How OneCert pre-fills 626-field Organic System Plan renewals from last year's submissions at 97% accuracy
OneCert provides organic certification for agricultural operations from its primary office in Nebraska and branches abroad. As a courtesy, it pre-fills each client's updated annual renewal forms with the previous year's data, a service that set it apart in a competitive market but was done by hand. Instafill.ai now reads last year's submissions, in whatever format they came in, and fills the new form versions, starting with the 20-page Organic System Plan (OSP) – Crops at 97% accuracy.
At a glance
- Company OneCert
- Industry Organic certification and agricultural compliance
- Location Nebraska, US, with international branches
- Form Organic System Plan (OSP) – Crops, 20 pages
- Source data Last year's submissions in Word, PDF or Excel
-
Results
626 fields across 20 pages, pre-filled from last year
97% accuracy after field optimization
4–6 more forms planned after the pilot - Catalog forms OneCert Organic System Plan (OSP) – Crops
The challenge
Every year, OneCert's team handled 5–6 unique forms per client. The previous submissions arrived as Word documents, PDFs and Excel files, and the updated forms were typically PDFs, so every answer was copied across by hand.
"We've been manually taking information from Word PDF and putting it in another PDF."
— Jeremy Warner, OneCert
An error could hold up a certification renewal that was already on a deadline, and the work kept growing as certification requirements rose after the SOE rule took effect in March 2024. Clients valued the courtesy service, but at that much typing per client it could not scale.
The solution
OneCert piloted with the complex OSP Crops form: 626 fields across 20 pages. The form was first turned into a fillable PDF with flat-to-fillable conversion.
The team now uploads a client's previous-year submission, whether a Word document, a flat PDF or an Excel spreadsheet, and Instafill.ai fills the new version of the form from the old one: it extracts the answers and maps them by context to the updated form's fields. OneCert reviews the pre-filled form before the client verifies it.
The first fills struggled with the form's repetitive fields. Optimizing those fields and testing the fills against data brought accuracy to 97%.
For clients whose information stays the same year over year, OneCert can also keep a reusable profile with the business details, contact information and specifics of the operation, so no previous submission has to be uploaded at all. Because Instafill.ai fills from whatever documents it is given, OneCert never has to make clients standardize how they send their information.
The results
| Before | With Instafill.ai | |
|---|---|---|
| OSP Crops renewal | 626 fields retyped by hand | Pre-filled from last year's submission |
| Source formats | Copied from Word, PDF and Excel | Read as they arrive |
| The team's work | Field-by-field transcription | Reviewing the filled form |
| Repeat clients | The same data entered every year | An optional profile, nothing to upload |
The courtesy service went from labor-intensive to scalable: instead of typing hundreds of fields, OneCert's team reviews forms that are already filled, and profiles make it faster still for clients whose details do not change. What made OneCert stand out with clients is now something it can keep offering as it grows. After the OSP Crops pilot, 4–6 more forms are planned.
