How a Spanish heat pump installer fills regional legalization forms in under 2 minutes
Gonido installs heat pumps across Spain, in regions including Madrid, Valencia, Navarra and Castilla y León, and Spanish law requires legalization paperwork for every system. Each installation means submitting 2–4 forms to the regional government, each 3–16 pages of technical specifications, owner information, installer certifications and equipment details. With Instafill.ai filling them in Spanish, a form that took 10–15 minutes by hand now takes 30 seconds to 2 minutes.
At a glance
- Company Gonido
- Industry Renewable energy, HVAC installation
- Location Spain
- Forms Regional heat pump legalization forms, in Spanish
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Results
30 s–2 min per form, down from 10–15 minutes
12 Spanish regions covered
8+ form types in one workflow
The challenge
Marina Moreno, Product Engineer at Gonido, spent hours each week on the same routine: extract data from the company's internal software, generate an Excel file, then copy that information by hand into the right regional PDF forms.
"I hate doing this paperwork."
— Marina Moreno, Product Engineer at Gonido
Other installers had the same struggle, and many were willing to pay to avoid it. Gonido began offering document preparation as a service of its own, and customers were already paying per legalization for Madrid's four-document package. To scale that service, the data entry had to go: Spanish-language legal forms, from 12 regions with different requirements, filled from Gonido's existing Excel exports, accurately enough for the government every time.
The solution
Marina's workspace was set to Spanish, so field analysis, field descriptions and the AI's inferences all run with Spanish context: legal terminology, regional naming conventions and heat pump vocabulary, in forms such as Madrid's Modelo IT 3.1.5 and Valencia's Memoria técnica de instalación F1360. That is how filling forms in Spanish and other languages works beyond translation.
Many regional forms are flat PDFs meant to be printed and filled by hand. Flat-to-fillable conversion gave each one fillable fields. That took Marina about 20–30 minutes per form, once; after that, the form fills in seconds.
In testing, dates on the same form came out in two formats, 2025-08-04 and 04/08/2025. Spanish agencies expect DD/MM/YYYY, and a mismatch can get a form rejected and hold up an installation's approval. Setting the workspace's date format to DD/MM/YYYY now puts every date on every form in that format, however the source data wrote it.
The tables of equipment specifications, installation parameters and safety checks needed one fix: a table drawn with 6 rows had only 4 fillable ones, and the first fills tried to write all 6. The fix, deployed the day after Marina reported it, stops at the last fillable row, and the tables now fill row by row without errors.
Every form also has its own email address, such as [email protected]. Marina or her team emails it with the data in the body and gets the completed PDF back in 1–2 minutes, without logging in. When a field comes out wrong, such as an incorrectly mapped checkbox, Marina flags the field for the Instafill.ai team, which typically resolves it within 24 hours.
The results
| Before | With Instafill.ai | |
|---|---|---|
| Time per form | 10–15 minutes by hand | 30 seconds–2 minutes |
| Flat regional forms | No fields to type into | Converted once, then filled in seconds |
| Dates on one form | Two different formats | DD/MM/YYYY throughout |
| A repeat request | Logging in to the platform | One email, PDF back in 1–2 minutes |
Gonido now covers 12 Spanish regions and 8+ form types through one workflow, among them Madrid's Modelo IF-1.9.0.F2 (BOCM Anexo II), IT 3.1.5 and IT 3.1.8; Valencia's Memoria técnica de instalación F1360; Navarra's Registro de instalación térmica and Memoria técnica; and Castilla y León's Memoria técnica. Each form is fine-tuned once and reused from then on, so the document service can grow without taking proportionally more of Marina's time.
"I tried it today and it works perfectly."
— Marina Moreno, after the date format fix
