Voice notes for KYC update documentation
Voice notes for KYC update documentation
The checkbox problem
You had the annual review call. The CRM shows "KYC updated." The file has no narrative of what changed.
Voice notes plus structured summaries give operations and compliance principals something readable on the household record.
How it works in Hivi-X
- Record a voice note after a discovery or review call
- Self-hosted AI produces a summary against your checklist context
- Summary stays on the firm-controlled household file
- Export with other KYC documents for internal review
Honest scope
Hivi-X does not determine suitability or certify compliance. Summaries support documentation your compliance manual already requires.
Available on Professional and Enterprise plans ($59+ CAD/month).
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
- Where is voice data processed?
- On infrastructure Hivi-X operates. Client data is not sent to third-party AI providers.
- Does AI automatically match uploads to checklist items?
- No in v1. AI summarizes voice notes only — not uploaded documents.
- Can I tie summaries to specific checklist lines?
- Yes. Summaries are generated against checklist lines you define on the household file.
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
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