Read fields from a client's pay stub, T4, NOA or passport
Read fields from a client's pay stub, T4, NOA or passport
Short answer: when a client uploads one of five document types, open the upload on the checklist and choose Read fields. hivi-x's own AI reads a fixed set of fields and shows each value next to where it came from. You check, correct and confirm every value.
What it reads
| Document | Fields |
|---|---|
| Pay stub | Employer, employee, pay period start and end, pay date, gross pay, net pay, year-to-date gross |
| T4 slip | Tax year, employer, employee, box 14 (employment income), box 16 (CPP), box 18 (EI), box 22 (income tax deducted) |
| Notice of assessment (CRA) | Tax year, taxpayer, date issued, line 15000 (total income), line 23600 (net income), line 26000 (taxable income) |
| Bank statement | Bank, account holder, statement start and end, opening balance, closing balance |
| Passport | Surname, given names, passport number, nationality, issuing country, date of birth, expiry date |
It never reads a social insurance number, a bank account number or transactions.
How to use it
- Open the client's checklist and find the upload under its item.
- Choose Read fields. Pick the document type if hivi-x didn't guess it from the item or file name.
- Wait while it reads. That usually takes under a minute, and you can close the window and come back.
- Compare each value with the document shown beside it. Correct anything wrong and tick Confirmed.
- Choose Copy confirmed to paste the values where you need them.
Reading again, for example with a different document type, replaces the values and your confirmations. Discard removes the values and keeps the file.
How values are checked
- PDFs with real text (a notice of assessment downloaded from CRA My Account, most bank e-statements and payroll PDFs): hivi-x looks for every value in the PDF's own text. A value the document doesn't print is left out, and you see why. CRA line numbers are read straight from the text.
- Photos and scanned PDFs: there is no text layer to check against, so each value is marked as read from a picture. Compare it carefully.
- Passports: the two machine-readable lines at the bottom carry check digits. When the passport number, date of birth or expiry date passes its check, that value is used and marked as matching. When a check fails, the field is flagged.
- Amounts and dates must read as real amounts and dates. If one doesn't, it's shown exactly as printed and flagged.
Nothing is marked confirmed until you confirm it.
Privacy
- The reading runs on hivi-x's own AI on its servers in Canada. Documents are never sent to a third-party AI service.
- Values and the lines they came from are stored encrypted with the client's file. They're deleted when the file is replaced or deleted, when the checklist or client is deleted, and when your account is erased. Your data export includes them.
- Your clients are told that a business may have hivi-x read details from their uploads. See the client notice.
Limits
- Five document types only. Foreign-language certificates, employment letters and other documents aren't read.
- Values stay on the file. They don't go into the client record or another system by themselves. You can export confirmed values as CSV, or have a webhook or the Zapier app send confirmed income figures to another system. There are no personal API keys.
- Each read is something you start. Nothing is read automatically when a client uploads.
- There is an hourly limit on reads for each business.
- It is not identity verification and not proof that a document is genuine.
Related
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- Which documents can hivi-x read?
- Five types: pay stubs, T4 slips, CRA notices of assessment, bank statements (summary only) and passports. You pick the type. hivi-x suggests one from the checklist item's name and the file name. Photos and PDFs both work.
- Does hivi-x confirm the values for me?
- No. Every value starts unconfirmed. You compare it with the document shown beside it, correct it if needed, and confirm it. Confirm all found is a shortcut you choose to use. It never runs on its own.
- Is this identity verification for FINTRAC or the Law Society?
- No. Reading a passport's details is not authenticating it. hivi-x does no ID-document authentication, selfie or liveness check. The passport's machine-readable lines are checked against their own check digits, which catches misread characters, not forged documents.
- Does it read the social insurance number on a T4 or NOA?
- No. hivi-x never extracts a SIN. Numbers shaped like one are masked in the lines shown as evidence, and a SIN can't be saved in a field.
- Where do the values go?
- They stay on the file, next to the client's upload. Copy the confirmed values, or export them as a CSV file from My Clients. hivi-x doesn't write them into the client record, a CRM, a loan system or tax software.
- Is the document sent to an outside AI service?
- No. The reading runs on AI that hivi-x operates on its own servers in Canada. Nothing is sent to OpenAI, Google, Anthropic or any other AI provider.
Organize client document intake with checklists
hivi-x helps Ontario professionals collect client documents with reusable checklists, secure Canadian hosting, and exportable PDF packages.
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