Streamlining Export Market Development Grant Claims with AI and Automation

Client Overview
The client is an Australian firm specialising in grant advisory services, supporting businesses in accessing the Export Market Development Grant (EMDG). Their consultants guide clients through complex eligibility rules and claim processes to maximise access to government funding while ensuring compliance.

The Challenge
Processing client invoices for EMDG claims was time-consuming and error-prone. Consultants spent hours assessing eligibility, manually entering data into spreadsheets, and following up with clients about missing documentation.

As volumes increased, this repetitive workload risked slowing delivery times, introducing human errors in claims, and limiting the firm’s ability to scale support for more clients in future grant rounds.

The Solution
Sync Stream developed an AI-powered, automated EMDG Reporting system, securely hosted on the client’s infrastructure. The solution uses AI, workflow automation, and integrations with HubSpot, Google Drive, and Outlook to streamline how client-submitted invoices are processed and tracked.

Key features include:

• Automated parsing of uploaded or emailed invoices, including eligibility checks and data extraction.
• Direct population of eligible expenses into structured Google Sheets.
• Automated creation of client folders in Google Drive with consistent structure.
• Smart, targeted email reminders to prompt clients for missing invoices or notify them when the claiming window opens.
• Automated follow-ups and drafting of client communication for the entire claims cycle.

This approach reduces manual entry by an estimated 80%, improves accuracy, and frees consultants to focus on high-value advisory work.

Results
Ongoing benefits include:

• Significant reduction in repetitive data entry and manual follow-up.
• Faster, more consistent invoice assessment and claim preparation.
• Lower risk of errors in client claims.
• A scalable, repeatable system for future EMDG rounds.

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