Better client document collection for financial advisors
Better client document collection for financial advisors
Stop treating every household like a custom email project
The best Ontario advisory boutiques standardize intake. New household KYC, financial plan engagement, pre-custodian account opening, and annual KYC refresh each get a checklist — not a fresh email thread invented by whoever answered the phone.
Better collection is not more software everywhere. It is one clear process:
- Define the checklist — ID, income, tax, insurance, estate, objectives, risk, SOF where needed
- Share with the household — client uploads via a secure guest link (no account needed) or my-id.ca
- Track gaps — see todo vs submitted vs approved per line
- Review items — approve, reject, or request replacement before planning
- Export the package — PDF index for Wealthbox, Redtail, or compliance folders
What Hivi-X adds to that workflow
Hivi-X is Canadian document-collection software built for that five-step pattern. Voice notes and self-hosted AI summaries help document discovery calls on the household file. Co-agent access lets an operations associate manage intake while the principal focuses on advice.
Hivi-X does not replace your CRM, custodian portal, trade supervision, or AML database tools. It complements them.
General information only
KYC, suitability, and AML obligations depend on your registration category (CIRO dealer, OSC PM, etc.) and firm policies. Consult qualified compliance counsel.
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
- What makes document collection "better" for advisors?
- Clear requests, missing-item visibility, secure portal uploads instead of email attachments, timestamped submissions, and exportable packages. Hivi-X focuses on that operational layer.
- Can I reuse the same checklist for every new household?
- Yes. Build KYC, planning, or account-opening checklists once and attach them to each household record. Seeded Ontario templates in-app are coming soon; the free PDF checklist is available now.
- Is Hivi-X a KYC compliance engine?
- No. Hivi-X collects and organizes documents you request. Suitability judgments, AML screening, and regulatory filings remain with your firm and compliance process.
Organize KYC intake documents without the email chase
Hivi-X helps Ontario financial planners and portfolio managers collect KYC documents with reusable checklists, a secure guest link (no account needed) or my-id.ca portal, self-hosted AI summaries, and exportable PDF packages for Wealthbox, Redtail, or your client file.
More Financial Planning guides
- Email is not document collection for financial advisorsOntario financial planners and portfolio managers lose time collecting KYC and planning documents through email. A checklist-first workflow keeps household files complete before planning or account opening.
- Missing documents cost advisors planning timeIncomplete KYC and planning intake files slow Ontario household onboarding. Checklist tracking shows what is still outstanding before the first planning meeting.
- Stop chasing tax returns through emailT1 generals and Notices of Assessment are core planning-file documents Ontario advisors still collect through email. A checklist portal keeps tax intake organized.
- Why a CRM alone does not fix the document chaseWealthbox, Redtail, and Salesforce handle contacts and tasks — but pre-planning client intake often still lives in email. Hivi-X fills that gap without replacing your CRM.
- Ontario KYC and financial planning intake checklistOperational checklist of common KYC, planning, and pre-custodian documents Ontario advisors collect — ID, tax, insurance, estate, and AML items.
- Financial planning client onboarding documentsWhat Ontario advisors collect during planning client onboarding — planning file vs custodian file, and a five-step intake workflow.
- Investment account opening documents (pre-custodian)Documents Ontario portfolio managers assemble before custodian onboarding — ID, banking, beneficiaries, entity records, and source of funds.
- Wealth management client intake workflowHow 50–120 household Ontario boutiques standardize intake between principal advisor and operations associate roles.
- RESP and RRSP planning documentsPlanning-file documents for RESP and RRSP engagements beyond custodian account forms — beneficiary proof, contribution room, prior statements.
- Insurance needs analysis supporting documentsDocuments holistic CFP practices collect for life, disability, and critical illness needs analysis — policies, group coverage, income replacement evidence.
- AML source of funds documentation for advisorsWhen Ontario advisors collect source-of-funds and source-of-wealth documents — and how Hivi-X collects files without AML database verification.
- Portfolio manager client file documentation (OSC)What OSC-registered portfolio managers typically keep in client files — KYC, suitability rationale, conflicts, and advice evidence.
- Staff Notice 31-368 meaningful KYC updatesDocumenting meaningful interaction evidence for KYC updates under Joint CSA/CIRO Staff Notice 31-368 — not checkbox-only CRM fields.
- Small portfolio manager document workflowDocument workflow for Ontario OSC PM boutiques — 2–8 staff, email chase pain, and checklist standardization before exams.
- Solo advisor document workflowHow solo Ontario financial planners manage KYC and planning intake without an operations team — checklist templates and portal uploads.
- Custodian portal vs planning fileWhy custodian onboarding does not replace the holistic financial planning file Ontario advisors must maintain.
- Wealthbox vs document collection for advisorsWealthbox excels at CRM — Hivi-X fills checklist-driven intake for tax returns, estate docs, and KYC evidence.
- Government ID verification for KYC intakeCollecting and reviewing government-issued photo ID for Ontario KYC — checklist workflow without automated identity database verification.
- Trusted Contact Person documentationCollecting Trusted Contact Person forms and related KYC documentation for Ontario advisory client files.
- Entity and trust beneficial ownership documentsCollecting formation documents and beneficial ownership registers for corporate and trust clients — checklist intake without AML database screening.
- Referral arrangement documentationCollecting referral arrangement disclosures and supporting records for Ontario advisory client files — OSC exam focus area.
- Risk tolerance and capacity documentationDocumenting risk tolerance and risk capacity separately for KYC — questionnaires, evidence, and checklist organization.
- Voice notes for KYC update documentationRecording discovery and review call notes with self-hosted AI summaries tied to checklist lines — supporting meaningful KYC interaction evidence.
- AI summaries for financial planning client filesSelf-hosted AI summaries of voice notes on household files — no third-party AI, Canadian hosting, checklist context.
- Co-agent workflow for planning teamsHow associate planners and operations leads collaborate on household intake with scoped co-agent access in Hivi-X.
- Exportable PDF package for CRM uploadExport organized household intake packages from Hivi-X into Wealthbox, Redtail, or Salesforce client folders.
- Canadian-hosted document collection for advisorsPIPEDA-aligned posture for Ontario advisor client files — Canadian servers, AES-256-GCM at rest, TLS, self-hosted AI.
- Secure client portal for advisor document uploadsHow Ontario advisors collect KYC and planning documents through the encrypted my-id.ca client portal instead of email.
- Principal advisor client file oversightHow managing advisors review associate intake quality before planning and exams — standardized checklists and exportable packages.