ESG reporting in a bank: how did Eximee handle a survey containing up to 16 000 fields?

Today, ESG reporting is an integral part of banking operations. EU regulations require banks to collect ESG questionnaires from clients. This is also expected by institutions financing “green" projects, as well as by clients themselves. In practice, this means banks must regularly collect detailed information from companies about their environmental, social, and governance impacts.

However, these questionnaires can be extensive. Often, they include more than 100 questions and vary depending on the type of company. How, then, can a process be organized that meets the bank’s legal and business requirements without discouraging clients from the outset?

In this article, we demonstrate how we created a solution for one of the largest Polish banks using the Eximee platform to simplify and streamline the entire ESG process for both parties.

What is ESG reporting, and why is it important for banks?

ESG (Environmental, Social, Governance) reporting is a system that assesses companies’ activities by focusing on three main areas: environmental impact, social responsibility, and governance quality. These standards are becoming increasingly important, particularly in the context of EU regulations such as the Corporate Sustainability Reporting Directive (CSRD), which requires companies to transparently disclose non-financial data.

Banks in Poland and across the EU collect ESG questionnaires from business clients for several reasons. First, they are required by law to do so (e.g., EU regulations such as the CSRD and SFDR). Secondly, improving ESG performance increases the chances of obtaining financing, such as from the European Investment Bank, which provides preferential loans for “green" projects. Furthermore, ESG assessment has become part of credit risk evaluation, as high-emission companies may be deemed riskier borrowers in the future.

Designing an effective and convenient ESG questionnaire presents several challenges for banks. The most significant challenge is obtaining a sufficient number of responses from clients. The set of questions is prepared based on EU guidelines and depends on the type of company to which the questionnaire applies.

Small and medium-sized enterprises usually need to answer 15–30 questions, whereas large companies need to answer 40–70. For publicly listed companies, this number can exceed 120. In such situations, it is crucial to ensure a good user experience (UX) for clients completing the questionnaires. This is especially important since clients are required to complete the questionnaire regularly—at least once a year.

ESG reporting challenges based on our client’s example

From the user’s perspective, ESG reporting involves collecting and processing large amounts of data. Therefore, a key challenge for banks is designing an intuitive questionnaire.

The bank asked us to help improve its existing ESG questionnaire collection process. The main issues this solution faced included:

• A large number of fields in the questionnaire – The form used to assess a company’s ESG compliance contained a very extensive set of fields. In the most complex cases—depending on the number of financings and their purpose—the number of required fields could reach up to 16,000 on a single page. Such a large volume significantly hindered both the completion and further processing of the questionnaire.
• System performance – Processing such large amounts of data simultaneously caused system slowdowns, leading to technical issues and delays throughout the entire procedure.
• Complex UX – Users, including business owners and bank advisors, encountered difficulties navigating the form. The large number of fields made the process unintuitive and time-consuming, resulting in frustration and prolonging the overall process.
• Multiple contexts within a single questionnaire – TWhat further complicated the process was the need to collect input from various specialists. ESG reporting covers a wide range of aspects of a company’s operations, which meant that experts in financing, environmental protection, risk management, and others had to be involved.
• Different user roles –  Completing the questionnaire required the involvement of multiple individuals responsible for different areas of the business. This created additional organizational and logistical challenges, as the process involved both company representatives (corporate clients) responsible for filling out the ESG questionnaire and bank advisors who assigned the questionnaires and supervised the process.

How did Eximee help the bank automate ESG reporting?

Implementing the Eximee platform and developing a dedicated process for one of our clients significantly improved the ESG reporting process. It became more convenient and efficient, and the time required to complete it was reduced.

Here are the specific solutions that enabled this transformation:

1. Process optimization – breaking down an overwhelming form into easier-to-complete modules
   Instead of a single form containing several thousand fields, the process was divided into smaller modules.
2. Ability to pause and resume form completion
   The system allows users to save the form and return to it at any time, without the need to scroll or search again for previously entered data.
3. Facilitating user collaboration – assigning specific questionnaire modules to individuals with the appropriate expertise
   Each module addresses a specific Environmental, Social, and Governance (ESG) area and can be completed independently. This allows users to focus on their areas of expertise without having to review the entire questionnaire. This division significantly simplified and accelerated the work, reducing the burden on users.
   The Eximee platform improved collaboration between participants in the ESG reporting process. Company representatives can complete the questionnaire in stages. Each specialist is responsible for their own area, which facilitates task distribution and increases transparency.
4. Supporting collaboration between the client and the bank advisor
   Different access levels allow bank advisors to monitor progress on the questionnaire and provide support when needed.
5. Improving UX through clear communication of what has been completed and what still requires work
   Thanks to the Eximee platform, previous issues with completing the questionnaire were resolved and the user experience was improved.
   Simplified navigation and a clearer form layout reduce the amount of information displayed at once, making the system easier to use. Additionally, integration with external systems enables automatic data retrieval, significantly reducing the time required to complete the questionnaire.
6. Convenient verification of questionnaire completeness by marking individual modules as completed
   One practical feature of the ESG questionnaire completion process is the ability to mark individual modules as completed.
   This feature provides clients with clear visibility into which parts of the form have been completed and which still require attention. This feature simplifies the monitoring of progress and enables the quick identification of missing information or inconsistencies before the final submission of the questionnaire.

Key benefits of implementing Eximee in ESG reporting

Thanks to the implementation of Eximee, the bank gained not only a convenient and well-structured ESG data collection process, but also a solid foundation for its further development.

Better data organization with the Eximee Data Model

The Eximee Data Model improved data organization and information flow through:

• Data structuring – data is organized in a way that enables easy processing and reuse;
• Integration of application components – processes, forms, and questionnaires operate within a single model, without the need for manual data transfer;
• Automation of information flow – eliminating manual data mapping minimizes the risk of errors and accelerates process execution;
• Flexibility – the data model allows for quick adaptation of the application to changing regulations, without the need to create complex documentation.

Faster and easier questionnaire completion process

Instead of a single, extensive form with tens of thousands of fields, the questionnaire was divided into smaller, thematic modules.

Each of them focuses on a specific ESG area, allowing users to work only with the data they are responsible for. This division significantly accelerated and simplified the entire process.

Reduction in errors 

The integrated data model and automatic retrieval of information from external systems reduced the number of errors resulting from manual data entry.

Data is routed exactly where it should be, without the need to copy or map information between applications.

Automated questionnaire completion based on previously entered data

As part of ESG reporting, bank clients must complete the questionnaire every 12 months, or more frequently if needed. For example, clients must complete the questionnaire when applying for additional financing.

To simplify this process, Eximee pre-fills the client’s questionnaire with answers provided during previous completions.

Risk calculation

Eximee not only enables the collection of questionnaire responses but also automatically calculates ESG risk factors based on those answers.

Improved collaboration between teams 

Thanks to the ability to share documents, users can work in parallel, in stages, without worrying about losing previously entered data.

The system ensures continuity of work and smooth coordination between teams—both on the bank’s side and among corporate clients.

Easier adaptation to legal changes

The Eximee data model enables quick modifications to processes without rebuilding the entire application or creating new documentation. This flexible approach enables the system to efficiently adapt to changing regulations.

Improved work comfort

Breaking large forms into smaller modules has noticeably improved user comfort. The system operates faster, allowing users to work smoothly without delays, increasing the efficiency of each stage of the reporting process.

ESG reporting in banking can be simpler!

ESG reporting is an important element in assessing corporate sustainability and meeting EU regulatory requirements, such as the CSRD directive.

Adapting processes to new standards can be a challenge for banks, both organizationally and technologically. The Eximee platform enables their automation and simplification.

Dividing the questionnaire into smaller, easier-to-complete modules, optimizing UX, and automatically retrieving data from various sources accelerates the entire process, minimizes errors, and increases flexibility in adapting to regulatory changes.