Why a CRM alone does not fix the document chase

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

Does Hivi-X replace Wealthbox or Redtail?

No. Hivi-X is a document-collection layer. It complements your CRM — you export organized intake packages into the system you already use.

Why not just use the CRM document folder?

You can upload files there — but ad-hoc uploads do not give missing-item tracking, approve/reject per line, or a checklist view of what the household file needs before planning.

Does Hivi-X sync bi-directionally with my CRM?

No API sync in v1. Export a PDF package from Hivi-X and upload to your CRM client folder.

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.
• Better client document collection for financial advisorsA practical checklist-first approach for Ontario advisors collecting KYC, tax, insurance, and estate documents before planning or custodian onboarding.
• 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.
• 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.