Project Overview
Industry: Energy
Development Methodology: Agile
Delivered Solution: A web application for managing requests related to statements on the existence of underground heat distribution networks.
The system enables citizens and companies to easily submit requests online, while allowing TEHO employees to efficiently manage the entire process, from submission to final statement issuance.
Technologies Used
Programming Languages: PHP, JavaScript
Frameworks & Libraries:
Laravel 12 / Filament 4 (Admin Panel) / Livewire 3 / Tailwind CSS / Alpine.js
Database: MariaDB
Integrations:
OpenAI GPT-4o (AI document processing) / Resend (email service) / Ghostscript (PDF conversion)
Hosting:
Docker containers / Automated CI/CD
Project Brief
TEHO - Tepelné hospodárstvo Košice is the district heating provider for the city of Košice, managing an extensive network of underground heat distribution pipelines.
For construction permits and urban planning processes, it is necessary to obtain an official statement confirming the existence or non-existence of underground pipelines in a given location.
Main project objectives:
Digitalize the application submission process and replace paper forms with a modern web portal.
Automate the processing of scanned forms using AI technologies.
Develop an efficient administrative system for TEHO employees with defined roles and permissions.
Ensure transparency of the process through automatic notifications and real-time status tracking.
Implement a comprehensive audit trail to track all changes and maintain full compliance.
Key Features of the Solution
AI-Powered Automation
Integration of OpenAI GPT-4o for intelligent data recognition and extraction from scanned PDF forms. The system can automatically process handwritten Slovak addresses, phone numbers, and company IDs (IČO/DIČ) with an accuracy rate exceeding 90%.
Role-Based Security Model
Implementation of a three-level access control system (Admin, Manager, Operator) with detailed permission management using the Laravel Permission package. Every change is securely logged within the audit trail.
Workflow Management
A predefined five-stage application workflow (Submitted → Pending Payment → Paid → In Progress → Completed) with automatic email notifications triggered at every status update.
Two Document Types
Support for two types of statements - informative (for small constructions or non-legal purposes) and binding (for building permits or legal use), each with its own pricing and processing workflow.
Export and Reporting
Advanced export options for applications in XLS/CSV format with flexible filtering. An interactive dashboard provides real-time statistics, charts, and an overview of the latest submissions.
Solution
We developed a client portal built on the latest technologies within the Laravel ecosystem. The application consists of two main components - a public portal for citizens and a secure administrative panel for TEHO employees.
We used Filament 4, a modern framework for rapid development of administrative interfaces in Laravel, which enabled the creation of a sophisticated admin panel with minimal code. For reactive components and real-time updates, we implemented Livewire 3, ensuring a smooth user experience without the need for complex JavaScript.
The most innovative part of the project is the integration of OpenAI GPT-4o for automated processing of scanned forms. The system can read handwritten PDF forms, recognize Slovak addresses, phone numbers, and other required data, and automatically create database records.
This feature saves TEHO employees dozens of hours of manual data entry.
Key Functionalities
Public Application Portal
An intuitive online form that allows users to submit applications without registration. Citizens and companies can fill in all required information, upload cadastral maps and documentation in PDF format, while the system automatically validates mandatory fields and provides instant feedback.
AI Document Processing
Administrators can upload a scanned paper form, and the system automatically extracts all data using GPT-4o. The process runs in the background via a queue system, with notifications for successful processing or errors. It also supports handwritten Slovak-language forms.
Administrative Panel
A clear and structured interface for managing applications with advanced search, filtering, and sorting capabilities. Each request includes a detailed view with full change history, internal notes, attachments, and the ability to add additional documents. The dashboard provides real-time statistics and visual analytics through interactive charts.
Notification System
Automatic email notifications are sent to applicants for every change in their application status. Administrators receive alerts about new submissions, payment confirmations, and AI processing errors. All emails are written in Slovak and designed in line with TEHO’s brand identity.
Audit Trail and Compliance
Comprehensive logging of all actions - who, when, and what was changed. The system maintains a full history of application statuses, price snapshots for audit purposes, and logs of all email notifications. It is fully compliant with GDPR and Slovak regulatory requirements.
Export and Reporting
Applications can be exported to Excel/CSV formats with advanced filtering by status, date, statement type, and other parameters. Dashboard widgets display real-time statistics - including the number of applications over time, distribution by status, and the most recent submissions.
Future Growth Opportunities
The system was designed from the ground up to support scalability and adaptability to evolving needs of TEHO and its clients. Its modular architecture and use of modern technologies ensure flexibility and readiness for future development.
Online Payment System
Integration of a payment gateway will enable citizens and companies to pay fees for statements directly within the portal using credit cards or bank transfers. This will accelerate the processing of applications and reduce administrative workload associated with payment verification.
Mobile Application
The development of native mobile apps for iOS and Android will allow TEHO field staff to access the system directly on-site. Employees will be able to add notes, photos, and GPS locations in real time, improving both the accuracy and speed of processing.
GIS Integration and Interactive Map
Connection to TEHO’s Geographic Information System (GIS) will provide visualization of underground heat distribution networks on an interactive map. Citizens and companies will be able to mark their location of interest directly on the map, and the system will automatically identify the affected networks - simplifying the application process.
Multi-Channel Notifications
Expansion of the notification system to include SMS messages and push notifications within the mobile app.
This will enable faster and more reliable communication with applicants about status changes, especially when email communication is not ideal.
Facing a Similar Challenge?
Are You Digitizing Processes That Involve Paper Forms and Applications?
If your organization receives applications from citizens or companies, processes paper forms, or needs a more efficient system for managing requests, we can help. Our solutions combine modern web platforms with AI technologies that automate manual tasks and save dozens of hours each month.
Ideal for:
Cities and municipalities (building permits, official submissions, administrative processes)
Public institutions (citizen requests, official statements)
Energy companies (connection requests, network statements)
Property management organizations (asset management, tenant applications)
We’d be happy to share our experience and design a solution tailored to your needs.
The new application portal has significantly simplified the process of handling statement requests. Automatic AI-powered form processing saves us dozens of working hours every month. The system is intuitive, well-organized, and perfectly meets our needs. Citizens appreciate the ability to submit applications online and receive email updates about their status. Collaboration with the iMPROVE team was highly professional, and the final result exceeded our expectations.