3, rent level IV
- E-file · Housing benefit evidence checklist
Three of four evidence groups are complete: identity and household, rental agreement with landlord certificate, and bank statements for the last three months [1] [2]. For proof of income, two of three months are on file [2]. The request for missing documents names exactly this one item.
- Service portal · Housing benefit application 2026/04711 · 6 attachments
- E-file · Housing benefit evidence checklist · Income: 3 months
Please prepare the request for missing documents and set a follow-up date.
- E-file · Request for documents 2026/04711
- Deadline calendar · Follow-up in 14 days
The request is in the e-file as a draft, and the follow-up is set for 14 days from now [1]. This only establishes completeness: the substantive review and the approval stay with the caseworker.
- Deadline calendar · Follow-up 2026/04711 · in 14 days
- Request for documents 2026/04711 · Word
- Identity and household details complete
- Rental agreement and landlord certificate complete
- Bank statements for the last 3 months complete
- Proof of income: 1 of 3 months missing
- Follow-up in 14 days
Please draft the approval notice for 2026/04711: from September 1, 2026, for twelve months.
- Text templates · Housing benefit notice templates, version 4
- Case software · Calculation result 2026/04711
- E-file · Draft notice 2026/04711
The operative part, statement of facts and statement of reasons are generated from the case software data [2]. The reasons set out the key considerations required by § 35 SGB X. The notice of legal remedies comes from your approved template block: it is inserted, not written [1]. The draft is waiting for approval in the e-file.
- Text templates · Housing benefit notice templates · Version 4
- Case software · Calculation result 2026/04711
- Form check, draft notice 2026/04711 · 3 pages
- Check · Status
- Specificity, § 33 SGB X · checked
- Statement of reasons, § 35 SGB X · checked
- Legal remedies, § 36 SGB X · Template
- Signature · open
- No signature, no administrative act
An objection (Widerspruch) to notice 2026/04711 has come in. Was it filed in time, and can we grant it ourselves?
- Incoming mail · Objection 2026/04711, received Sep 22, 2026
- Deadline calendar · Notified Sep 4, 2026
- E-file · Original notice and newly submitted documents
- E-file · Remedy memo 2026/04711
The objection was filed in time [1]. The notice was served on September 4, 2026; the deadline under § 70 VwGO ends on October 5, 2026, because October 4 is a Sunday [2]. Newly submitted is the income certificate for July, which was missing from the original notice [3]. This means the office can consider granting the objection itself (Abhilfe) under § 72 VwGO.
- Incoming mail · Objection 2026/04711 · Received Sep 22, 2026
- Deadline calendar · Notified Sep 4, 2026 · Deadline Oct 5, 2026
- E-file · Original notice 2026/04711 · July income certificate was missing
- E-file · Remedy memo
- Received: Sep 22, 2026
- Deadline: Oct 5, 2026, § 70 VwGO
- New: Income certificate for July
- Review: Abhilfe under § 72 VwGO
- Follow-up Oct 1
- The Objections Office decides whether to grant it.
Delivered together with
Why now: staff is getting scarce
Colleagues are retiring. The work stays.
The bottleneck is people, not technology. What gets lost is not only working time, but knowledge.
- 600,000public sector positions are unfilled, 108,500 of them in municipal administrations.dbb Monitor öffentlicher Dienst 2026
- 1.3 millionemployees will retire by 2030. The wave of retirements is not a forecast. It is a calendar.dbb Monitor öffentlicher Dienst 2026
- 0.3%of municipal job postings in 2025 involved AI. You will not be able to hire the specialists for it.IW-Trends 2/2026
What follows
The question is not whether AI replaces staff. It does not.The question is whether you can run it without in-house AI specialists.
The neuland.ai HUB is used by caseworkers themselves, not by a team you cannot staff.
Examples · Six procedures in detail
Six procedures where the agent does the groundwork. What it handles, what stays with you.
The Agent Library holds hundreds of agents, dozens of them for public administration. You decide which procedure your organization tackles first.
WoGG · Notice under §§ 31 ff. SGB X
Housing benefit
Incomplete applications are the most common reason for delays. Every request for missing documents costs a full processing cycle. What stays with you: eligibility review, discretion, sign-off. The AI does not assess eligibility, it prepares the case.
What the AI handles
- Application check
- Completeness
- Trace the calculation logic
- Draft the request for missing documents
- Draft notice with citations
§§ 13 to 15, 19 SGB IX · Overall plan procedure, § 117 SGB IX
Assistance planning under SGB IX
Expert reports and statements from several agencies. Deadlines run while the documents are still being collected. What stays with you: needs assessment, the benefit decision and the conversation. Participation is a legal right, not a process step.
What the AI handles
- Summarize the case file
- Prepare the assistance plan
- Guide through the process steps
- Deadline overview
- Draft minutes
AufenthG (Residence Act)
Immigration office
Heavy document load, papers in foreign languages, hard deadlines and walk-in visitors who cannot wait. What stays with you: granting residence titles, discretionary and security assessments, queries to other authorities.
What the AI handles
- Answers from legal and procedural knowledge
- Check submitted documents for completeness and validity
- Prepare the case file
- Cover letters
Paper mail, De-Mail, beBPo, shared mailboxes and other channels
Incoming mail and citizen inquiries
Five channels, one inbox. By the time responsibility and deadline are clear, days have often passed. What stays with you: deciding responsibility and recording deadlines. The AI suggests, but does not record anything itself.
What the AI handles
- Classify
- Assign to the right file
- Suggest responsibility
- Detect deadlines
- Draft a reply
- File in the e-file
§§ 35 ff. VwVfG or §§ 31 ff. SGB X · Hearing: § 28 VwVfG, § 24 SGB X
Notices and memos
Inconsistent reasoning across case units, and rework in objection proceedings because the reasoning does not hold. What stays with you: establishing the facts, applying the law, sign-off. The draft stays a draft.
What the AI handles
- Draft in your authority's wording, with verified citations
- Hearing, depth of reasoning and notice of legal remedies checked for completeness
E-files, network drives, internal directives, decrees, council information system and more
File research
Anyone looking for an internal directive from 2019 asks someone who has been around long enough. When staff changes, that knowledge is lost. What stays with you: the professional judgment. The AI shows the citation, the interpretation stays yours.
What the AI handles
- Answers from your own records
- Always with citation, document and version
- Permissions follow your filing plan
Knowledge base: federal, state and local law
The law is already built in, before you start.
We do not start with an empty system, but with your municipality's local law: built, verified and with citations. All 16 state legal systems are included, and local law is added for each municipality. On top of that, business units add a fourth layer: service and work instructions, internal directives, processing notes, documentation of the case management software in use and other material.
The value lies not only in the model, but in prepared, reusable administrative knowledge. Federal law is structured once and can then be used across authorities. Each federal state and procedure gets a one-time domain setup; after that, the building blocks can be reused by other municipalities in the same state. Every additional municipality is essentially configuration, not a new build.
- Dozenspreconfigured public sector agents
- 7,000+Online Access Act (OZG) services covered
- 16 of 16state legal systems included
Ready in the Agent Library
An agent for every caseworker. Adopt it and adapt it to your local law.
The Agent Library has ready-made building blocks for specific administrative tasks, each with a defined scope, a responsibility boundary and an operating model.
Auditable for supervisory authority and staff council
The agent never decides. It prepares.
This is both the legal and the cultural answer to the concerns in the offices. Four things make it auditable, for the municipal supervisory authority as much as for the staff council.
The offer: one contract, one point of contact
One procedure, the documents, the operation. One contract, one point of contact.
Public administration does not buy models. It buys groundwork in the procedure and the documents for data protection, procurement and the staff council.
You name one procedure in one office, for example pre-checking applications or answering recurring citizen inquiries. Before the start, we record how long a case takes and how many cases come in. After rollout, we measure again. If the measurement shows relief, the next office joins. If it does not, it ends there.
From leadership, IT, data protection and the staff council
Cost, operation, data protection, staff council, sign-off: eight answers for your decision makers.
Department heads, IT, data protection and the staff council ask these questions before a procedure starts. Here they are, with the answer we would also give in a meeting.
The test runs free of charge for two weeks, with up to €100 in tokens. The pilot takes two months and costs €6,750, with up to €500 in tokens per month. In regular operation you pay €1,750 per month plus €17.50 per user per month, plus tokens (+7.5%) and optional services. On the subject side you start with one procedure in one office: before the start we record the time per case and the case volume, and after the introduction we measure again. If the measurement shows no relief, it ends there.
You decide where the data lives. On STACKIT by Schwarz Digits, operation runs exclusively in German data centers; the operator is a German company with no US parent and is therefore not subject to the US CLOUD Act. On request, the neuland.ai HUB runs in your data center or at your municipal IT service provider; operation then lies with you, and we provide the software, the operating concept and setup support. Your own instance, your own knowledge base, fully exportable and deletable at any time.
The documents come in advance, not after the contract is signed. They include the operating concept for each deployment option, the record of processing activities under Art. 30 GDPR, a deletion concept aligned with your filing plan, the data processing agreement (DPA) under Art. 28 GDPR, the role and permission concept and the classification of the use case under the EU AI Act. Administrative data is not used to train models. A BSI C5 attestation exists for STACKIT as the infrastructure operator, not for the neuland.ai HUB as an application. If your procurement office requires C5 at provider level, we provide ISO/IEC 27001:2022 and the operating concept; your procurement office decides whether that meets the requirement.
From day one, not just at approval. A template for the staff agreement (Dienstvereinbarung) is available, with performance and conduct monitoring as a separate section. The agent prepares procedures; it does not assess people. Access follows roles and is logged; who may evaluate which logs is something you agree with the staff council and data protection before the start.
The neuland.ai HUB connects to existing portals and specialist applications instead of replacing them. Permissions follow your file plan. Ready-made connectors are included; we connect your own systems such as ERP and DMS with individual connectors, listed as an optional service in your offer. Which integration your specialist procedure needs, we clarify in the first conversation, before a procedure is chosen.
The decision stays with the authority. No draft takes effect without a signature; approval levels follow your signing authority and your rules of procedure, not our default settings. For every answer, the agent names document, passage and version. If it finds no evidence, it says so instead of making something up. The log records who asked what and when, which sources were used and what was adopted or discarded, and it can be exported for any audit.
The Agent Library has ready-made agents for specific administrative tasks, for example local law information, housing benefit, notices, citizen communication, incoming mail, funding and more. All 16 state legal systems are included, your municipality's local law is added, and your service and work instructions build on top. The library's figures are experience values from comparable projects, not a promise.
The City of Cologne already works with the neuland.ai HUB. We deliver together with STACKIT, Rödl and 4P Consulting. Which reference fits your procedure, we discuss in the first conversation.
Name one procedure from one office. We show you which agent prepares it.
The City of Cologne already works with the neuland.ai HUB. Bring a procedure that takes too long today; you get the documents for data protection, procurement and the staff council before the first workshop.
After your request
- 01You name one procedure in one office
- 02We show it with matching agents from the library
- 03Before the start, we record time and case volume