Guide

How Ontario insurance brokers collect client documents

Document collection for insurance brokers is the process of requesting, tracking, and assembling the IDs, policy documents, abstracts, and application forms a client must provide before you quote or bind. Hivi-X replaces email chasing with reusable Ontario intake checklists, a secure Canadian-hosted client portal, missing-item tracking, and an exportable PDF package for your BMS — without replacing Applied, Epic, or SIG.

Why email and shared drives break down

Most Ontario brokers still collect application documents the same way: dec pages in email, photos in text messages, loss runs in a carrier portal, and a shared drive folder someone forgot to update. It works until a file gets busy. Then documents scatter across channels, you discover a missing driver abstract the morning of a bind, and a quote you could have placed sits waiting on one attachment.

Email has no concept of "complete." There is no single place that shows what you asked for, what arrived, and what is still outstanding. Every status check is a manual scroll through a thread — and principals need an organized client file, not an inbox search, when preparing for RIBO spot checks.

What a document-collection tool actually does

A purpose-built tool turns a list of required intake items into a tracked client file. You pick a checklist template, attach it to the client record, and the client uploads each item through a secure portal. The system — not you — keeps score of what is missing and lets you approve or reject each submission.

Reusable Ontario intake checklists instead of re-typing the same email list.
A live dashboard of received vs missing items per client.
Item-level approve, reject, or request-replacement so you control quality.
An exportable PDF package you upload to Applied, Epic, SIG, or your BMS client folder.

How Hivi-X fits an Ontario broker workflow (honest v1)

Hivi-X is a document-collection layer alongside your BMS — not a replacement. You build reusable checklists for personal auto new business, renewals, and commercial submissions, attach them to client records, and clients upload via a secure guest link (no account needed) or the my-id.ca portal. Your team can also add files as they arrive from carriers or MGAs.

Voice notes and self-hosted AI summaries help capture call recaps and file notes on the client record. When the package is ready, export a PDF for your BMS folder or principal file review. Everything stays in Canada: data is hosted on Canadian servers and AI runs on infrastructure Hivi-X operates, so client information is never sent to third-party AI providers.

Organize broker intake without the email chase

Reusable Ontario checklists, my-id.ca client uploads, and exportable packages for your BMS.

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FAQ

Use a reusable intake checklist attached to the client record. The client uploads each item through a secure portal, the tool tracks what is missing, and you approve or reject submissions before exporting a package to your BMS. This removes the back-and-forth email thread that slows most files down.

Yes. In Hivi-X you build a template once — for example a personal auto new-business checklist — and reuse it for every client. You can keep several templates for different lines and tweak items per risk when needed.

Last updated 2026-07-09.

General information for Ontario insurance brokers only. Not legal or compliance advice. Not affiliated with RIBO, FSRA, or any insurance brokerage. Hivi-X is document-collection software — it is not a registered insurance broker, does not provide insurance advice, and does not guarantee RIBO or O. Reg. 991 compliance. Consult qualified counsel and your E&O carrier.