45 days
Average time of mortgage processing in Spanish banking when the process depends on manual management and documentary review.
Financial institutions
and Insurance Companies
Repetitive processes, disconnected systems and teams acting as a bridge between applications.
We automate back-office operations so people can focus on analysis, decisions and better service.
In banking and insurance, every transaction passes through multiple systems, controls and teams before completion.
In financial institutions and insurers, a large part of the operation begins with documentation that comes through multiple channels: forms, PDFs, emails, appendices, supporting documents or case files that need to be reviewed, validated and transferred to various internal systems. Information ends up scattered across applications that do not share data or context effectively, forcing teams to organise and structure this documentation manually before processing it.
The result is that many teams end up acting like human middleware: they copy and paste, cross-check data, complete fields and re-enter the same information into different systems. The impact goes beyond efficiency; it also introduces operational risk: processing errors, longer response times, strained SLAs and processes that depend heavily on manual work to pass reviews and audits.
Akaen automates the back-office processes that create the most friction: from reading and structuring documentation to processing it across internal systems. We already have a proven case study at an IBEX 35 bank.
75%
Of KYC and onboarding tasks follow clear rules and can be automated: from reading documentation to the checks and validations needed to complete the file.
30 days
Typical time to settle an insurance claim when much of the process is managed manually. More than half of the administrative steps can be automated.
50%
Of incoming customer calls concern the status of processes that remain pending or blocked in manual workflows.
Six frictions that will be recognised by any director of operations in the sector.
The mortgage goes through several disconnected systems
Each stage of the mortgage process—scoring, external checks, valuation, payment arrangements, notarisation or cancellation—is usually managed in different systems. Because these systems do not share data effectively, the team repeatedly re-enters the same information. Analysts spend time on operational tasks while the case queue keeps growing.
KYC / AML: most alerts do not indicate real risk
AML screening systems generate hundreds of alerts per day. Between 95% and 99% end up being false positives, but they still need to be checked manually before being discarded. The result is that much of the compliance team’s time is spent validating irrelevant matches rather than investigating real risks.
The end of the month becomes a recurring crisis
Payment, card and interbank account reconciliations are often partly manual, combining data from several systems and operational reviews. The team works overtime to close in 5-8 days, and any issue adds further delay. Automation runs these reconciliations in a structured, traceable way, reducing closing to 1-2 days and removing much of the manual work.
Loss adjusters’ reports arrive as PDFs and are entered manually
The loss adjuster emails a report. Someone opens it, reviews it and transcribes its data into different systems: reserves, payments or customer communications. The same data is entered into 4-6 applications, with the resulting time cost and risk of errors.
Half of insurance cancellations are unrelated to customer choice
Many non-renewals happen because the notice is sent to an outdated address, in the wrong format or too late. The policy expires, forcing a customer who often had no intention of switching to call and take out cover again—if they do so at all.
Branch requests end up as manual tickets
When a customer asks a branch for a certificate, a duplicate, a data change or the status of a file, the request is rarely handled in a single system. A ticket is opened, information is consulted in several applications and the back-office ends up chasing data and documents until the request is closed. The result is slow response times and too much administrative burden for repetitive requests.
Mortgage back-office without operational friction
The mortgage process generates hundreds of administrative transactions daily: preparing payment instruments before signings, issuing cancellation certificates, updating interest in systems and reconciling finances. Much of this work is currently manual.
We integrate your existing systems and automate the most time-consuming workflows at two speeds: real time for urgent processes linked to notarised completion, and overnight batch processing for bulk loads and reconciliations. The team stops acting as human middleware between systems and regains time for analysis.
Proven case study
IBEX 35 bank — +1,500 automated transactions per day, 9 FTEs freed and €390K in annual savings.
Processing of claims without bottlenecks
From FNOL to settlement, an insurance claim passes through multiple teams, systems and manual handoffs. Each step requiring human intervention adds days to the cycle and increases the risk of errors. 65% of these steps follow fixed rules that do not require human judgement.
We automate claim receipt and intake, loss adjusters’ report processing, reserve updates, policyholder communications and payment processing. Claims handlers focus on complex cases and customer relationships rather than data entry.
- Automatic FNOL intake from any channel: phone, email, app or web
- Intelligent processing of loss adjusters’ reports (IDP): automatic extraction and transfer to the reserves system
- Automated communications to the insured: acknowledgement of receipt, status of the file and resolution without delay
- Automated payment for simple claims: touchless processing for clear coverage cases
Real-time operational reporting
Management, operations and service owners need visibility into cases, claims, onboarding, renewals and tickets. These metrics are often scattered across applications, spreadsheets and operational queues, so each report arrives late and requires manual consolidation.
We connect the relevant systems and build real-time reports showing volumes, cycle times, SLAs, blocked cases and operational workloads in one view. This helps detect bottlenecks as they appear rather than manage operations without visibility.
- Real-time dashboards on files, claims, onboarding, renewals or tickets
- Automatic consolidation of KPIs from core banking, CRM, document management and back-office tools
- Alerts for missed SLAs, blocked cases, queues and operational exceptions
- Traceability by process, team, channel or branch to locate operational bottlenecks
KYC, compliance and regulatory reporting without permanent crisis
AMLD6, Solvency II, IDD, DORA, GDPR... Regulatory requirements grow every year as compliance teams continue to work with processes designed for another volume. The result: dependency on key people, crisis closures and latent regulatory risk.
We automate the collection and validation of KYC documentation, the screening of sanctions lists, the generation of regulatory reports and the fulfilment of deadlines for responses to supervisory bodies. All traceable, auditable and without depending on whether someone is available at the critical moment.
- IDP for KYC document validation: automatic extraction and entry into onboarding systems
- AML screening with intelligent configuration that reduces false positives without compromising coverage
- Automatic generation of QRTs (Solvency II) and reports to the Banco de España from single sources of truth
- Automated management of DSARs (GDPR): collection, review and response within the 30-day legal deadline
From the first meeting to launch in weeks, not months.
01
Diagnosis and prioritisation
We review how your operations work today, where the manual workload is concentrated, which systems are involved and what makes most sense to automate first.
02
Design and validation
We define the workflows, integrations, rules and scope, then validate them with you before building. This gives the project a clear direction, realistic timelines and fewer surprises.
03
Implementation and launch
We develop, test with real data and launch the solution while protecting day-to-day operations. We train the team so everyday use feels natural from day one.
04
Continuous monitoring and improvement
We keep making sure everything works: monitoring, providing support, resolving issues and suggesting improvements based on actual use so the process continues to evolve.
No obligation. A short conversation to understand your situation and see where we can help.
From mortgage banking to fund manager.
Mortgage banking
End-to-end back-office: payment instruments, cancellation certificates, interest updates and financial reconciliation. 24/7 operation without manual intervention.
Retail and business banking
Automated onboarding, KYC/AML with IDP, product management and daily and monthly reconciliations without crisis closures.
General insurance (motor, home, multi-risk)
Claims processing, loss adjusters’ report processing, policy issuance and automated communications to policyholders and intermediaries.
Life and health insurance
Underwriting process automation, renewal management, actuarial reporting, and IDD and Solvency II compliance.
Brokers and intermediaries
Comparison and multi-company issuance, portfolio management, automated commissions and reporting to insurers without manual work.
Asset managers and funds
Position reconciliation, CNMV regulatory reporting, subscription and redemption automation, and communications to investors.
Solutions we apply in this sector
Knowledge Assistants
Product queries, KYC/AML regulations, contractual terms and internal procedures resolved instantly.
Intelligent document processing (IDP)
Contracts, deeds, policies and onboarding documentation extracted, validated and registered automatically.
Autonomous AI Agents
Agents that manage claims, client onboarding, complaints and regulatory reporting without manual intervention.
We work with you to identify which processes are worth improving.
We assess your operations, identify where improvements make sense and propose a realistic starting point, with no obligation and a focus on operational impact.