Accessible online forms
Plain-language forms built to WCAG 2.2 AA, with save and return, conditional questions and mobile-first design.
Government online forms & application routing software
Government agencies: forms that route themselves. Accessible, secure and tracked.
PDF forms get printed, signed, scanned and emailed back. Applications bounce around a shared inbox until someone works out whose they are. Applicants ring to ask where things are up to. We build accessible online forms, routing and case tracking for government agencies. Every application lands with the right team and every applicant can see where theirs is at. Then we host it and look after it.
Looking for government online forms software that actually routes applications?
Most agencies have a website full of PDFs, a shared mailbox called something like 'applications@' and a line-of-business system that takes six months to change. Applications come in half finished and get forwarded three times. Then someone keys them in by hand and files a copy in the records system. Meanwhile the applicant rings the contact centre to ask what's happening. Reporting time means a week of counting rows in a spreadsheet.
Wollopit builds online services around how your agency actually works. Forms are accessible and written in plain language. They check themselves before they're submitted and route to the right team based on what's in them. Applicants get a reference number and a status they can check without picking up the phone. Officers see their queue, their timeframes and the full history in one place. We connect to the records, CRM and payment systems you already run instead of asking you to rip anything out.
01The problems
What we hear from government agencies
Does your government agency have these problems? Here's how we'd fix them.
Most agencies we talk to have good people doing careful work on processes built for paper. The paper's mostly gone but the double handling stayed.
- The problemPDF forms nobody can fill inDownload, print, sign, scan and email back. Half of them can't be read and none of them work with a screen reader.How we fix itAccessible online forms that work on any phone, save as you go and let people come back later to finish.
- The problemThe shared inbox shuffleEvery application lands in one mailbox and gets forwarded around until it finds the right team. Some sit there for a fortnight.How we fix itRouting rules by application type, region, value or risk, so each one lands in the right queue the second it's submitted.
- The problem"Where's my application up to?"The contact centre spends half its day answering status calls and has to email the back office to find out.How we fix itA reference number, a status tracker applicants can check themselves and automatic email or SMS updates at each stage.
- The problemApplications come in incompleteMissing documents, wrong boxes ticked and questions that didn't apply. Then weeks of back and forth to fix it.How we fix itSmart forms that only ask relevant questions, check answers as they go and won't submit without the documents you need.
- The problemAccessibility is an afterthoughtForms that trap keyboard users, confuse screen readers and use language nobody outside the agency understands.How we fix itBuilt to WCAG 2.2 AA from day one, tested with assistive technology and written in plain English.
- The problemPersonal information in email attachmentsLicences, medical reports and bank details sitting in inboxes, forwarded to people who don't need them.How we fix itSecure upload straight into the case, role-based access and a full audit log of who opened what and when.
- The problemFiling everything twiceOfficers download each application and save it into the records system by hand, usually with a different naming convention each time.How we fix itApplications, documents and decisions filed into your records system automatically with the right metadata.
- The problemStatutory timeframes slipNobody can see which applications are close to their deadline until one blows out and a complaint lands.How we fix itClocks on every case that pause and restart on information requests, with warnings and escalations before the deadline.
- The problemLetters typed from scratchAcknowledgements, requests for information and decision notices copied from an old Word doc and retyped.How we fix itTemplated letters and notices generated from the case details, approved in the system and sent with a copy filed.
- The problemFees paid by phone or chequeCard numbers read out over the phone, cheques in the mail and payments matched to applications by hand.How we fix itOnline payment inside the form, automatic receipts and payments reconciled against each application.
- The problemChanging a form takes a change requestA one-word fix to a question means a ticket to the vendor and a three-month wait.How we fix itA form builder your team can edit, with draft, review and publish steps so changes stay controlled.
- The problemReporting weekMinisterials, Senate estimates and annual reports mean someone counting applications in spreadsheets for days.How we fix itLive dashboards for volumes, processing times, backlogs and outcomes, with exports ready for your reports.
02What we build
Solutions
What we build for government agencies. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Form builder for staff
Create and update forms yourselves with draft, review and publish steps plus version history.
Routing & triage
Rules that send each application to the right team by type, region, value or risk, with manual reassignment when needed.
Applicant portal
Applicants log in to see every application, upload more information, respond to requests and download decisions.
Status updates
Reference numbers, a public status tracker and automatic email or SMS at each stage.
Case management
Officer queues, notes, tasks, assessments and approvals with the full history of every application.
Secure document upload
Files go straight into the case with type and size checks. Restricted access and nothing left in inboxes.
Statutory timeframe tracking
Clocks that pause for information requests, with warnings and escalations before a deadline is missed.
Letters & notices
Acknowledgements, information requests and decision notices generated from templates with approval steps.
Online payments
Application fees paid inside the form, receipts issued automatically and payments reconciled per case.
Records integration
Applications and decisions filed into Objective, Content Manager or SharePoint with the right metadata.
Grants & funding rounds
Rounds that open and close on time, eligibility checks, assessor scoring panels and acquittals.
Public consultations
Submission forms, surveys and engagement pages, with submissions tagged and summarised for the team.
Appointments & bookings
Inspections, interviews and counter appointments booked online with reminders and reschedules.
Reporting dashboards
Volumes, processing times, backlogs and outcomes live, with exports for ministerials and annual reports.
03The systems
The big ones
Your whole application process, on one system.
These are the systems agencies ask us about most. Each one works on its own and they get properly useful when they're joined up.
Online forms
Forms people can actually finish.
Every PDF becomes an accessible online form that works on a phone, asks only the questions that apply and checks answers as people go. Your team can update wording and questions themselves without waiting on a vendor.
- Built to WCAG 2.2 AA
- Tested with screen readers and keyboard
- Plain-language questions and help text
- Conditional questions that skip what doesn't apply
- Save and return later
- Address lookup and field validation
- Required document checklists
- Online fee payment
- Staff form builder with review and publish
- Version history on every form
Routing & triage
Every application lands on the right desk.
Routing rules read what's in each application and send it to the right team the moment it's submitted. Type, region, value and risk all count. Urgent ones get flagged and nothing sits in a shared inbox waiting to be noticed.
- Rules by type, region, value or risk
- Urgent and priority flags
- Team queues and individual assignment
- Workload balancing across officers
- Reassign with a reason recorded
- Duplicate application checks
- Conflict of interest declarations
- Delegations and approval chains
- Out-of-office cover
Applicant portal & updates
Applicants know where they're at. The phone goes quiet.
Each applicant gets a reference number and a portal showing exactly where their application is up to. Requests for information, uploads and decisions all happen there. Updates go out by email or SMS automatically at each stage.
- Reference number on submission
- Status tracker without a login
- Full portal for repeat applicants
- Email and SMS stage updates
- Respond to information requests online
- Upload extra documents securely
- Download decisions and receipts
- Nominate a representative or carer
- Interpreter and accessibility preferences
Case management & timeframes
Every case, every clock, one screen.
Officers see their queue, the full history of each application and how long they've got left. Statutory clocks pause for information requests and restart on their own. Letters and notices come from templates and file themselves.
- Officer and team queues
- Case notes, tasks and assessments
- Statutory clocks with pause and restart
- Deadline warnings and escalations
- Templated letters and notices
- Approvals under delegation
- Full audit log on every case
- Role-based access to sensitive cases
- Linked cases and history by applicant
Reporting & records
Reports that write themselves. Records that file themselves.
Volumes, processing times, backlogs and outcomes are live on a dashboard instead of counted by hand at reporting time. Every application, document and decision is filed into your records system with the right metadata as it happens.
- Live volumes and backlogs
- Processing times against targets
- Outcomes by type and region
- Exports for ministerials and annual reports
- Filing into Objective or Content Manager
- SharePoint filing where that's your system
- Retention and disposal metadata
- Access and audit reports
- Scheduled reports by email
04How it changes
Before and after
An application backlog, wolloped.
Here's how a single application could change. Every agency is different, so we map yours first.
Before
- Applicant prints a PDF, fills it in by hand and scans it
- It lands in the shared inbox missing two documents
- Forwarded three times before the right team picks it up
- Officer keys it in and saves a copy to records by hand
- Applicant rings the contact centre twice for an update
- Someone counts it in a spreadsheet at reporting time
After
- Applicant fills in an accessible form on their phone
- The form won't submit until the documents are attached
- Routed to the right team's queue the second it's sent
- Filed to records automatically with the right metadata
- Applicant checks their status and gets SMS updates
- It's already counted on the live dashboard
05Services
Everything under one roof
Software, websites and systems for government agencies.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for government agencies
Built around how your government agency actually runs: accessible online forms, form builder for staff and the admin in between, in one system you own.
Websites for government agencies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Government agency system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for government agencies
Routing & triage and applicant portal: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Microsoft 365, Microsoft Teams and SharePoint so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your government agency, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the systems your agency already relies on, work alongside platforms that are doing their job and replace the ones holding you back.
- Microsoft 365
- Microsoft Teams
- SharePoint
- Google Workspace
- Dynamics 365
- Salesforce
- ServiceNow
- Objective
- OpenText Content Manager
- TechnologyOne
- GovCMS
- Squiz
- Power BI
- Westpac PayWay
- Stripe
- Twilio SMS
- Granicus
- Google Maps
- Australia Post
- Zoom
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your government agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with the contact centre, the processing teams and the people who own the forms, then follow real applications from start to finish to see where they get stuck.
- 02
Archi-tech
We plan it before writing code: your forms, routing rules, timeframes, records, payments, security requirements, hosting and cost, written up so it fits your approvals and procurement process.
- 03
Build
Real engineering, shown to you early and often and tested with assistive technology. Usually the busiest or most painful form goes first so you get a win quickly.
- 04
Look after
We host it, maintain it, patch it and keep improving it. When something breaks you call the people who built it, not a ticket queue offshore.
08Questions
FAQ
Things government agencies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Do you design for accessibility standards?
Yes. We build to WCAG 2.2 AA, write in plain language and test with screen readers, keyboard-only navigation and zoom. Accessibility is part of the design from the start, not a check at the end.
How do you handle security and personal information?
Documents go straight into the case instead of sitting in inboxes. Access is limited by role and every view and change is logged. We plan hosting and security controls around your agency's requirements and privacy obligations before we build.
Can it file into our records system?
Yes. We can file applications, documents and decisions into Objective, Content Manager or SharePoint with the metadata your records team needs, so officers stop saving copies by hand.
We already have a CRM or case system. Do we have to switch?
No. If Dynamics, Salesforce, ServiceNow or another platform is doing its job, we build the forms, routing and applicant portal in front of it and pass the data through. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can our team change forms without calling you?
Yes. Staff can edit wording, questions and help text in a form builder with draft, review and publish steps. Bigger changes like new routing rules or integrations we handle for you.
Can you work within our procurement process?
Yes. We provide a written scope, a fixed quote and the documentation you need to take it through your approvals. If you need a small pilot first to prove it out, we can stage it that way.
How much does it cost?
It depends on how many forms, how much routing and which systems we connect to, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
One busy form with routing and status updates can be quick. Bigger services are planned in stages, so the first form goes live early instead of everything waiting for one big launch.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated, patched and secure. When you need something changed you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most government agencies we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a government agency problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.