# hivi-x

> hivi-x is Canadian client document collection software for professionals: create reusable checklists, request files through a client portal, track missing items, and keep transaction records organized on Canadian-hosted infrastructure. It is designed for real estate agents, RIBO-licensed insurance brokers, RCICs, family law firms, recruiters, property managers, psychotherapists, accountants, home care agencies, physiotherapy clinics, financial planners, mortgage brokers. Customer data is hosted in Canada. AI processing is self-hosted and customer data is not sent to OpenAI, Google, or Anthropic.

## Product

- [Home](https://hivi-x.ca/): product overview and demo request
- [Pricing](https://hivi-x.ca/pricing): Starter, Professional, and Enterprise plans (CAD)
- [About](https://hivi-x.ca/about): what hivi-x is and who it is for
- [Trust and security](https://hivi-x.ca/trust): security posture, data residency, subprocessors
- [Privacy policy](https://hivi-x.ca/privacy)
- [Terms of service](https://hivi-x.ca/terms)
- [Sitemap](https://hivi-x.ca/sitemap.xml)
- [LLM index](https://hivi-x.ca/llms.txt): curated index for answer engines (this file)
- [Full text for AI](https://hivi-x.ca/llms-full.txt): complete documentation and Ontario industry landing indexes
- [Business documentation feed](https://hivi-x.ca/docs/feed.xml): updated docs and vertical guides

## Documentation

- [Documentation home](https://hivi-x.ca/docs): hivi-x business guides and workflows
- [Getting Started](https://hivi-x.ca/docs/getting-started): documentation category
- [Business trial and billing](https://hivi-x.ca/docs/getting-started/business-trial-and-billing): What the 14-day hivi-x business trial includes, whether a credit card is needed, what happens to your data when the trial ends, and how billing works.
- [How to request a demo](https://hivi-x.ca/docs/getting-started/request-demo): Request a demo of hivi-x to see how client document collection and one-tap approval work for your business.
- [Send your first guest link](https://hivi-x.ca/docs/getting-started/send-your-first-guest-link): Go from a new hivi-x account to a real client uploading documents — template, client, guest link — without asking the client to create an account.
- [Set up your business account](https://hivi-x.ca/docs/getting-started/set-up-account): Create and configure your hivi-x business account to start collecting client documents.
- [Chrome Extension](https://hivi-x.ca/docs/chrome-extension): documentation category
- [Capture a client from another website](https://hivi-x.ca/docs/chrome-extension/how-it-works-client-capture): Record a client's details from a form on any site with the hivi extension, then review and confirm them in hivi-x.
- [Install and use the Chrome extension](https://hivi-x.ca/docs/chrome-extension/install-and-use): Install hivi autofill from the Chrome Web Store, sign in, and import your LinkedIn profile into your workspace.
- [AI Requests](https://hivi-x.ca/docs/ai-requests): documentation category
- [How AI Requests Work (Business)](https://hivi-x.ca/docs/ai-requests/how-it-works): Queue model, plan priority, quick vs heavy lanes, per-account limits, and what business teams should expect during peak usage.
- [Security & Compliance](https://hivi-x.ca/docs/security-and-compliance): documentation category
- [Trust pack for vendor review](https://hivi-x.ca/docs/security-and-compliance/trust-pack-for-vendor-review): The answers a brokerage, firm, or practice needs to complete a vendor security review of hivi-x — residency, encryption, sub-processors, DPA, and incident notification.

### Real estate (Ontario agents)

> Hivi-X is Canadian document-collection software for Ontario realtors. Organize rental and client intake with reusable checklists, a secure my-id.ca client portal, missing-item tracking, voice-to-summary notes, and exportable file packages — alongside your brokerage tools.

- [Real estate (Ontario agents) documentation hub](https://hivi-x.ca/docs/realestate): 25 guides — Ontario real estate document collection guides — rental applications, buyer and seller onboarding, document intake workflows that may support FINTRAC record-keeping, and checklist-driven intake for agents and teams. General operational information only — not legal, regulatory, or professional advice.
- [AI summaries for real estate files](https://hivi-x.ca/docs/realestate/ai-summaries-for-real-estate-files): AI summaries help Ontario realtors understand a client file faster without replacing professional review. They surface collected documents, likely missing items, key notes, and deadlines. hivi-x ties AI summaries to the document workflow, with Canadian hosting and self-hosted AI — never third-party providers.
- [Reminders for missing real estate documents](https://hivi-x.ca/docs/realestate/automated-reminders-for-missing-real-estate-documents): Follow-up should not depend on memory or sticky notes. Specific missing-item reminders — like a single outstanding pay stub — get faster responses than vague requests. hivi-x tracks checklist status so reminders are precise, reducing repeated manual follow-up on Ontario real estate files.
- [Better client document collection](https://hivi-x.ca/docs/realestate/better-client-document-collection): For Ontario realtors, client experience is a competitive advantage — and document collection is where it often breaks. Scattered, one-by-one requests feel disorganized. A clear checklist makes clients feel guided and makes the agent look prepared. hivi-x standardizes that experience with checklists, one-tap approval, and PDF exports.
- [Brokerage compliance records for real estate teams](https://hivi-x.ca/docs/realestate/brokerage-compliance-records-for-real-estate-teams): Teams cannot keep files in one person's head. hivi-x helps small Ontario real estate teams standardize document collection with reusable checklists and a clear record of requested, received, approved, and exported items — a cleaner handoff before files reach brokerage or compliance review.
- [Brokerage software is not always enough](https://hivi-x.ca/docs/realestate/brokerage-software-vs-document-collection): Brokerage and transaction systems store and process files, but they rarely fix the client-facing collection step. Ontario realtors still gather ID, income proof, references, and consent through email and text first. hivi-x organizes that collection layer, then you upload a clean package wherever your brokerage requires.
- [Busy rental season document workflow](https://hivi-x.ca/docs/realestate/busy-rental-season-document-workflow): Busy leasing periods expose weak document processes — more applicants means more IDs, pay stubs, references, and follow-ups. Preparing a reusable rental checklist before the rush keeps files consistent. hivi-x provides checklists, missing-item tracking, AI summaries, and PDF exports so the same process works for every file.
- [Buyer onboarding document checklist](https://hivi-x.ca/docs/realestate/buyer-onboarding-document-checklist): Buyer onboarding is also document collection. Ontario realtors often need ID, FINTRAC-related information, mortgage pre-approval, proof of funds, a representation agreement, and buyer preferences. hivi-x turns this into a reusable checklist so the file is organized before the search gets serious.
- [Canadian-hosted AI document collection](https://hivi-x.ca/docs/realestate/canadian-hosted-ai-document-collection): Real estate documents include sensitive IDs, income proof, and consent, so AI has to respect client trust. hivi-x uses practical AI tied to the document workflow — conversation memory, summaries, checklist and PDF reports — with Canadian hosting, encryption at rest, and self-hosted AI that is never sent to third-party providers.
- [Complete rental application packages](https://hivi-x.ca/docs/realestate/complete-rental-application-packages): In competitive Ontario rentals, the most prepared applicant often wins. A complete package — ID, income proof, references, consent, and rental history — is easier for landlords to review. hivi-x lets realtors collect these documents early with a reusable checklist and export a clean PDF package.
- [Credit consent rental application workflow](https://hivi-x.ca/docs/realestate/credit-consent-rental-application-workflow): Credit report or credit check consent is often the item that stalls an Ontario rental application when it is missing or unclear. hivi-x keeps credit consent inside the same checklist as ID, income proof, and references, with a clear received/missing status so it is handled early — not discovered at the last minute.
- [DocuSign is not document collection](https://hivi-x.ca/docs/realestate/docusign-vs-document-collection-for-realtors): DocuSign is for signatures; document collection is for gathering the full package around them. Before anything is signed, Ontario realtors still need ID, income proof, references, consent, and notes. hivi-x handles that collection step — one checklist, one status view, AI summaries, and a clean PDF export.
- [Email is not document collection](https://hivi-x.ca/docs/realestate/email-is-not-document-collection): Email was never built to collect rental application documents. Ontario real estate agents end up chasing ID, pay stubs, employment letters, references, and consent across email, text, and attachments. A checklist-first workflow like hivi-x sends one request, tracks missing items, and exports a clean, landlord-ready package.
- [Landlord onboarding document checklist](https://hivi-x.ca/docs/realestate/landlord-onboarding-document-checklist): Landlord onboarding needs structure too: property details, ownership documents, insurance, condo rules, keys and access, preferred tenant criteria, showing instructions, and a move-in inspection checklist. hivi-x collects these early so agents can answer tenant questions quickly and run a smoother leasing workflow.
- [Landlord-ready rental application packages](https://hivi-x.ca/docs/realestate/landlord-ready-rental-application-package): A landlord-ready rental package is easy to review: applicant details in one place, readable ID, clear proof of income, references, credit information, and a short summary of what is included and what is missing. hivi-x collects documents through a consistent checklist and exports that clean PDF package.
- [Missing documents cost realtors time](https://hivi-x.ca/docs/realestate/missing-documents-cost-realtors-time): Missing documents are usually discovered late, when the file is already urgent. Each one triggers reopening the file, messaging the client, re-checking uploads, and rebuilding the package. hivi-x makes missing items visible early with a checklist and status view so follow-up is specific and fast.
- [Move-in inspection document workflow](https://hivi-x.ca/docs/realestate/move-in-inspection-document-workflow): The workflow does not end at approval. Move-in still needs an inspection checklist, condition photos, keys and fobs, condo rules, insurance, and landlord instructions. hivi-x uses the same checklist style to coordinate move-in details so the final client experience stays organized.
- [Ontario rental application checklist](https://hivi-x.ca/docs/realestate/ontario-rental-application-checklist): An Ontario rental application checklist usually includes photo ID, an employment letter, recent pay stubs, credit report or credit check consent, references, rental history, and guarantor documents when needed. hivi-x turns that list into one reusable request, tracks missing items, and exports a landlord-ready PDF package.
- [Proof of income document collection](https://hivi-x.ca/docs/realestate/proof-of-income-document-collection-ontario-rentals): Proof of income is the most common follow-up in Ontario rental files — clients send the wrong, outdated, or cropped document. hivi-x requests income documents through a structured checklist, tracks what is missing, and keeps sensitive files organized with Canadian hosting and no third-party AI.
- [One secure link for client documents](https://hivi-x.ca/docs/realestate/secure-link-for-client-documents): A single secure request link is far easier for clients than scattered emails, texts, and PDF attachments. It shows what is needed, what is done, and what is still missing. hivi-x sends one structured, mobile-friendly document request so clients move faster and agents get cleaner intake.
- [Self-employed, student, and newcomer rental files](https://hivi-x.ca/docs/realestate/self-employed-student-newcomer-rental-files): Not every Ontario applicant has standard pay stubs. Self-employed, student, newcomer, and guarantor files need alternate documents and clear notes. hivi-x lets agents adapt the checklist and capture context so the landlord package is understandable even when the applicant's situation is non-standard.
- [Seller onboarding document checklist](https://hivi-x.ca/docs/realestate/seller-onboarding-document-checklist): Seller onboarding often needs more than clients expect: ID, ownership details, property tax bill, mortgage or condo documents, and listing preparation tasks. Collecting these early prevents last-minute delays. hivi-x provides a reusable seller checklist with status tracking and PDF export for internal review.
- [Document standardization for small real estate teams](https://hivi-x.ca/docs/realestate/small-real-estate-team-document-standardization): Every agent inventing their own checklist works until the team gets busy. Standardizing rental, buyer, seller, and landlord document requests reduces duplicate follow-up and gives clients a consistent experience. hivi-x lets small Ontario teams share reusable checklists, status tracking, approvals, and PDF exports.
- [Stop making clients fight PDFs](https://hivi-x.ca/docs/realestate/stop-making-clients-fight-pdfs): Making clients open, edit, save, and re-scan PDFs turns realtors into tech support and slows every file. Clients apply from phones and just want to know what to send. hivi-x replaces PDF confusion with a clear checklist request, real-time status, and a clean PDF package at the end.
- [Tenant document checklist for Ontario rentals](https://hivi-x.ca/docs/realestate/tenant-document-checklist-ontario): A tenant document checklist for Ontario rentals keeps applicant files clear before submission: photo ID, employment letter, pay stubs, credit consent or report, references, rental history, and guarantor details. hivi-x sends one structured request so tenants know exactly what to provide and agents can package it cleanly.
- [Transaction coordinator document workflow](https://hivi-x.ca/docs/realestate/transaction-coordinator-document-workflow): Transaction coordinators and assistants handle follow-up, but scattered email and text make them search as much as collect. A shared checklist and status view fixes that. hivi-x gives coordinators one place to see what is requested, received, missing, and ready to export across every client file.

### Insurance (Ontario brokers)

> Hivi-X is Canadian document-collection software for Ontario insurance brokers. Organize client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable file packages — alongside your existing BMS.

- [Insurance (Ontario brokers) documentation hub](https://hivi-x.ca/docs/insurance): 32 guides — Ontario insurance broker guides — broker client documentation, personal auto intake, disclosure supporting documents, TAC quote logs, and document collection alongside your BMS on Canadian servers. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for insurance brokers](https://hivi-x.ca/docs/insurance/email-is-not-document-collection-for-brokers): Email was never built to collect insurance application documents. Ontario brokers end up chasing government ID, prior policy dec pages, driver abstracts, and signed applications across email, text, and carrier portals — with no single view of what is still missing. A checklist-first workflow like Hivi-X tracks each item, lets clients upload through a secure portal, and exports an organized package for your BMS.
- [Missing documents cost brokers binds and renewals](https://hivi-x.ca/docs/insurance/missing-documents-cost-brokers-binds): Missing documents are usually discovered late — the morning of a bind, or when the MGA asks for a driver abstract you thought was already in the file. Each gap triggers reopening the client record, messaging the client, re-checking uploads, and rebuilding the package. Hivi-X makes missing items visible early with a checklist and status view so follow-up is specific and fast.
- [Better client document collection for insurance brokers](https://hivi-x.ca/docs/insurance/better-client-document-collection-for-brokers): For Ontario brokers, client experience is a competitive advantage — and document collection is where it often breaks. Scattered, one-by-one requests feel disorganized. A clear checklist makes clients feel guided and makes the broker look prepared. Hivi-X standardizes that experience with reusable templates, approve/reject workflow, and exportable PDF packages.
- [Stop chasing dec pages in email](https://hivi-x.ca/docs/insurance/stop-chasing-dec-pages-in-email): The prior policy declaration page is one of the first documents an Ontario auto broker requests — and one of the most commonly chased. It arrives as a PDF in email, a photo in text, or a download from a prior carrier's portal, often without the rest of the application package. Hivi-X tracks the dec page as a checklist line item on the client record so producers see whether it arrived, was approved, or is still missing.
- [Why a BMS alone does not fix the document chase](https://hivi-x.ca/docs/insurance/broker-management-system-vs-document-collection): A broker management system handles policies, eDocs, rating, and accounting — but pre-bind client intake often still happens in email, text, and carrier portals. Hivi-X fills that gap with checklist-driven document collection, missing-item tracking, and exportable packages you upload into Applied Epic, Vertafore SIG, or Power Broker. Hivi-X does not ingest CSIOnet eDocs or replace your BMS.
- [Ontario personal auto new business document checklist](https://hivi-x.ca/docs/insurance/ontario-auto-insurance-new-business-checklist): Ontario personal auto new business typically requires government photo ID, prior policy dec page, driver's abstract, vehicle details, signed CSIO application, TAC quote log fields, CISRO/Fact Sheet delivery proof, and mandatory disclosure records at or before quote. Hivi-X turns this list into a reusable checklist per client with missing-item tracking and exportable PDF packages for your BMS.
- [Auto insurance renewal document workflow](https://hivi-x.ca/docs/insurance/auto-insurance-renewal-document-workflow): Auto renewals are not always lighter than new business. Clients change vehicles, add drivers, move addresses, or shop mid-term — and each change needs updated documents and fresh disclosure records. Hivi-X gives Ontario brokers a renewal checklist per client file so updated dec pages, change requests, and CISRO/Fact Sheet delivery proof are tracked before the renewal bind.
- [Driver abstract collection for Ontario auto applications](https://hivi-x.ca/docs/insurance/driver-abstract-collection-ontario-auto): The driver's abstract (motor vehicle record) is a standard Ontario personal auto requirement — and one of the most commonly missing items at quote time. Clients may order it from ServiceOntario, have an expired copy, or send the wrong document. Hivi-X tracks the abstract as a checklist item on the client file so producers see whether it arrived and was approved before bind.
- [High-risk auto documentation checklist](https://hivi-x.ca/docs/insurance/high-risk-auto-documentation-checklist): High-risk auto placements need the same core documents as standard personal auto — plus tighter file discipline. Producers often need current abstracts for all drivers, detailed loss history, payment arrangements, and clear advice notes documenting why markets were approached. Hivi-X tracks each item on a reusable high-risk auto checklist so nothing is missing when the MGA reviews the submission.
- [Home insurance application documents for Ontario brokers](https://hivi-x.ca/docs/insurance/home-insurance-application-documents-ontario): Ontario home insurance applications typically require property details, prior policy or claims history, photos of updates or risks, mortgagee information, and signed application forms. Hivi-X lets brokers track each item on a reusable home intake checklist, collect uploads through a secure portal, and export an organized package for MGA or carrier submission.
- [Take-All-Comers quote log documentation](https://hivi-x.ca/docs/insurance/take-all-comers-quote-log-documentation): Under RIBO Guidance 004, Ontario auto brokers must maintain Take-All-Comers quote log records showing premium, insurance market, and broker comments for each market approached. Files must be retained at least six years. Hivi-X lets brokers add TAC quote log fields as checklist line items on personal auto files so principals can verify completeness before bind and export packages for BMS upload.
- [CISRO and RIBO Fact Sheet distribution records](https://hivi-x.ca/docs/insurance/cisro-fact-sheet-distribution-records): Since September 1, 2022, Ontario insurance brokers must provide clients with CISRO Principles of Fair Treatment of Customers and the RIBO Fact Sheet, and keep written records of delivery in the client file. Hivi-X lets brokers track CISRO/Fact Sheet distribution as a checklist item on new-business and renewal files so principals can verify it was completed before quote.
- [Documenting quote-only interactions in client files](https://hivi-x.ca/docs/insurance/quote-only-interactions-documentation): Ontario insurance brokers must document quote-only interactions — not just bound policies. RIBO FAQ and spot-check guidance expect written records when advice was given, disclosures were provided, and markets were quoted even if the client did not purchase. Hivi-X helps brokers open a client file at first contact, track intake and disclosure items, and export a defensible package whether or not the risk binds.
- [How to prepare for a RIBO spot check](https://hivi-x.ca/docs/insurance/ribo-spot-check-preparation-guide): RIBO spot checks review whether brokerages maintain defensible client files — not whether policies were placed. In 2023–24, 57% of spot-checked brokerages lacked written disclosure documentation. Principals should standardize intake checklists, verify disclosure-at-quote records, confirm TAC quote logs on auto files, and ensure electronic records are retrievable for at least six years. Hivi-X helps principals see file completeness across producers and export organized packages for review.
- [Ontario insurance broker record retention](https://hivi-x.ca/docs/insurance/ontario-insurance-broker-record-retention): O. Reg. 991 requires RIBO members to preserve required records for at least six years before their most recent fiscal year-end. RIBO's handbook recommends considering longer periods for commercial lines. Electronic records must be intelligible and producible on request. Hivi-X helps brokers store organized client files on Canadian servers with encryption — but does not set your retention policy or automate destruction schedules.
- [RIBO mandatory disclosures at time of quote](https://hivi-x.ca/docs/insurance/ribo-mandatory-disclosures-at-time-of-quote): Under RIBO Guidance RIBO-002, Ontario insurance brokers must provide mandatory disclosures to clients no later than the time of quote and maintain written evidence in the client file. In RIBO's 2023–24 spot checks, 57% of brokerages lacked written disclosure documentation. Hivi-X helps brokers track disclosure delivery as a checklist item on every new-business and renewal file so principals can verify timing before quote.
- [RIBO client file checklist for Ontario brokers](https://hivi-x.ca/docs/insurance/ribo-client-file-checklist-ontario): A RIBO-compliant client file is an organized record of what was collected, disclosed, and advised at each stage of the broker-client relationship. Spot checks review disclosure documentation, suitability evidence, and line-specific artifacts like TAC quote logs. Hivi-X provides checklist-driven intake so principals can see file completeness before bind and export packages for compliance review.
- [RIBO Responsible AI guidance for Ontario brokers](https://hivi-x.ca/docs/insurance/ribo-responsible-ai-for-brokers): RIBO's May 2025 Responsible AI guidance sets four pillars for licensees: licensed human oversight, transparency with clients, vendor vetting, and ensuring client data is not used to train third-party AI models. Hivi-X runs AI on infrastructure it operates in Canada — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers — which supports the vendor-vetting pillar when documenting advice with voice summaries on client files.
- [FNOL claims intake document workflow](https://hivi-x.ca/docs/insurance/fnol-claims-intake-document-workflow): First notice of loss (FNOL) intake is document-heavy: photos, police reports, proof of loss, and correspondence arrive through email, text, and phone. Hivi-X lets Ontario brokers track FNOL items on a checklist attached to the client record, collect uploads through a secure portal, and export an organized package — without replacing your BMS claims module or insurer portals.
- [Voice notes for insurance advice documentation](https://hivi-x.ca/docs/insurance/voice-notes-for-insurance-advice-documentation): RIBO expects client files to document advice given, products considered, and client instructions — including phone conversations. Hivi-X lets producers record voice notes on the client file, generate self-hosted AI summaries against checklist lines, and keep records on Canadian servers. Client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers.
- [AI summaries for insurance client files](https://hivi-x.ca/docs/insurance/ai-summaries-for-insurance-client-files): Hivi-X generates self-hosted AI summaries from voice notes on client checklists — mapping call recaps to checklist lines so producers and CSRs see what was discussed without re-reading every thread. Client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. AI summaries support file documentation; they do not auto-classify uploaded documents.
- [Co-agent workflow for insurance CSRs and producers](https://hivi-x.ca/docs/insurance/co-agent-workflow-for-insurance-csrs): Hivi-X co-agent access lets a producer invite one CSR or secondary producer per client file with scoped access — so intake, uploads, and checklist review happen on the same record without sharing BMS passwords or forwarding email threads. Principals get more consistent files when producers and CSRs work from one checklist instead of parallel inboxes.
- [Exportable PDF packages for BMS upload](https://hivi-x.ca/docs/insurance/exportable-pdf-package-for-bms-upload): When Ontario broker intake is complete in Hivi-X, producers generate and download a checklist PDF report — a single organized artifact for upload to Applied Epic, Vertafore SIG, Power Broker, or your BMS client folder. Hivi-X does not push files into your BMS automatically; you export the package and upload it where your brokerage already stores client records.
- [Canadian-hosted document collection for insurance brokers](https://hivi-x.ca/docs/insurance/canadian-hosted-document-collection-for-brokers): Ontario insurance brokers collect driver's licences, policy history, and financial documents subject to PIPEDA. Hivi-X stores client files on Canadian servers, encrypts sensitive fields with AES-256-GCM at rest, secures traffic with TLS, and runs AI on self-hosted infrastructure — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers.
- [Secure client portal for insurance document uploads](https://hivi-x.ca/docs/insurance/secure-client-portal-for-insurance-documents): Ontario brokers should avoid unencrypted email for sensitive intake documents. Hivi-X provides an encrypted, Canadian-hosted client portal where policyholders upload checklist items via a secure guest link (no account needed) or my-id.ca. Producers track missing items, approve or reject submissions, and keep everything on one broker-controlled client record — not scattered across email threads.
- [Principal Broker client file oversight](https://hivi-x.ca/docs/insurance/principal-broker-client-file-oversight): Ontario Principal Brokers are accountable for brokerage record-keeping and RIBO compliance across all producers. Hivi-X supports oversight through reusable intake templates, per-client checklist status, co-agent visibility, and exportable PDF packages — so principals can sample file completeness before spot checks instead of discovering gaps in email archives.
- [Document standardization for small insurance brokerages](https://hivi-x.ca/docs/insurance/small-insurance-brokerage-document-standardization): Small Ontario brokerages — often under 10 producers — feel RIBO spot-check pressure but lack IT teams to customize their BMS. Hivi-X standardizes intake with reusable checklist templates, a secure client portal, and exportable PDF packages for $39–$99 CAD/month — without replacing Applied, Epic, or SIG.
- [CSR document collection workflow for insurance brokerages](https://hivi-x.ca/docs/insurance/csr-document-collection-workflow): Ontario insurance CSRs often own the document chase while producers quote and advise. Hivi-X gives CSRs a shared client checklist — track missing items, upload offline documents, approve client portal submissions, and export a PDF package for the producer to upload to the BMS. Co-agent access scopes CSR work to assigned clients without sharing the producer's full book.
- [Commercial insurance submission document checklist](https://hivi-x.ca/docs/insurance/commercial-insurance-submission-checklist): Ontario commercial insurance submissions typically require loss runs, a statement of values, financial statements, completed ACORD or CSIO supplements, and class-specific schedules — plus a broker narrative. Hivi-X turns this into a reusable commercial intake checklist per client, collects uploads through a secure portal, and exports an organized package for MGA submission — without rating or binding policies.
- [How brokers collect loss runs for commercial submissions](https://hivi-x.ca/docs/insurance/loss-runs-collection-for-commercial-submissions): Loss runs are among the first documents MGAs request on commercial submissions — and among the last to arrive. They expire, come from prior carriers on different timelines, and get lost in email. Hivi-X tracks loss runs as checklist line items on the commercial client file so producers and CSRs see whether five-year history is complete before submission.
- [SABS 2026 reforms documentation for Ontario brokers](https://hivi-x.ca/docs/insurance/sabs-2026-documentation-for-brokers): Ontario auto insurance reforms effective July 1, 2026 change standard accident benefits and increase documentation expectations for brokers advising on optional coverage. RIBO and CSIO published industry guidance including an optional accident benefits consultation form. Hivi-X helps brokers organize intake, advice notes, and disclosure records on the client file — it does not generate CSIO forms or automate SABS compliance.
- [DocuSign is not document collection for insurance brokers](https://hivi-x.ca/docs/insurance/docusign-vs-document-collection-for-brokers): DocuSign is an e-signature tool for signing a document you already have. Hivi-X is a document-collection tool: it requests, tracks, and assembles the ID, dec pages, abstracts, and application forms an Ontario broker needs, flags what is still missing, and exports an organized PDF package for your BMS. They solve different problems and are often used together.

### Psychotherapy (Ontario CRPO)

> Hivi-X is Canadian document-collection software for Ontario psychotherapists. Use reusable intake checklists, secure guest link or my-id.ca client portal, missing-item tracking, voice-to-summary notes, and exportable file packages — alongside Jane, Owl Practice, or your existing practice tools.

- [Psychotherapy (Ontario CRPO) documentation hub](https://hivi-x.ca/docs/psychotherapy): 30 guides — Ontario psychotherapy and counselling guides — CRPO intake forms, informed consent, PHIPA-relevant intake practices, telehealth consent, and checklist collection alongside Jane or Owl Practice. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for psychotherapists](https://hivi-x.ca/docs/psychotherapy/email-is-not-document-collection-for-psychotherapists): Email was never built for psychotherapy intake. Ontario CRPO practitioners chase biopsychosocial history, informed consent, insurance cards, and EAP paperwork across email, text, and Jane attachments — with no single view of what is still missing. Hivi-X uses reusable intake checklists, the secure guest link or my-id.ca portal, missing-item tracking, and exportable PDF packages alongside your EMR.
- [Missing documents cost therapists session time](https://hivi-x.ca/docs/psychotherapy/missing-documents-cost-therapists-session-time): Every incomplete intake file costs a billable session segment — consent still unsigned, insurance missing, biopsychosocial history in email. Hivi-X tracks completed vs outstanding checklist items so session one can focus on client care, not paperwork chase.
- [Better client document collection for psychotherapists](https://hivi-x.ca/docs/psychotherapy/better-client-document-collection-for-psychotherapists): Better document collection for psychotherapists means one checklist per client, secure guest link or my-id.ca portal uploads, item-level approve/reject, voice summaries with self-hosted AI, and exportable PDF intake packages — alongside Jane, Owl Practice, or paper charting.
- [Stop chasing consent forms in email](https://hivi-x.ca/docs/psychotherapy/stop-chasing-consent-forms-in-email): Informed consent and telehealth consent belong in the client file before treatment begins — not as unsigned PDFs in email. Hivi-X tracks consent as checklist line items with portal upload, approve/reject, and export for your clinical record.
- [Practice management vs document collection for psychotherapy](https://hivi-x.ca/docs/psychotherapy/practice-management-vs-document-collection-for-psychotherapy): Practice management software (Jane, Owl Practice, SimplePractice) combines scheduling, billing, and clinical charting. Hivi-X specializes in pre-session intake completeness — checklist tracking, approve/reject, voice summaries, and exportable packages. Many practitioners use both.
- [Ontario psychotherapy client intake checklist](https://hivi-x.ca/docs/psychotherapy/ontario-psychotherapy-client-intake-checklist): The free Ontario psychotherapy client intake checklist covers contact details, biopsychosocial history, risk screening, informed consent, telehealth consent, extended health and EAP documents, and minor guardian consent. Build the same items as a reusable Hivi-X checklist for portal collection and tracking.
- [Therapy client intake forms in Ontario](https://hivi-x.ca/docs/psychotherapy/therapy-client-intake-forms-ontario): Therapy client intake forms in Ontario are pre-treatment documents: biopsychosocial history, risk screening, informed consent, insurance or EAP details, and telehealth consent when applicable. These are distinct from clinical session notes under CRPO Standard 5.1. Hivi-X tracks each item on a checklist with my-id.ca portal uploads.
- [Informed consent document collection](https://hivi-x.ca/docs/psychotherapy/informed-consent-document-collection): CRPO expects documented informed consent before psychotherapy — fees, limits of confidentiality, and treatment approach. Telepsychotherapy requires additional technology and privacy consent. Hivi-X collects and tracks consent via a secure guest link (no account needed) or the my-id.ca portal with approve/reject per item.
- [Clinical notes vs intake documents](https://hivi-x.ca/docs/psychotherapy/clinical-notes-vs-intake-documents): Intake documents (questionnaires, consent, insurance) are collected before and at the start of treatment. Clinical notes (session records, treatment plans, progress notes) document ongoing care under CRPO Standard 5.1. Hivi-X handles the intake layer; your EMR holds session notes.
- [CRPO record-keeping compliance](https://hivi-x.ca/docs/psychotherapy/crpo-record-keeping-compliance): CRPO Standard 5.1 requires a complete clinical record retained at least 10 years from the last client interaction (or from the 18th birthday, whichever is later). Standard 6.4 requires a successor custodian contingency plan. Hivi-X supports intake collection and export — not full clinical record lifecycle management.
- [Biopsychosocial intake questionnaire workflow](https://hivi-x.ca/docs/psychotherapy/biopsychosocial-intake-questionnaire-workflow): Biopsychosocial history questionnaires contain sensitive PHI — family, medical, substance use, and mental health background. Collect them on a checklist with portal upload and approve/reject before session one instead of email attachments.
- [Risk screening intake documentation](https://hivi-x.ca/docs/psychotherapy/risk-screening-intake-documentation): Risk screening at intake supports clinical safety planning. Collect screening questionnaires as checklist items with portal upload and therapist review — separate from ongoing risk documentation in your EMR session notes.
- [Telehealth document collection](https://hivi-x.ca/docs/psychotherapy/telehealth-document-collection): Virtual sessions require technology and privacy consent, emergency procedures, and client location verification — collected before the first video session. Hivi-X adds telehealth items to your intake checklist with portal upload and approve/reject.
- [Couples therapy intake checklist](https://hivi-x.ca/docs/psychotherapy/couples-therapy-intake-checklist): Couples therapy intake requires individual and joint consent, separate contact details, relationship history questionnaires, and sometimes guardian documentation for blended families. Hivi-X tracks each partner's submissions on a shared checklist before session one.
- [Insurance receipt supporting documents](https://hivi-x.ca/docs/psychotherapy/insurance-receipt-supporting-documents): Extended health insurers vary in coverage and session caps. Collect policy details, insurance card copies, and session limit authorization at intake. Hivi-X tracks insurance items on a checklist — no TELUS eClaims integration; receipt issuance stays in your billing workflow.
- [EAP referral document workflow](https://hivi-x.ca/docs/psychotherapy/eap-referral-document-workflow): EAP clients need referral letters, session cap documentation, and employer authorization separate from extended health intake. Hivi-X tracks EAP items on a dedicated checklist with portal upload and approve/reject before session one.
- [New client onboarding for psychotherapists](https://hivi-x.ca/docs/psychotherapy/new-client-onboarding-psychotherapists): New client onboarding flows: inquiry → intake packet → consent → insurance → review completeness → session one clinical work. Hivi-X tracks the middle steps with checklist share, portal uploads, approve/reject, and PDF export.
- [PHIPA custodian duties for psychotherapists](https://hivi-x.ca/docs/psychotherapy/phipa-custodian-duties-for-psychotherapists): Solo CRPO registrants in private practice are typically PHIPA health information custodians. Hivi-X provides Canadian hosting, encryption, and self-hosted AI — you evaluate vendors, set retention policy, and remain accountable for PHI in the file.
- [CRPO Standard 5.1 intake records](https://hivi-x.ca/docs/psychotherapy/crpo-standard-5-1-intake-records): CRPO Standard 5.1 requires a complete clinical record including intake and consent documentation retained at least 10 years. Hivi-X collects and exports intake portions — session notes and treatment plans remain in your EMR.
- [Successor custodian intake documentation](https://hivi-x.ca/docs/psychotherapy/successor-custodian-intake-documentation): CRPO Standard 6.4 requires a contingency plan including a designated successor custodian for client records. Hivi-X does not ship a built-in successor template — add designation items to your checklist or start from the free intake PDF.
- [Minor client guardian consent Ontario](https://hivi-x.ca/docs/psychotherapy/minor-client-guardian-consent-ontario): Minor clients require guardian consent and capacity documentation where applicable. Add guardian consent, custodial authority, and minor-specific intake items to your Hivi-X checklist with portal upload and therapist review.
- [Voice notes for psychotherapy intake calls](https://hivi-x.ca/docs/psychotherapy/voice-notes-for-psychotherapy-intake-calls): Record intake screening calls and generate self-hosted AI summaries mapped to checklist lines. Client data is not sent to OpenAI, Google, or Anthropic. Voice + AI summary is on the Professional tier ($59 CAD/mo).
- [AI summaries for psychotherapy client files](https://hivi-x.ca/docs/psychotherapy/ai-summaries-for-psychotherapy-client-files): Hivi-X summarizes voice notes against checklist lines using self-hosted AI on Canadian infrastructure. Client data is not sent to OpenAI, Google, or Anthropic. AI does not auto-match uploaded PDFs to checklist items in v1.
- [Co-agent workflow for therapy practices](https://hivi-x.ca/docs/psychotherapy/co-agent-workflow-for-therapy-practices): Enterprise tier co-agent workflows let supervised RP (Qualifying) associates or admin staff review checklist uploads on shared client files. The registrant of record remains accountable for the clinical file.
- [Exportable PDF package for EMR upload](https://hivi-x.ca/docs/psychotherapy/exportable-pdf-package-for-emr-upload): Hivi-X generates exportable PDF checklist reports from approved intake items. Download and upload the package to Jane App, Owl Practice, SimplePractice, or your secure clinical record archive.
- [Canadian-hosted document collection for psychotherapists](https://hivi-x.ca/docs/psychotherapy/canadian-hosted-document-collection-for-psychotherapists): Hivi-X hosts client intake data on Canadian servers with AES-256-GCM at rest, TLS in transit, and self-hosted AI for voice summaries. You remain the PHIPA custodian — Canadian hosting supports vendor due diligence, not certification.
- [Secure client portal for psychotherapy documents](https://hivi-x.ca/docs/psychotherapy/secure-client-portal-for-psychotherapy-documents): Clients upload intake documents via a secure guest link (no account needed; email OTP verification) or the authenticated my-id.ca portal. Therapists share checklists, track per-item status, and approve or reject submissions.
- [Small group practice intake standardization](https://hivi-x.ca/docs/psychotherapy/small-group-practice-intake-standardization): Small group practices (2–4 clinicians) standardize intake with shared checklist templates, consistent portal workflow, and co-agent review on Enterprise. Every clinician sees the same missing-item dashboard before session one.
- [Solo psychotherapist intake workflow](https://hivi-x.ca/docs/psychotherapy/solo-psychotherapist-intake-workflow): Solo RPs often handle intake, scheduling, and clinical work without admin staff. Hivi-X Starter ($39 CAD/mo) supports reusable checklists and portal uploads so you review completeness before session one — not during billable time.
- [Jane App vs document collection for psychotherapy](https://hivi-x.ca/docs/psychotherapy/jane-app-vs-document-collection-for-psychotherapy): Jane App handles scheduling, billing, charting, and in-portal forms. Hivi-X handles pre-session intake completeness — missing-item tracking, approve/reject, voice summaries with self-hosted AI, and exportable packages. Many practitioners use both.

### Mortgage (Ontario brokers)

> Hivi-X is Canadian document-collection software for Ontario mortgage agents. Use reusable borrower checklists, secure Canadian-hosted storage, item-level approve/reject review, voice-to-summary notes, and exportable file packages — alongside your brokerage LOS or intake portal.

- [Mortgage (Ontario brokers) documentation hub](https://hivi-x.ca/docs/mortgage): 30 guides — Ontario mortgage broker guides — borrower intake checklists, income verification, borrower documentation workflows relevant to brokerage supervision and AML programs, lender submission packages, and document collection alongside your LOS on Canadian servers. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for mortgage brokers](https://hivi-x.ca/docs/mortgage/email-is-not-document-collection-for-mortgage-brokers): Email was never built to collect mortgage application documents. Ontario agents end up chasing government ID, pay stubs, T4s, bank statements, and gift letters across email, text, and shared drives — with no single view of what is still missing. A checklist-first workflow like Hivi-X tracks each item, lets borrowers upload via a secure guest link (no account needed) or the my-id.ca portal, and exports an organized package for your LOS.
- [Missing documents cost mortgage agents closings](https://hivi-x.ca/docs/mortgage/missing-documents-cost-mortgage-brokers-closings): Incomplete borrower files are one of the biggest hidden costs for Ontario mortgage agents. Pay stubs in email, bank statements in text, and gift letters in a shared drive give no view of what is still missing before lender submission. Hivi-X checklist tracking shows completed vs outstanding items per deal so you catch gaps before PTD conditions land.
- [Better borrower document collection for mortgage agents](https://hivi-x.ca/docs/mortgage/better-client-document-collection-for-mortgage-brokers): Better borrower document collection means one repeatable checklist per deal type, a single borrower record for all uploads, and item-level approve/reject before lender submission. Hivi-X lets Ontario agents build purchase, refinance, and self-employed templates once, share them via a secure guest link (no account needed) or the my-id.ca portal, and export organized PDF packages — alongside Finmo, BOSS, or Filogix.
- [Stop chasing pay stubs in email](https://hivi-x.ca/docs/mortgage/stop-chasing-pay-stubs-in-email): Pay stubs, T4s, and employment letters are the most re-requested items in Ontario mortgage files — they arrive late, blurry, in the wrong email thread, or without enough detail for underwriting. Hivi-X income verification checklists track each item with approve/reject review so you catch mismatches before lender submission, not after PTD conditions land.
- [Why a mortgage LOS alone does not fix the document chase](https://hivi-x.ca/docs/mortgage/mortgage-los-vs-document-collection): A mortgage loan origination system handles borrower portals, lender submission, and integrations — but pre-LOS client intake often still happens in email, text, and shared drives. Hivi-X fills that gap with checklist-driven document collection, missing-item tracking, and exportable packages you upload into Finmo, BOSS, Filogix, or your lender portal. Hivi-X does not replace lender connectivity or submit applications.
- [Ontario mortgage application document checklist](https://hivi-x.ca/docs/mortgage/ontario-mortgage-application-document-checklist): An Ontario mortgage application package typically includes government photo ID, proof of income, employment verification, down-payment proof, property details, and credit consent. Lenders add deal-specific items. This operational checklist reflects common intake practice — verify requirements with your principal broker, lenders, and current FSRA/FINTRAC guidance. Hivi-X lets you build it as a reusable tracked checklist.
- [Mortgage pre-approval document workflow](https://hivi-x.ca/docs/mortgage/mortgage-pre-approval-document-workflow): A minimum viable Ontario pre-approval package usually includes government photo ID, recent pay stubs or income documentation, employment letter, credit consent, and down-payment verification. Self-employed borrowers add T1 General and NOA. Hivi-X lets you build a reusable pre-approval checklist with missing-item tracking — it does not rate deals or submit to lenders.
- [Income verification for Ontario mortgage applications](https://hivi-x.ca/docs/mortgage/income-verification-mortgage-application-ontario): Income verification for Ontario mortgages requires documented proof that matches what the borrower stated — pay stubs and employment letters for salaried borrowers; T1 General, NOA, and business financials for self-employed. Hivi-X income checklists track each document with approve/reject review. Hivi-X does not verify income, calculate ratios, or underwrite deals.
- [Self-employed borrower documents for Ontario mortgages](https://hivi-x.ca/docs/mortgage/self-employed-borrower-documents-ontario): Self-employed Ontario mortgage files typically require 2–3 years of T1 General, Notice of Assessment, business financial statements, business bank statements, and sometimes GST/HST returns. Lenders reconcile stated revenue against expenses. Hivi-X BFS checklists track each document with missing-item visibility and approve/reject review — it does not verify income or assess suitability.
- [Purchase vs refinance mortgage documents](https://hivi-x.ca/docs/mortgage/purchase-vs-refinance-document-checklist): Purchase files emphasize Agreement of Purchase and Sale, down-payment proof, and first-time buyer program documents. Refinance and renewal files emphasize current mortgage statements, property tax bills, updated income, and sometimes appraisal. Hivi-X lets you maintain separate reusable checklists per deal type with missing-item tracking.
- [Mortgage renewal and refinance intake workflow](https://hivi-x.ca/docs/mortgage/mortgage-renewal-refinance-intake-workflow): Renewal and refinance Ontario mortgage files emphasize current mortgage statements, property tax bills, updated income, and sometimes appraisal — not APS or down-payment proof. Fixed-rate renewals in 2025–2027 add re-qualification volume. Hivi-X renewal checklists track each item with missing-item visibility; borrowers upload via a secure guest link (no account needed) or my-id.ca.
- [First-time home buyer mortgage documents in Ontario](https://hivi-x.ca/docs/mortgage/first-time-homebuyer-document-checklist-ontario): First-time home buyer Ontario mortgage files need the standard ID and income package plus purchase-specific items: Agreement of Purchase and Sale, down-payment proof, and gifted down-payment documentation (gift letter + donor proof) when applicable. Program-specific forms vary by lender. Hivi-X FTB checklists track each item with missing-item visibility.
- [FINTRAC KYC for Ontario mortgage brokers](https://hivi-x.ca/docs/mortgage/fintrac-kyc-mortgage-brokers-ontario): Since October 11, 2024, Ontario mortgage brokers are FINTRAC reporting entities under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act. Brokerages need a compliance program, client identification using prescribed methods, and record retention (typically 5 years for certain records). Hivi-X helps organize KYC documents on the agent-controlled record; it does not file FINTRAC reports or replace your compliance program.
- [FSRA mortgage broker compliance file](https://hivi-x.ca/docs/mortgage/fsra-mortgage-broker-compliance-file): Under the MBLAA and O. Reg. 188/08, Ontario brokerages must take reasonable steps to verify identity, maintain fraud-detection policies, and support Form 1 disclosures with evidence of income, employment, property value, and credit — with principal broker accountability. Hivi-X helps collect, organize, timestamp, and export borrower documents; it does not replace your brokerage compliance program.
- [Ontario mortgage broker record retention](https://hivi-x.ca/docs/mortgage/ontario-mortgage-broker-record-retention): Ontario mortgage brokers face parallel record-keeping under FSRA supervision and FINTRAC reporting-entity rules — commonly including multi-year retention for identification and transaction records. Scattered email attachments make retrieval difficult. Hivi-X stores borrower files on Canadian servers with timestamped activity and exportable packages; retention policies remain your brokerage's responsibility.
- [Principal broker borrower file oversight](https://hivi-x.ca/docs/mortgage/principal-broker-borrower-file-oversight): Principal brokers are accountable for fraud-prevention policies and agent supervision across the brokerage. Checklist-driven intake gives principals a consistent file index — identity, income, down-payment, and disclosure support docs — instead of six different email workflows. Hivi-X exports organized PDF packages for principal review; it does not replace brokerage compliance programs.
- [Form 1 disclosure documentation for mortgage files](https://hivi-x.ca/docs/mortgage/form-1-disclosure-documentation-mortgage): Form 1 and related Ontario mortgage disclosures must be supported by evidence of income, employment, property value, and credit — not just the signed form. Hivi-X checklist-driven intake collects the supporting documents principals and FSRA supervision expect in the borrower file. Hivi-X does not prepare Form 1 or provide legal advice.
- [Gift letter and down-payment documentation in Ontario](https://hivi-x.ca/docs/mortgage/gift-letter-down-payment-documentation-ontario): Gifted down payments in Ontario mortgage files require a signed gift letter, donor government ID, and donor proof of funds — plus confirmation the gift is non-repayable per lender requirements. Documents often arrive from multiple parties on different timelines. Hivi-X checklist lines track each item with missing-item visibility; it does not verify source of funds or assess suitability.
- [PTD lender conditions document workflow](https://hivi-x.ca/docs/mortgage/ptd-lender-conditions-document-workflow): Prior-to-funding (PTD) lender conditions arrive after initial approval — updated pay stubs, LOEs, insurance binders, and property items. Agents often start a second email chase. Hivi-X lets you add PTD conditions as checklist lines on the existing borrower record with missing-item tracking and approve/reject review.
- [Lender submission package workflow](https://hivi-x.ca/docs/mortgage/lender-submission-package-workflow): Lender submission starts with a complete borrower file: intake, quality review, principal broker sign-off, then upload to Finmo, BOSS, Filogix, or a lender portal. Hivi-X owns intake through review and PDF export — not lender connectivity or automated submission.
- [Private and alternative mortgage documentation](https://hivi-x.ca/docs/mortgage/private-alternative-mortgage-documentation): Private and alternative Ontario mortgage deals often require enhanced source-of-funds documentation, investor disclosure support, and authentication trails beyond standard A-lender intake. FSRA supervision intensity increases for fraud-sensitive files. Hivi-X standardized checklists give principals a consistent file index; it does not underwrite, place private mortgages, or certify compliance.
- [Co-agent workflow for mortgage teams](https://hivi-x.ca/docs/mortgage/co-agent-workflow-for-mortgage-teams): Micro-brokerages with 2–3 agents often split deals but share principal broker oversight. Co-agent workflows in Hivi-X let teams use consistent checklist templates, share borrower files, and export packages principals can review — without six different email intake styles.
- [Exportable PDF package for LOS upload](https://hivi-x.ca/docs/mortgage/exportable-pdf-package-for-los-upload): When a borrower checklist is complete, Hivi-X generates an exportable PDF package with an organized file index — for principal broker review or manual upload to Finmo, BOSS, Filogix, or your lender portal. Hivi-X does not auto-upload to LOS systems or submit to lenders.
- [Canadian-hosted document collection for mortgage brokers](https://hivi-x.ca/docs/mortgage/canadian-hosted-document-collection-for-mortgage-brokers): Ontario mortgage agents collect government ID, bank statements, and income documents — sensitive borrower PII that should not live in unencrypted email or arbitrary cloud folders. Hivi-X stores borrower files on Canadian servers with AES-256-GCM encryption at rest, TLS in transit, and self-hosted AI that does not send PII to OpenAI, Google, or Anthropic.
- [Secure client portal for mortgage documents](https://hivi-x.ca/docs/mortgage/secure-client-portal-for-mortgage-documents): Hivi-X borrowers upload mortgage documents via a secure guest link (no account needed; email OTP verification) or the my-id.ca portal. Agents share checklists via email notification; borrowers see shared items and upload per checklist line. Hivi-X does not replace Finmo or BOSS borrower portals for mandated LOS workflows.
- [Small mortgage brokerage document standardization](https://hivi-x.ca/docs/mortgage/small-mortgage-brokerage-document-standardization): Solo agents and 2-person Ontario micro-brokerages often lack mandated national franchise tech stacks. Without standardization, each agent invents their own email intake list. Hivi-X reusable checklist templates and exportable PDF packages give principals a consistent file index across agents — without replacing Finmo, BOSS, or Filogix.
- [Agent document collection workflow](https://hivi-x.ca/docs/mortgage/agent-document-collection-workflow): A practical Ontario mortgage agent document workflow: pick a reusable checklist template, open a borrower file, collect uploads via a secure guest link (no account needed) or the my-id.ca portal, track gaps with approve/reject review, and export a PDF package for principal broker or LOS upload. Hivi-X does not submit to lenders.
- [Voice notes for mortgage advice documentation](https://hivi-x.ca/docs/mortgage/voice-notes-for-mortgage-advice-documentation): Mortgage agents document advice and borrower context during phone calls — income explanations, program discussions, and condition clarifications. Hivi-X voice notes on borrower files support call recaps against checklist lines with self-hosted AI transcription and summaries. Borrower PII is not sent to OpenAI, Google, or Anthropic.
- [AI summaries for mortgage borrower files](https://hivi-x.ca/docs/mortgage/ai-summaries-for-mortgage-borrower-files): Hivi-X self-hosted AI summarizes voice notes on mortgage borrower files — helping agents document call recaps and file context without sending borrower PII to OpenAI, Google, or Anthropic. AI does not automatically match uploaded files to checklist items today; that is a planned future feature.
- [DocuSign vs document collection for mortgage agents](https://hivi-x.ca/docs/mortgage/docusign-vs-document-collection-for-mortgage-brokers): DocuSign and similar tools execute e-signatures on forms you send. Hivi-X collects the borrower evidence those forms depend on — ID, pay stubs, bank statements, gift letters — with checklist tracking, approve/reject review, and exportable PDF packages. They solve different problems; many agents use both or use LOS-native signing alongside Hivi-X intake.

### Financial planning (Ontario advisors)

> Hivi-X is Canadian document-collection software for Ontario financial planners and portfolio managers. Organize household intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary meeting notes, and exportable file packages — alongside your CRM and custodian portals.

- [Financial planning (Ontario advisors) documentation hub](https://hivi-x.ca/docs/financialplanning): 30 guides — Ontario financial planner guides — KYC intake, client-file documentation for advisors, RESP/RRSP planning files, AML source-of-funds collection, and checklist workflows alongside your CRM and custodian. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for financial advisors](https://hivi-x.ca/docs/financialplanning/email-is-not-document-collection-for-advisors): Email was never built to collect KYC and financial-planning documents. Ontario advisors end up chasing government ID, tax returns, insurance policies, and estate records across email, text, and shared drives — with no single view of what is still missing. A checklist-first workflow like Hivi-X tracks each item, lets clients upload via a secure guest link (no account needed) or the my-id.ca portal, and exports an organized package for your CRM or compliance folder.
- [Missing documents cost advisors planning time](https://hivi-x.ca/docs/financialplanning/missing-documents-cost-advisors-time): When tax returns, insurance policies, or ID verification are still missing, planning meetings slip and associates send repeat follow-up emails. Ontario advisors report community averages of weeks per household onboarding when intake is unstructured. Hivi-X shows completed vs outstanding checklist items so your team knows when the file is ready for review — not when the client finally replies to the third email thread.
- [Better client document collection for financial advisors](https://hivi-x.ca/docs/financialplanning/better-client-document-collection-for-advisors): Better document collection for Ontario advisors means one reusable checklist per workflow, one household file per client, item-level approve/reject, and an exportable package for your CRM or compliance folder. Hivi-X provides that intake layer on Canadian servers — alongside Wealthbox, Redtail, and your custodian portal, not instead of them.
- [Stop chasing tax returns through email](https://hivi-x.ca/docs/financialplanning/stop-chasing-tax-returns-in-email): Tax returns and Notices of Assessment belong in the financial planning file — not scattered across Gmail threads. Hivi-X requests T1 generals and NOA as explicit checklist items, tracks whether each tax year is received and approved, and keeps them on the household record with other KYC and planning documents. Clients upload via a secure guest link (no account needed) or my-id.ca.
- [Why a CRM alone does not fix the document chase](https://hivi-x.ca/docs/financialplanning/crm-vs-document-collection-for-advisors): A CRM handles contacts, tasks, calendar, and portfolio notes — but pre-planning client intake often still happens in email and shared drives. Hivi-X fills that gap with checklist-driven document collection, missing-item tracking, and exportable packages you upload into Wealthbox, Redtail, or Salesforce. Hivi-X does not replace CRM reporting or trade supervision.
- [Ontario KYC and financial planning intake checklist](https://hivi-x.ca/docs/financialplanning/ontario-kyc-document-checklist): Ontario advisors commonly collect government photo ID, address verification, employment or income evidence, investment objectives and risk documentation, tax returns, insurance policies, estate records, and pre-custodian account-opening forms. This operational checklist reflects typical boutique practice — verify requirements against CIRO, OSC, FINTRAC, and your compliance manual. Hivi-X lets you build the same list as a reusable digital checklist.
- [Financial planning client onboarding documents](https://hivi-x.ca/docs/financialplanning/financial-planning-client-onboarding): Financial planning client onboarding in Ontario splits into two layers: custodian account forms (handled in the custodian portal) and the planning file (tax, insurance, estate, objectives, risk) your boutique still collects separately. A five-step checklist workflow — define, share, collect, review, export — keeps household intake organized before the first planning meeting.
- [Investment account opening documents (pre-custodian)](https://hivi-x.ca/docs/financialplanning/investment-account-opening-documents): Before submitting to a custodian portal, Ontario portfolio managers often assemble a pre-custodian package: government ID, void cheque or bank verification, beneficiary designations, entity or trust formation documents, authorized trader resolutions, and source-of-funds evidence for non-standard deposits. Hivi-X collects these on a checklist and exports a package for custodian handoff — it does not replace the custodian onboarding system.
- [Wealth management client intake workflow](https://hivi-x.ca/docs/financialplanning/wealth-management-client-intake): A typical Ontario wealth boutique (2–8 staff, 50–120 households) splits intake: the principal advisor runs discovery and suitability; an operations associate chases documents. Without a shared checklist, email and Word lists drift between associates. Hivi-X standardizes household intake with reusable templates, missing-item tracking, and exportable packages for principal review before exams.
- [RESP and RRSP planning documents](https://hivi-x.ca/docs/financialplanning/resp-rrsp-planning-documents): RESP and RRSP planning goes beyond account-opening forms. Ontario advisors often collect beneficiary birth certificates or SIN proof, prior plan statements, contribution room documentation, and held-away registered assets. Hivi-X lists each item on the household checklist, tracks submissions through my-id.ca, and keeps planning documents with the rest of the KYC file.
- [Insurance needs analysis supporting documents](https://hivi-x.ca/docs/financialplanning/insurance-needs-analysis-documents): Holistic financial planning often includes insurance needs analysis. Supporting documents typically include existing life, disability, and critical illness policies, group benefits summaries, income-replacement worksheets, and carrier health questionnaires. Hivi-X collects these on the household planning checklist — distinct from insurance broker application intake on the /insurance vertical.
- [AML source of funds documentation for advisors](https://hivi-x.ca/docs/financialplanning/aml-source-of-funds-documents): FINTRAC and firm AML policies may require source-of-funds or source-of-wealth documentation for non-standard deposits, entity clients, and higher-risk relationships. Hivi-X collects the documents you request on a checklist — bank statements, sale agreements, gift letters, corporate financials — but does not run PEP, sanctions, or identity database verification.
- [Portfolio manager client file documentation (OSC)](https://hivi-x.ca/docs/financialplanning/fiduciary-file-documentation): OSC exams commonly review whether a portfolio manager client file documents know-your-client information, suitability rationale, conflicts disclosure, and the basis for advice. Custodian packets cover account opening; they do not automatically organize tax returns, insurance policies, estate documents, or meeting evidence. Hivi-X helps boutiques collect and export those planning-file documents on Canadian servers.
- [Staff Notice 31-368 meaningful KYC updates](https://hivi-x.ca/docs/financialplanning/meaningful-kyc-updates-sn-31-368): Joint CSA/CIRO Staff Notice 31-368 expects know-your-client updates to reflect meaningful interaction with the client — not silent checkbox updates in your CRM. Evidence may include updated questionnaires, new financial statements, and documented meeting or call notes. Hivi-X helps collect updated documents on a checklist and capture voice summaries on the household file. It is a document-collection layer, not a suitability engine.
- [Small portfolio manager document workflow](https://hivi-x.ca/docs/financialplanning/small-pm-document-workflow): Ontario OSC portfolio manager boutiques (often 2–8 staff and 50–120 households) collect planning files separately from custodian onboarding. Email, Word checklists, and shared drives create multi-week onboarding and weak exam narratives. Hivi-X standardizes household intake with reusable checklists, missing-item tracking, and exportable packages — without trade supervision or CRM replacement.
- [Solo advisor document workflow](https://hivi-x.ca/docs/financialplanning/solo-advisor-document-workflow): Solo Ontario advisors wear every hat — discovery, planning, compliance prep, and document chase. Without an operations associate, email intake steals planning capacity. Hivi-X Starter ($39/month, 50 households) provides reusable checklists, missing-item tracking, and client portal uploads so solo advisors see gaps before the next meeting — not after the third follow-up email.
- [Custodian portal vs planning file](https://hivi-x.ca/docs/financialplanning/custodian-portal-vs-planning-file): Custodian portals handle investment account forms, beneficiaries, and EFT setup. They do not automatically collect tax returns, insurance policies, pension statements, estate documents, or meeting evidence for annual KYC refreshes. Hivi-X is the planning-file and pre-custodian document-collection layer that complements your custodian — it does not replace it.
- [Wealthbox vs document collection for advisors](https://hivi-x.ca/docs/financialplanning/wealthbox-vs-document-collection): Wealthbox is a CRM for contacts, tasks, and calendar workflows common in Canadian boutiques. Hivi-X is a document-collection layer: reusable KYC and planning checklists, missing-item tracking on my-id.ca uploads, item-level approve/reject, and exportable intake packages for your Wealthbox client folder. They solve different problems and are often used together.
- [Government ID verification for KYC intake](https://hivi-x.ca/docs/financialplanning/government-id-verification-for-kyc): Ontario KYC intake typically requires valid government-issued photo ID and often secondary address verification. Hivi-X collects ID as checklist items with approve/reject workflow — clients upload via a secure guest link (no account needed) or my-id.ca. Hivi-X does not verify identities against government databases or FINTRAC systems; your firm reviews legibility, expiry, and match to the client record.
- [Trusted Contact Person documentation](https://hivi-x.ca/docs/financialplanning/trusted-contact-person-documentation): Trusted Contact Person (TCP) forms are a common KYC and exam-focus item for Ontario advisors. Hivi-X adds TCP collection as an explicit checklist line — clients upload signed forms through my-id.ca, and your team approves or rejects before the household file is marked complete. Hivi-X does not determine when TCP is required; follow your registration category and firm compliance manual.
- [Entity and trust beneficial ownership documents](https://hivi-x.ca/docs/financialplanning/entity-trust-beneficial-ownership-documents): Entity and trust clients require formation documents, beneficial ownership registers, authorized individual resolutions, and often source-of-funds evidence. Hivi-X collects these as checklist items with portal uploads and approve/reject workflow. Hivi-X does not run AML beneficial-ownership database verification — your compliance process determines what satisfies firm policy.
- [Referral arrangement documentation](https://hivi-x.ca/docs/financialplanning/referral-arrangement-documentation): OSC exam focus areas include referral arrangement documentation. When a client was referred, your file may need disclosure records and supporting documentation per firm policy. Hivi-X adds referral arrangement items to the household checklist — clients or staff upload disclosures through the portal, and approved documents stay on the firm-controlled record alongside other KYC items.
- [Risk tolerance and capacity documentation](https://hivi-x.ca/docs/financialplanning/risk-tolerance-and-capacity-documentation): CIRO and OSC KYC guidance expects risk tolerance and risk capacity to be assessed and documented separately. Hivi-X collects completed questionnaires, supporting financial evidence, and advisor notes as checklist items on the household file. Hivi-X does not score suitability or replace your compliance engine — it organizes the documents and recorded responses your process requires.
- [Voice notes for KYC update documentation](https://hivi-x.ca/docs/financialplanning/voice-notes-for-kyc-update-documentation): Staff Notice 31-368 meaningful KYC updates may require evidence of client interaction — not just checkbox CRM updates. Hivi-X lets advisors record voice notes on the household file; self-hosted AI summarizes recaps against checklist lines you define. Client data is not sent to OpenAI, Google, or Anthropic. Voice summaries support your file documentation; they do not replace suitability analysis.
- [AI summaries for financial planning client files](https://hivi-x.ca/docs/financialplanning/ai-summaries-for-financial-planning-files): Hivi-X Professional and Enterprise plans include voice notes with self-hosted AI summaries on household client files. Summaries are generated against checklist lines you define — useful for discovery calls, annual reviews, and KYC update documentation. Client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. AI does not auto-match uploaded documents to checklist items in v1.
- [Co-agent workflow for planning teams](https://hivi-x.ca/docs/financialplanning/co-agent-workflow-for-planning-teams): Growing PM boutiques split intake between associate planners and operations leads. Hivi-X co-agent workflows let multiple team members work on the same household file with scoped access — associates chase checklist completion, principals approve KYC items and planning readiness. Available on Enterprise ($99/month); smaller teams may use a single shared business account on lower tiers.
- [Exportable PDF package for CRM upload](https://hivi-x.ca/docs/financialplanning/exportable-pdf-package-for-crm-upload): When household intake is complete, Hivi-X generates an exportable PDF package — an organized file index of checklist items and collected documents for upload to Wealthbox, Redtail, Salesforce, or internal compliance folders. There is no bi-directional CRM API sync in v1; export and upload is the handoff pattern.
- [Canadian-hosted document collection for advisors](https://hivi-x.ca/docs/financialplanning/canadian-hosted-document-collection-for-advisors): Ontario advisors collect highly sensitive KYC and planning documents. Hivi-X stores data on Canadian servers, encrypts sensitive fields at rest with AES-256-GCM, uses TLS in transit, and runs AI on infrastructure Hivi-X operates — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. See the Hivi-X trust page for operational details.
- [Secure client portal for advisor document uploads](https://hivi-x.ca/docs/financialplanning/secure-client-portal-for-advisor-documents): Ontario advisors should avoid unencrypted email for KYC intake. Hivi-X provides an encrypted, Canadian-hosted client portal where households upload checklist items via a secure guest link (no account needed) or my-id.ca. Advisors track missing items, approve or reject submissions, and keep everything on one firm-controlled household record.
- [Principal advisor client file oversight](https://hivi-x.ca/docs/financialplanning/principal-advisor-client-file-oversight): Managing advisors and compliance principals need visibility into whether associate-collected household files are complete before planning or OSC review. Hivi-X standardizes intake across associates with reusable checklists, missing-item dashboards, approve/reject audit trail, and exportable PDF packages for principal sign-off — without replacing your compliance engine.

### Family law (Ontario firms)

> Hivi-X is Canadian document-collection software for Ontario family law firms. Organize Rule 13 and intake document collection with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, clerk/lawyer approve-reject review, and exportable disclosure packages — alongside Clio or your practice management system.

- [Family law (Ontario firms) documentation hub](https://hivi-x.ca/docs/familylaw): 30 guides — Ontario family law firm guides — Rule 13 financial disclosure, Form 13 and 13.1 source documents, clerk review workflows, and checklist-driven intake alongside Clio or your practice management system. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for family lawyers](https://hivi-x.ca/docs/familylaw/email-is-not-document-collection-for-family-lawyers): Email was never built to collect Rule 13 financial disclosure. Ontario family lawyers end up chasing tax returns, Notices of Assessment, pay stubs, and bank statements across email threads — with no single view of what is still missing. A checklist-first workflow like Hivi-X tracks each item, lets clients upload via a secure guest link (no account needed) or the my-id.ca portal, and supports clerk review before you swear Form 13 or 13.1.
- [Missing documents cost family lawyers time](https://hivi-x.ca/docs/familylaw/missing-documents-cost-family-lawyers-time): Missing Rule 13 source documents force Ontario family lawyers and clerks into repeated follow-ups, inbox searches, and last-minute scrambles before conferences. Without a missing-item dashboard, admin time that should go to drafting and court prep disappears into attachment hunting. Hivi-X tracks each checklist item so your team knows exactly what is still outstanding.
- [Better client document collection for family lawyers](https://hivi-x.ca/docs/familylaw/better-client-document-collection-for-family-lawyers): Better client document collection for family lawyers means one reusable checklist per matter type, a secure Canadian-hosted portal for uploads, item-level clerk review, and an exportable disclosure PDF — instead of scattered email threads. Hivi-X provides that intake layer alongside Clio or your practice management system.
- [Stop chasing Rule 13 documents in email](https://hivi-x.ca/docs/familylaw/stop-chasing-rule-13-documents-in-email): Stop chasing Rule 13 documents in email by sharing one checklist per matter on the my-id.ca portal, tracking missing items on a dashboard, and letting your clerk approve or reject each upload before you swear Form 13 or 13.1. Hivi-X is the intake layer — it does not generate court forms or handle trust accounting.
- [Clio vs document collection for family lawyers](https://hivi-x.ca/docs/familylaw/clio-vs-document-collection-for-family-lawyers): Clio is a legal practice management system with matter management, billing, calendaring, and client file sharing. Hivi-X is a document-collection layer: checklist-driven intake, missing-item tracking, item-level clerk review, and exportable disclosure PDFs. Ontario family law firms use both — Clio runs the practice; Hivi-X runs the intake chase.
- [Ontario Rule 13 financial disclosure checklist](https://hivi-x.ca/docs/familylaw/ontario-rule-13-financial-disclosure-checklist): An Ontario Rule 13 financial disclosure checklist lists the source documents your firm collects before swearing Form 13 (support-only) or Form 13.1 (property and support) and completing Form 13A. Commonly included items are three years of tax returns, Notices of Assessment, pay stubs, bank and investment statements, pension records, and property documents. Hivi-X turns your checklist into a reusable, trackable intake workflow.
- [Form 13 source documents in Ontario](https://hivi-x.ca/docs/familylaw/form-13-source-documents-ontario): Form 13 is the Ontario support-only financial statement. Before swearing it, firms collect source documents that prove income and support-relevant expenses — typically tax returns, Notices of Assessment, pay stubs, and benefit documentation. Hivi-X tracks each item on a reusable checklist with clerk review before the sworn file.
- [Form 13.1 property and support disclosure](https://hivi-x.ca/docs/familylaw/form-13-1-property-and-support-disclosure): Form 13.1 is the Ontario financial statement for property division and support. Firms collect a broader source-document set than Form 13 — including property valuations, pension reports, corporate financials, and debt statements. Hivi-X organizes that package with a missing-item dashboard and clerk review before you swear.
- [Form 13A certificate of financial disclosure](https://hivi-x.ca/docs/familylaw/form-13a-certificate-financial-disclosure): Form 13A is the Ontario certificate of financial disclosure — it certifies that the listed supporting documents were provided to the other party. Firms reconcile Form 13A against the actual source-document package. Hivi-X tracks each checklist item through submitted, approved, and exported states so the certificate matches the file.
- [Rule 13 ongoing disclosure obligations](https://hivi-x.ca/docs/familylaw/rule-13-ongoing-disclosure-obligations): Rule 13 financial disclosure in Ontario is automatic and ongoing throughout the case — not a one-time document dump. When income, employment, or assets change, firms need updated source documents and may need to update sworn financial statements. Hivi-X keeps intake on one checklist per matter so version updates are visible instead of buried in email.
- [Separation agreement document intake](https://hivi-x.ca/docs/familylaw/separation-agreement-document-intake): Separation agreement intake in Ontario combines financial disclosure source documents, identity and relationship records, parenting supporting documents, and property information — even when the matter is uncontested. Hivi-X organizes that intake with reusable checklists, portal uploads, and clerk review before drafting.
- [Divorce document collection in Ontario](https://hivi-x.ca/docs/familylaw/divorce-document-collection-ontario): Ontario divorce document collection spans Rule 13 financial disclosure, Application or Answer materials, parenting supporting documents, and prior court orders or agreements. Hivi-X organizes intake with reusable checklists per matter type, my-id.ca portal uploads, and exportable PDF packages — alongside your PMS and court forms tools.
- [Client onboarding for family lawyers](https://hivi-x.ca/docs/familylaw/client-onboarding-family-lawyers): Client onboarding for Ontario family lawyers should include retainer execution, a clear Rule 13 or intake checklist shared on the my-id.ca portal, and clerk handoff for document review — not a vague "email me your documents" instruction. Hivi-X standardizes that first-week intake across your firm.
- [Spousal support disclosure documents in Ontario](https://hivi-x.ca/docs/familylaw/spousal-support-disclosure-documents-ontario): Spousal support disclosure in Ontario requires income documentation (tax returns, NOAs, pay stubs), relevant expense records, and sometimes cohabitation or repartnering evidence. Firms collect these as Rule 13 source documents before support calculations in DivorceMate, ACL, or manual worksheets. Hivi-X tracks each item with clerk review.
- [Child support disclosure documents in Ontario](https://hivi-x.ca/docs/familylaw/child-support-disclosure-documents-ontario): Child support under the Ontario Child Support Guidelines requires accurate income disclosure — tax returns, Notices of Assessment, pay stubs, and benefit statements. Section 7 special expenses add childcare, medical, and activity receipts. Hivi-X organizes these on a reusable checklist with portal uploads and clerk review.
- [Parenting plan supporting documents](https://hivi-x.ca/docs/familylaw/parenting-plan-supporting-documents): Parenting plan supporting documents in Ontario may include school records, medical files, childcare arrangements, existing schedules, and communication logs — alongside financial disclosure when support is linked. Hivi-X organizes parenting intake on the same checklist-driven portal workflow as Rule 13 disclosure.
- [Affidavit exhibit collection for family law](https://hivi-x.ca/docs/familylaw/affidavit-exhibit-collection-family-law): Affidavit exhibit collection in Ontario family law requires organizing emails, financial records, photographs, and correspondence into numbered exhibits before commissioning. Hivi-X helps firms collect exhibits on a checklist with clerk approve/reject and export a PDF package for drafting — it does not commission affidavits or e-file with the court.
- [Secure client portal for law firms](https://hivi-x.ca/docs/familylaw/secure-client-portal-for-law-firms): A secure client document portal lets law firm clients upload sensitive files through encrypted channels instead of email. Hivi-X provides a Canadian-hosted secure guest link or my-id.ca portal, AES-256-GCM encryption, checklist tracking, and role-based firm access aligned with PIPEDA safeguards — for intake, not trust accounting.
- [The family law document chase](https://hivi-x.ca/docs/familylaw/family-law-document-chase): The family law document chase is the recurring admin work of requesting and organizing client financial records — the primary bottleneck before conferences and motions. Hivi-X gives firms a missing-item dashboard, share-by-email workflow, and clerk review so lawyers and clerks spend less time hunting attachments in their inbox.
- [Clerk document review workflow for family law](https://hivi-x.ca/docs/familylaw/clerk-document-review-workflow-family-law): A clerk document review workflow lets paralegals approve or reject each client upload on a checklist before documents enter the sworn file. Clients resubmit after rejection. Hivi-X supports todo, submitted, approved, and rejected states on every Rule 13 line item — so lawyers review substance, not PDF hygiene.
- [Co-agent workflow for law clerks](https://hivi-x.ca/docs/familylaw/co-agent-workflow-for-law-clerks): Co-agent workflow lets Ontario family law firms loop in a clerk or co-counsel with scoped access to a client checklist file — shared missing-item dashboard, approve/reject review, and voice notes — without forwarding email attachments. Hivi-X supports co-agent collaboration on Enterprise plans.
- [AI summaries for family law client files](https://hivi-x.ca/docs/familylaw/ai-summaries-for-family-law-client-files): AI summaries on family law client files help lawyers and clerks recap intake calls and checklist status without re-reading every note. Hivi-X uses self-hosted AI on Canadian infrastructure — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers.
- [Voice notes for client intake documentation](https://hivi-x.ca/docs/familylaw/voice-notes-for-client-intake-documentation): Voice notes on family law intake calls create searchable file documentation without retyping hours of conversation. Hivi-X records voice on the client file and generates self-hosted AI summaries — client data stays on Canadian infrastructure, not third-party AI APIs.
- [Exportable PDF package for PMS upload](https://hivi-x.ca/docs/familylaw/exportable-pdf-package-for-pms-upload): An exportable PDF package consolidates approved checklist documents into one organized file for conference prep or PMS upload. Hivi-X generates disclosure PDF packages from clerk-approved items — then you attach them to the Clio matter or permanent client file. Hivi-X does not sync bi-directionally with your PMS in v1.
- [Canadian-hosted document collection for law firms](https://hivi-x.ca/docs/familylaw/canadian-hosted-document-collection-for-law-firms): Canadian-hosted document collection keeps Ontario client files on servers in Canada with encryption at rest and in transit — supporting PIPEDA safeguards and solicitor-client confidentiality expectations. Hivi-X stores data on Canadian servers, uses AES-256-GCM at rest and TLS in transit, and runs self-hosted AI without third-party AI providers.
- [Self-employed client financial disclosure in Ontario](https://hivi-x.ca/docs/familylaw/self-employed-client-financial-disclosure-ontario): Self-employed client financial disclosure in Ontario requires more than pay stubs and T4s — business financial statements, GST/HST returns, bank statements for business accounts, and sometimes corporate records. Hivi-X lets firms add these items to a reusable Rule 13 checklist with clerk review before swearing Form 13 or 13.1.
- [Rule 13 staleness before conferences and motions](https://hivi-x.ca/docs/familylaw/rule-13-staleness-before-conferences-and-motions): Ontario family law practice commonly treats financial statements as stale if not updated within certain windows before case conferences, motions, or trials. Firms must calender these obligations — Hivi-X does not automate staleness alerts in v1. Checklist tracking makes mid-case document updates visible when you refresh disclosure.
- [Small family law firm document standardization](https://hivi-x.ca/docs/familylaw/small-family-law-firm-document-standardization): Small Ontario family law firms — 74% of Ontario firms have one lawyer — benefit from one standardized Rule 13 checklist every practitioner and clerk reuses. Hivi-X turns firm knowledge into reusable templates with missing-item tracking and clerk review, reducing the "every lawyer does intake differently" problem.
- [Practice management vs document collection for family law](https://hivi-x.ca/docs/familylaw/practice-management-vs-document-collection-family-law): Practice management software (Clio, CosmoLex, LEAP) handles matters, billing, calendaring, trust accounting, and file storage. Document collection software handles the pre-sworn intake chase — checklist requests, missing-item tracking, clerk review, and disclosure PDF export. Ontario family law firms need both layers; Hivi-X does not replace your PMS.
- [Property division disclosure documents in Ontario](https://hivi-x.ca/docs/familylaw/property-division-disclosure-documents-ontario): Property division disclosure in Ontario under the Family Law Act requires source documents for the matrimonial home, pensions, investments, debts, and business interests — typically collected behind Form 13.1. Hivi-X organizes property disclosure items on a reusable checklist with clerk review and exportable PDF packages.

### Immigration (Ontario RCICs)

> Hivi-X is Canadian document-collection software for Ontario RCICs. Organize immigration client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable client-file packages — alongside your immigration CRM.

- [Immigration (Ontario RCICs) documentation hub](https://hivi-x.ca/docs/immigration): 50 guides — Ontario RCIC guides — CICC client files, Express Entry and OINP intake, citizenship, PGP, PGWP, super visa, PIPEDA, guest-link overseas collection, and checklist-driven document QC alongside your immigration CRM. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for RCICs](https://hivi-x.ca/docs/immigration/email-is-not-document-collection-for-rcics): Email was never built to collect immigration client files. Ontario RCICs end up chasing passports, police certificates, employer letters, language tests, and IRCC forms across email, WhatsApp, and shared folders — with no single view of what is still missing. A checklist-first workflow like Hivi-X tracks each item, lets clients upload through the my-id.ca portal, and exports an organized PDF package for your client-file archive.
- [Missing documents cost RCICs ITA deadlines and client trust](https://hivi-x.ca/docs/immigration/missing-documents-cost-rcics-ita-deadlines): When mandatory documents are missing at IRCC submission, applications are returned or refused — IRCC generally does not chase applicants. Ontario RCICs operating under a 60-day ITA window lose billable hours and client trust when police certificates, employer letters, or translations arrive late. A missing-item dashboard on Hivi-X shows what is still outstanding per client file before portal submission.
- [Better client document collection for Ontario RCICs](https://hivi-x.ca/docs/immigration/better-client-document-collection-for-rcics): Better immigration document collection starts with a reusable program checklist, a secure client upload channel, and item-level QC before IRCC submission. Hivi-X gives Ontario RCICs a missing-item dashboard, approve/reject workflow on my-id.ca uploads, voice + AI consultation summaries, and exportable PDF checklist report — alongside your immigration CRM.
- [Stop chasing police certificates in email](https://hivi-x.ca/docs/immigration/stop-chasing-police-certificates-in-email): Police certificates are among the slowest documents in Express Entry files — country-specific processing times, residence history rules, and scan quality issues create weeks of email follow-up. Hivi-X dedicates a checklist line per certificate with approve/reject QC so RCICs verify coverage and readability before the 60-day ITA window closes.
- [Immigration CRM vs document collection for RCICs](https://hivi-x.ca/docs/immigration/immigration-crm-vs-document-collection): Immigration CRMs (Immigration Tracker, INSZoom, and similar) excel at case status, statutory deadlines, invoices, and IRCC representative portal workflows. Hivi-X is a document-collection layer: reusable checklists, my-id.ca client uploads, missing-item tracking, voice + AI summaries, and file QC. Most Ontario RCICs need a CRM for case management and a collection tool for the document chase.
- [Express Entry document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/express-entry-document-checklist-ontario-rcics): Express Entry client files commonly include identity documents, language test results, ECA, police certificates, NOC-aligned employment reference letters, proof of funds, digital photos, medical exam when required, certified translations, and IRCC forms including IMM 5476. Hivi-X lets RCICs deploy this as a reusable checklist with missing-item tracking and exportable PDF checklist report.
- [Express Entry ITA: 60-day document rush workflow](https://hivi-x.ca/docs/immigration/ita-60-day-document-rush-workflow): After an Invitation to Apply, Express Entry candidates typically have 60 days to submit a complete application with all supporting documents. Hivi-X helps Ontario RCICs deploy a full document checklist, track missing items on a live dashboard, and QC uploads before portal submission — critical when IRCC does not chase missing mandatory documents. Automated email reminders — coming soon.
- [Pre-ITA readiness checklist for Express Entry clients](https://hivi-x.ca/docs/immigration/pre-ita-readiness-checklist-for-express-entry): Pre-ITA readiness means collecting and QC'ing likely mandatory documents before an Invitation to Apply — police certificates, language tests, ECA, reference letters, and medical exam when applicable. Hivi-X reusable checklists let Ontario RCICs run readiness files in parallel with profile maintenance so ITA day becomes submission prep, not document discovery.
- [Employment reference letter collection for RCICs](https://hivi-x.ca/docs/immigration/employment-reference-letter-collection-rcic): IRCC expects employment reference letters on company letterhead with job title, NOC-aligned duties, dates, hours per week, and salary. Incomplete letters are a top Express Entry refusal trigger. Hivi-X dedicates checklist lines per employer with approve/reject QC so RCICs reject inadequate letters before portal submission.
- [Police certificate collection for Ontario RCICs](https://hivi-x.ca/docs/immigration/police-certificate-collection-ontario-rcics): Police certificates must cover each country where the client lived six consecutive months or more since age 18; Express Entry may request broader history. Ontario RCICs use Hivi-X checklist lines per jurisdiction with approve/reject QC on scan quality and coverage — reducing last-minute gaps before IRCC submission.
- [Language test documentation for Express Entry clients](https://hivi-x.ca/docs/immigration/language-test-documentation-express-entry): Express Entry clients submit language test results within IRCC's published validity period (commonly two years from test date). Hivi-X checklist lines capture test report forms and TRF numbers for portal entry, with approve/reject QC before submission.
- [Educational Credential Assessment intake workflow](https://hivi-x.ca/docs/immigration/educational-credential-assessment-intake-workflow): Foreign education claims in Express Entry typically require an Educational Credential Assessment from a designated organization (e.g. WES). Hivi-X checklist lines separate degrees, transcripts, and final ECA reports with approve/reject QC — so RCICs verify the assessment matches profile claims before IRCC submission.
- [Spousal sponsorship document package for RCICs](https://hivi-x.ca/docs/immigration/spousal-sponsorship-document-package-rcic): Spousal sponsorship files require relationship evidence, identity and civil status documents, police certificates, medical exams, and program-specific IRCC forms — often over months of collection. Hivi-X reusable spousal checklists (user-built) with my-id.ca uploads and missing-item tracking keep Ontario RCIC teams ahead of completeness gaps.
- [Study permit document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/study-permit-document-checklist-ontario-rcics): Study permit files typically include letter of acceptance, proof of funds, identity documents, study plan or SOP support, and program-specific IRCC forms. September intake peaks create volume spikes — Hivi-X reusable study permit checklists help Ontario RCICs track missing items across many concurrent files.
- [Work permit document intake workflow for RCICs](https://hivi-x.ca/docs/immigration/work-permit-document-intake-workflow): Work permit files vary by LMIA status, employer compliance, and exempt categories — but all need structured intake of job offers, employer letters, identity, and IRCC forms. Hivi-X reusable work permit checklists with missing-item dashboards help Ontario RCICs QC employer documentation before portal filing.
- [Certified translation collection for immigration files](https://hivi-x.ca/docs/immigration/certified-translation-collection-immigration-files): IRCC requires certified English or French translations of documents not in English or French, including translator name, signature, and contact information. Hivi-X pairs original and translation on linked checklist lines with approve/reject QC — reducing submission of incomplete translation packages.
- [CICC client file management: what RCICs must keep](https://hivi-x.ca/docs/immigration/cicc-client-file-management-compliance): CICC requires RCICs to open a client file at retainer signing and maintain agreements, supporting documents, correspondence, billing records, drafts, and submitted applications for at least six years after closure. Hivi-X helps Ontario RCICs organize supporting documents and intake records in encrypted Canadian-hosted storage — it does not replace communication logging or trust accounts.
- [RCIC communication log documentation](https://hivi-x.ca/docs/immigration/rcic-communication-log-documentation): CICC requires RCICs to record and update all forms of client communication promptly. Hivi-X supports consultation documentation via voice notes and self-hosted AI summaries on checklist files — but does not auto-capture WhatsApp, SMS, or email. Ontario RCICs still log those channels separately for defensible client files.
- [Ontario RCIC client file retention](https://hivi-x.ca/docs/immigration/ontario-rcic-client-file-retention): CICC requires minimum six-year retention after file closure, with active and closed files stored separately. Hivi-X stores organized electronic intake records on Canadian servers with encryption — your firm defines closure workflow, backup policy, and what exports into long-term archive.
- [RCIC client portal vs email for document collection](https://hivi-x.ca/docs/immigration/rcic-client-portal-vs-email): Email and WhatsApp have no concept of a complete immigration client file — attachments scatter and RCICs manually track gaps. Hivi-X shares a structured checklist, shows a live missing-item dashboard, and lets clients upload from their phone via a secure guest link (no account needed) or my-id.ca. Secure guest link — no account needed (email OTP verification).
- [Responsible AI for RCIC consultation notes](https://hivi-x.ca/docs/immigration/rcic-responsible-ai-for-consultation-notes): Hivi-X uses self-hosted AI to summarise voice consultation notes on immigration client checklists — client data is not sent to OpenAI, Google, Anthropic, or other third-party AI providers. RCICs remain responsible for accuracy and CICC communication records; AI summaries support documentation, not legal advice.
- [Voice notes for immigration consultation documentation](https://hivi-x.ca/docs/immigration/voice-notes-for-immigration-consultation-documentation): Hivi-X lets Ontario RCICs record voice notes on immigration client checklists after consultations — paired with self-hosted AI summaries. Faster than typing lengthy file notes; supports CICC communication documentation. Email, text, and WhatsApp still logged separately.
- [AI summaries for immigration client files](https://hivi-x.ca/docs/immigration/ai-summaries-for-immigration-client-files): Hivi-X self-hosted AI summarises voice consultation notes against immigration checklist context — helping Ontario RCICs document files faster without sending data to OpenAI or other third-party providers. Summaries support CICC file documentation; RCICs review for accuracy before relying on them.
- [Co-agent workflow for RCIC teams](https://hivi-x.ca/docs/immigration/co-agent-workflow-for-rcic-teams): Hivi-X co-agent access lets an RCIC invite one junior consultant or admin per client file with scoped access — intake, uploads, and checklist review on the same record without sharing passwords. Principals see consistent files when teams work from one checklist instead of parallel email threads.
- [Exportable PDF package for CICC client records](https://hivi-x.ca/docs/immigration/exportable-pdf-package-for-cicc-records): Hivi-X generates exportable PDF checklist reports for CICC client-file records — showing requested items, submission status, and intake documentation. Export before IRCC portal submission and at file closure for long-term retention alongside CRM archives.
- [Canadian-hosted document collection for RCICs](https://hivi-x.ca/docs/immigration/canadian-hosted-document-collection-for-rcics): Immigration client files contain passports, police certificates, and financial records subject to PIPEDA and indefinite CICC confidentiality obligations. Hivi-X stores data on Canadian servers with AES-256-GCM encryption at rest, TLS in transit, and self-hosted AI — not US-hosted generic storage by default.
- [Secure client portal for immigration documents](https://hivi-x.ca/docs/immigration/secure-client-portal-for-immigration-documents): Hivi-X shares immigration checklists via secure guest link (no account needed; email OTP verification) or the my-id.ca client portal. Clients receive email notification and upload per checklist item from mobile or desktop. Encrypted Canadian-hosted storage with item-level approve/reject.
- [Small RCIC firm document standardization](https://hivi-x.ca/docs/immigration/small-rcic-firm-document-standardization): Small Ontario immigration firms (1–5 staff) lose time when each RCIC invents a different intake method — email for some, Drive for others. Hivi-X reusable checklist templates, co-agent handoffs, and exportable PDF packages standardize intake so every client file looks the same at submission.
- [Principal RCIC client file oversight](https://hivi-x.ca/docs/immigration/principal-rcic-client-file-oversight): Managing partners at small immigration firms need visibility into document completeness without opening every consultant inbox. Hivi-X missing-item dashboards per client file show outstanding checklist items before ITA deadlines or portal submission — supporting principal oversight and CICC file defensibility.
- [DocuSign vs document collection for RCICs](https://hivi-x.ca/docs/immigration/docusign-vs-document-collection-for-rcics): DocuSign and similar tools excel at e-signatures on retainers and IRCC forms. They do not track which supporting documents are still missing, approve passport scans, or QC employer letters. Hivi-X handles structured immigration document collection on my-id.ca — complementary to e-sign, not a replacement.
- [OINP Workforce Priority document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/oinp-workforce-priority-document-checklist-rcic): Ontario replaced its eight former OINP streams with the Ontario Workforce Priority stream in 2026. RCICs should not reuse last year's Human Capital Priorities or Employer Job Offer templates. Build a user-defined Hivi-X checklist from the current ontario.ca applicant and employer document lists, share a guest link or my-id.ca portal, and QC scans before the OINP portal upload.
- [Canadian citizenship document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/canadian-citizenship-document-checklist-rcic): Citizenship files fail on missing presence evidence, expired language proof, and photos that miss IRCC specs — not on the online form itself. Ontario RCICs should open a reusable Hivi-X checklist at retainer for PR documents, travel history, language evidence, and photos, then QC uploads before the client or representative submits in the IRCC citizenship channel.
- [Parent and grandparent sponsorship document package for RCICs](https://hivi-x.ca/docs/immigration/parent-grandparent-sponsorship-document-package-rcic): Parent and grandparent (PGP) files are two packages: the sponsor in Canada (status, income, undertaking) and the parents abroad (identity, civil status, medicals, police certificates). Ontario RCICs should split those lines on one Hivi-X checklist, share a guest link with overseas applicants, and QC Notices of Assessment and relationship evidence before the IRCC sponsorship portal.
- [Proof of funds collection for Express Entry (Ontario RCICs)](https://hivi-x.ca/docs/immigration/proof-of-funds-collection-express-entry-rcic): IRCC accepts official bank or financial-institution letters on letterhead that show the client can legally access settlement funds. CEC applicants and some job-offer holders may upload a letter of explanation instead — but the portal still asks for a document. Ontario RCICs should give proof of funds its own Hivi-X lines, reject property equity and crypto screenshots, and QC letterhead, account numbers, and balances before the 60-day ITA clock runs out.
- [IRCC medical exam document collection for Ontario RCICs](https://hivi-x.ca/docs/immigration/ircc-medical-exam-document-collection-rcic): IRCC immigration medical exams are done by panel physicians, often via eMedical. The RCIC's job is not to perform the exam — it is to collect proof the exam happened, keep family members on the same file, and avoid submitting while the medical is still 'in progress' with no evidence. Hivi-X gives each person a medical line with approve/reject; it does not book panel physicians or read eMedical.
- [PGWP document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/pgwp-document-checklist-ontario-rcics): PGWP files look simple until the IRCC checklist labels language results as optional or omits field-of-study proof. Ontario RCICs should collect passport, study permit, completion letter, transcript, IRCC-spec photo, language results when required, and eligible-field evidence when required — each as its own Hivi-X line — then QC before the client submits in the IRCC account.
- [Visitor visa (TRV) document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/visitor-visa-trv-document-checklist-rcic): Visitor visa files fail when purpose, funds, and home-country ties arrive as a WhatsApp dump. Ontario RCICs should deploy a TRV checklist with separate lines for passport, purpose letter, invitation, employment or school proof, finances, and travel history, then QC before IRCC portal upload. Hivi-X does not decide visa eligibility.
- [Super visa document collection for Ontario RCICs](https://hivi-x.ca/docs/immigration/super-visa-document-collection-rcic): A super visa is not a longer visitor visa. IRCC expects a host invitation with income proof, host status in Canada, proof of parent/grandparent relationship, a panel-physician medical, and qualifying private health insurance. Ontario RCICs should put host and applicant items on one Hivi-X checklist and QC insurance policy pages before portal upload.
- [Common-law relationship evidence package for RCICs](https://hivi-x.ca/docs/immigration/common-law-relationship-evidence-package-rcic): Common-law files are evidence files, not certificate files. IRCC typically wants IMM 5409 plus proof of a conjugal relationship and cohabitation period that matches current definitions. Ontario RCICs should request labelled evidence types on a Hivi-X checklist, reject random camera-roll dumps, and keep this template separate from married spousal sponsorship.
- [Google Drive vs document collection for Ontario RCICs](https://hivi-x.ca/docs/immigration/google-drive-vs-document-collection-for-rcics): Google Drive stores files. It does not tell you which IRCC-required document is still missing, who uploaded a blurry passport, or whether the folder is the CICC client file. Hivi-X is Canadian-hosted document collection with checklists, guest-link upload, and item-level QC — alongside your immigration CRM, not instead of Drive archives if your policy still uses them.
- [WhatsApp is not an immigration client file](https://hivi-x.ca/docs/immigration/whatsapp-is-not-an-immigration-client-file): CICC expects a client file with supporting documents and a communication log. WhatsApp is a channel, not a records system — media expires, numbers change, and there is no missing-item list. Ontario RCICs should keep chatting where clients are, then file every document onto a Hivi-X checklist item and log the chat in their communication record.
- [IRCC upload specs — photo dimensions and file-size QC for RCICs](https://hivi-x.ca/docs/immigration/ircc-upload-specs-photo-file-size-qc): IRCC portals reject files that exceed account-specific size limits (commonly 4 MB or 5 MB per file) and photos that miss pixel, format, or background rules. Ontario RCICs should QC size, format, and photo specs on the Hivi-X checklist — including rejecting phone pictures of paper photos — before anyone hits submit. Confirm live limits on IRCC Help Centre answers.
- [Dependent family member document collection for RCICs](https://hivi-x.ca/docs/immigration/dependent-family-member-document-collection-rcic): IRCC applications are family applications. A complete principal file with a missing child's birth certificate or medical is still incomplete. Ontario RCICs should give every person their own Hivi-X lines for identity, civil status, police certificates where required, and medicals, and collect custody or adoption documents when a child does not travel with both parents.
- [PR card renewal document checklist for Ontario RCICs](https://hivi-x.ca/docs/immigration/pr-card-renewal-document-checklist-rcic): PR card renewal is a document-and-photo file. IRCC's IMM 5444 package needs identity, a spec-compliant digital photo, and presence/travel evidence when required. Ontario RCICs should QC photos against IRCC's pixel and 'no phone-of-paper-photo' rules on a Hivi-X checklist before the client submits in the PR card channel.
- [Spousal open work permit document intake for RCICs](https://hivi-x.ca/docs/immigration/spousal-open-work-permit-document-intake): Spousal open work permit eligibility rules change; the document job stays the same: prove the relationship and the spouse or partner's status in Canada. Ontario RCICs should use a SOWP-specific Hivi-X template (not a generic LMIA work-permit list), collect labelled relationship and status evidence, and QC before IRCC work-permit submission.
- [RCIC client onboarding and retainer document package](https://hivi-x.ca/docs/immigration/rcic-client-onboarding-retainer-document-package): CICC expects a client file at retainer signing, not when the ITA arrives. Ontario RCICs should collect the service agreement, identification, use-of-representative form, and consultation record on a Hivi-X onboarding checklist the same day — then attach the program checklist (Express Entry, study permit, PGP) as a second template.
- [PIPEDA and document collection for Ontario RCICs](https://hivi-x.ca/docs/immigration/pipeda-document-collection-for-rcics): PIPEDA applies to commercial immigration consulting. Client files hold passports, police certificates, and financial records. Ontario RCICs reduce unnecessary disclosure by collecting on a Canadian-hosted, access-controlled checklist (Hivi-X guest OTP or my-id.ca) instead of unencrypted email attachments and default US cloud folders. Hivi-X is not PIPEDA-certified and does not replace your privacy policy.
- [Guest link for overseas immigration clients](https://hivi-x.ca/docs/immigration/guest-link-for-overseas-immigration-clients): Overseas clients abandon portals that force a new account. Hivi-X guest access lets them verify email with a one-time code and upload onto named checklist items from a phone. Ontario RCICs keep one missing-item dashboard for principal, spouse, and parents abroad. Guest sessions are not WhatsApp, not IRCC, and not a substitute for your CRM deadlines.
- [Incomplete IRCC applications — document QC before the file is returned](https://hivi-x.ca/docs/immigration/incomplete-ircc-application-returned-document-qc): IRCC often will not chase missing mandatory documents on complete-application programs — the file is returned or refused. Ontario RCICs should treat Hivi-X as the completeness review: every portal slot mapped to an approved checklist item, including letters of explanation where a document is delayed. The IRCC portal is the second check, not the first.
- [Language test, medical, and police certificate expiry tracking for RCICs](https://hivi-x.ca/docs/immigration/language-test-medical-police-certificate-expiry-tracking): Language tests, immigration medicals, and police certificates go stale on different clocks. Ontario RCICs should store the documents on Hivi-X checklist lines and calendar validity in the immigration CRM — Hivi-X does not send expiry alerts in v1. Re-collect on a new line rather than overwriting, so the CICC file shows what was valid when you filed.

### Accounting (Ontario firms)

> Hivi-X is Canadian document-collection software for Ontario accountants and bookkeepers. Organize client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable file packages — alongside TaxCycle, DT Max, and QuickBooks.

- [Accounting (Ontario firms) documentation hub](https://hivi-x.ca/docs/accounting): 30 guides — Ontario accountant and bookkeeper guides — T1 document chase, year-end packages, bookkeeping source docs, accounting client documentation practices, and checklist-driven intake alongside TaxCycle and QuickBooks. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for accountants](https://hivi-x.ca/docs/accounting/email-is-not-document-collection-for-accountants): Email was never built to collect tax source documents. Ontario accountants end up chasing T4s, RL-1s, RRSP receipts, bank statements, and receipts across email, text, and attachments with no single view of what is missing. Hivi-X replaces that chaos with user-built intake checklists, secure guest link or my-id.ca portal uploads, missing-item tracking, and an exportable PDF package for TaxCycle or DT Max.
- [Missing documents cost accountants prep time](https://hivi-x.ca/docs/accounting/missing-documents-cost-accountants-prep-time): Every missing T-slip or receipt forces Ontario accountants to stop prep, send another email, and wait. That chase time is rarely billable. Hivi-X shows which items are still outstanding on a per-client checklist before you open TaxCycle — but v1 still requires manual follow-up (automated reminders are planned).
- [Better client document collection for accountants](https://hivi-x.ca/docs/accounting/better-client-document-collection-for-accountants): For Ontario accountants, client experience includes how you ask for T-slips and receipts. Scattered one-by-one email requests feel disorganized. A clear checklist makes clients feel guided. Hivi-X standardizes intake with user-built templates, secure guest link or my-id.ca portal uploads, and exportable PDF packages.
- [Stop chasing T-slips in email](https://hivi-x.ca/docs/accounting/stop-chasing-t-slips-in-email): Chasing T-slips through email every February is familiar but expensive. Represent-a-Client Auto-fill helps when complete — many firms still collect issuer copies for gaps. Hivi-X tracks which slip types are outstanding per client; clients upload via a secure guest link (no account needed) or the my-id.ca portal.
- [Practice management vs document collection](https://hivi-x.ca/docs/accounting/practice-management-vs-document-collection): Full practice-management platforms (TaxDome, Canopy, Karbon) include client portals, billing, CRM, and tax workflow. Hivi-X is document intake only — structured checklists, my-id.ca portal uploads, missing-item tracking, and PDF export at $39–99 CAD/month for firms not ready to switch PM systems.
- [Ontario T1 personal tax document checklist](https://hivi-x.ca/docs/accounting/ontario-t1-personal-tax-document-checklist): An Ontario T1 intake checklist typically includes T4/T4A/T5/T3, RL-1 if applicable, RRSP receipts, medical expenses, rental statements, self-employed receipts, and prior-year NOA. Hivi-X turns that list into a user-built reusable template with missing-item tracking. The free PDF lead magnet at /accounting/ontario-t1-personal-tax-document-checklist is a starting point — not a pre-seeded in-app library.
- [Missing T4 and RL-1 collection workflow](https://hivi-x.ca/docs/accounting/missing-t4-rl1-collection-workflow): When Represent-a-Client Auto-fill is incomplete, Ontario preparers collect issuer copies of T4, T4A, T5, T3, and RL-1 slips. Hivi-X tracks outstanding slip types per client; v1 requires manual follow-up while the dashboard shows gaps.
- [Document collection for accountants](https://hivi-x.ca/docs/accounting/document-collection-for-accountants): Document collection for accountants is requesting, tracking, and assembling T-slips, receipts, bank statements, and prior-year returns before tax prep. Hivi-X replaces email chasing with user-built checklists, secure secure guest link or my-id.ca portal uploads, missing-item tracking, and PDF export — without replacing QuickBooks, Xero, or TaxCycle.
- [Small business year-end document collection](https://hivi-x.ca/docs/accounting/small-business-year-end-document-collection): Small-business year-end intake in Ontario often includes trial balance inputs, bank and credit card statements, HST working papers, asset additions, payroll remittances, T4 summary drafts, and shareholder loan schedules. Hivi-X lets bookkeepers build a year-end checklist, track missing items, and export a package before compilation or T2 prep.
- [Bookkeeping client onboarding documents](https://hivi-x.ca/docs/accounting/bookkeeping-client-onboarding-documents): Onboarding a new bookkeeping client means collecting incorporation documents, prior-year returns, HST registration, bank and credit card access or statements, payroll setup, and chart-of-accounts context. Hivi-X standardizes onboarding with a reusable checklist and secure guest link or my-id.ca portal uploads.
- [Monthly bookkeeping source documents](https://hivi-x.ca/docs/accounting/monthly-bookkeeping-source-documents): Monthly bookkeeping depends on timely bank and credit card statements, receipts, sales invoices, purchase bills, and payroll remittance confirmations. Hivi-X recurring checklists track what arrived and what is still missing each month — manual follow-up in v1.
- [CRA document request workflow](https://hivi-x.ca/docs/accounting/cra-document-request-workflow): When CRA or a client faces a reassessment, preparers need readable electronic records supporting income, deductions, and credits (IC05-1). Hivi-X helps firms collect and organize source documents by tax year with timestamped activity and exportable PDF packages — your firm sets retention policy.
- [Sole proprietor tax documents in Ontario](https://hivi-x.ca/docs/accounting/sole-proprietor-tax-documents-ontario): Sole proprietor T1 files in Ontario typically need business income and expense receipts, mileage logs, home office calculations, bank statements, and HST records if registered. Hivi-X checklist templates separate personal T1 items from T2125 business docs in one client file.
- [Corporate tax intake package](https://hivi-x.ca/docs/accounting/corporate-tax-intake-package): Corporate T2 intake often includes year-end financial statements, general ledger detail, minute book updates, T4 summary, asset schedules, shareholder agreements, and related-party transactions. Hivi-X corporate intake checklists track missing items before compilation sign-off.
- [CPA Ontario record retention](https://hivi-x.ca/docs/accounting/cpa-ontario-record-retention): CRA generally requires taxpayers and preparers to keep records supporting returns for six years (IC05-1). CPA Ontario guidance and working papers may suggest longer retention. Hivi-X stores electronic client uploads on Canadian servers — your firm defines retention and deletion policy. Not legal or professional advice.
- [CPA Ontario Rule 208 and client portals](https://hivi-x.ca/docs/accounting/cpa-ontario-rule-208-client-portals): CPA Ontario Rule 208 requires protecting client confidentiality. Encrypted Canadian hosting, access controls, and consent-based document requests may support technical safeguards — Hivi-X is a tool, not a compliance guarantee. my-id.ca portal login is required for client uploads in v1.
- [Accountant secure client portal in Canada](https://hivi-x.ca/docs/accounting/accountant-secure-client-portal-canada): Accountants collecting T-slips and bank statements need more than email attachments. Hivi-X provides an encrypted Canadian-hosted client portal via secure guest link (no account needed) or my-id.ca, checklist-driven requests, and item-level review.
- [Client portal vs email for accountants](https://hivi-x.ca/docs/accounting/client-portal-vs-email-for-accountants): Email scatters tax documents across threads with no missing-item view. Dropbox adds storage but not checklist discipline. Hivi-X combines a Canadian-hosted secure guest link or my-id.ca portal, user-built checklists, missing-item tracking, and PDF export — without replacing tax software.
- [QuickBooks complement for document intake](https://hivi-x.ca/docs/accounting/quickbooks-complement-document-intake): QuickBooks and Xero run the books; they are not built for chasing client PDFs and receipt photos before month-end. Hivi-X sits upstream — collecting statements, receipts, and invoices through checklists — then your team posts or reconciles in QuickBooks as usual.
- [TaxCycle and DT Max document handoff](https://hivi-x.ca/docs/accounting/taxcycle-dt-max-document-handoff): TaxCycle and DT Max prepare returns; they do not fix February email chaos. Hivi-X collects and organizes source documents, then exports a PDF package your preparers use alongside Auto-fill and manual entry — no native tax software integration in v1.
- [GST and HST records collection](https://hivi-x.ca/docs/accounting/gst-hst-records-collection): HST-registered sole props and corporations need sales invoices, purchase receipts, ITC support, and filed GST/HST returns for reconciliation. Hivi-X checklist sections for HST keep source docs with the same client file as T1 or T2 intake.
- [Voice notes for accounting client files](https://hivi-x.ca/docs/accounting/voice-notes-for-accounting-client-files): When a client says "T4 coming from former employer," that context should live on the file. Hivi-X voice notes transcribe and summarize on self-hosted AI infrastructure — separate from document upload matching (which is not v1).
- [AI summaries for accounting client files](https://hivi-x.ca/docs/accounting/ai-summaries-for-accounting-client-files): Hivi-X self-hosted AI can summarize checklist status and voice notes on client files without sending data to OpenAI, Google, or Anthropic. It does not auto-match uploaded T-slips to checklist items in v1.
- [Co-agent workflow for accounting firms](https://hivi-x.ca/docs/accounting/co-agent-workflow-for-accounting-firms): Micro-firms loop admins and junior staff into document review without sharing one login. Hivi-X co-agent workflows give scoped access to client checklists — approve uploads, add files, and export packages across the team.
- [Exportable PDF package for working papers](https://hivi-x.ca/docs/accounting/exportable-pdf-package-for-working-papers): When a client checklist is complete, Hivi-X exports a PDF summary and organized uploads for working papers, partner review, or TaxCycle handoff. Item-level approval limits the export to documents your team has reviewed.
- [Canadian-hosted document collection for accountants](https://hivi-x.ca/docs/accounting/canadian-hosted-document-collection-for-accountants): Ontario accountants handling T-slips and bank statements often prefer Canadian hosting and explainable AI. Hivi-X stores data in Canada with AES-256-GCM at rest, TLS in transit, and self-hosted AI for summaries — not third-party AI processing for those features.
- [Principal and partner client file oversight](https://hivi-x.ca/docs/accounting/principal-partner-client-file-oversight): Partners cannot review 200 T1 files individually in February — but they can spot systemic intake gaps. Hivi-X missing-item dashboards and exportable packages let principals sample completeness before prep queues hit seniors.
- [Small accounting firm document standardization](https://hivi-x.ca/docs/accounting/small-accounting-firm-document-standardization): Micro-firms lose time when every preparer uses a different email list for T1 intake. Hivi-X user-built templates standardize what you request, how clients upload, and how you export — one process across the firm.
- [Admin tax season document workflow](https://hivi-x.ca/docs/accounting/admin-tax-season-document-workflow): Tax season admins live in follow-up emails. Hivi-X gives admins a missing-item dashboard, item-level approve/reject, ability to upload on behalf of clients, and PDF export when files are ready for preparers — manual email follow-up in v1.
- [Sole practitioner accounting workflows](https://hivi-x.ca/docs/accounting/sole-practitioner-accounting-workflows): Solo Ontario practitioners juggle T1 season and monthly bookkeeping without a dedicated admin. Hivi-X at $39–99 CAD/month provides reusable checklists, missing-item tracking, and PDF export — intake-only alongside TaxCycle and QuickBooks without a full PM migration.

### Property management (Ontario)

> Hivi-X is Canadian document-collection software for Ontario property management firms. Organize tenant screening and landlord onboarding with reusable checklists, a secure my-id.ca client portal, missing-item tracking, approve/reject on uploads, voice summaries, and exportable PDF packages — alongside Buildium, AppFolio, or email-based workflows.

- [Property management (Ontario) documentation hub](https://hivi-x.ca/docs/propertymanagement): 30 guides — Ontario property management guides — tenant screening checklists, residential tenancy records, landlord onboarding, income verification, and document collection alongside your PMS on Canadian servers. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for property managers](https://hivi-x.ca/docs/propertymanagement/email-is-not-document-collection-for-property-managers): Email was never built to collect tenant screening documents. Ontario property managers end up chasing government ID, pay stubs, employment letters, references, and credit-check consent across email, text, and PMS attachments — with no single view of what is still missing. A checklist-first workflow like Hivi-X tracks each item, lets tenants upload via a secure guest link (no account needed) or the my-id.ca portal, and exports a landlord-ready PDF package.
- [How missing documents cost property managers leasing time](https://hivi-x.ca/docs/propertymanagement/missing-documents-cost-property-managers-leasing): Every missing pay stub, stale employment letter, or forgotten guarantor document costs Ontario property managers leasing time. Without a checklist view, staff chase attachments in email instead of presenting complete files to landlord clients — and competitors with cleaner packages win the unit first.
- [Better tenant document collection for PM firms](https://hivi-x.ca/docs/propertymanagement/better-tenant-document-collection-for-pm-firms): Better tenant document collection means one reusable screening checklist per landlord client, portal uploads instead of email attachments, item-level approve/reject, and a landlord-ready PDF export — not another inbox to monitor. Hivi-X gives Ontario PM firms that workflow alongside Buildium, AppFolio, or email.
- [Stop chasing income verification in email](https://hivi-x.ca/docs/propertymanagement/stop-chasing-income-verification-in-email): Chasing pay stubs and employment letters over email is the primary leasing bottleneck for Ontario property managers. Hivi-X replaces the chase with dedicated income-verification checklist items — tenants upload through the my-id.ca portal, your team approves or rejects each document, and the missing-item dashboard shows exactly what still blocks placement.
- [Why PMS alone does not fix the document chase](https://hivi-x.ca/docs/propertymanagement/property-management-software-vs-document-collection): Property management software handles rent collection, maintenance ticketing, and accounting — but tenant screening intake often still happens in email and PMS attachment folders. Hivi-X fills that gap with checklist-driven document collection, missing-item tracking, and exportable packages you upload into Buildium, AppFolio, or your owner reporting workflow. Hivi-X does not replace your PMS.
- [Ontario tenant screening document checklist](https://hivi-x.ca/docs/propertymanagement/ontario-tenant-screening-document-checklist): Ontario property managers commonly collect government photo ID, proof of income, landlord references, credit-check consent, guarantor documents when required, and Standard Form of Lease readiness for each applicant. Hivi-X turns this list into a reusable checklist with portal uploads, missing-item tracking, and a landlord-ready PDF export.
- [Rental application proof of income in Ontario](https://hivi-x.ca/docs/propertymanagement/rental-application-proof-of-income-ontario): Ontario property managers typically verify tenant income with recent pay stubs, an employment letter, or a Notice of Assessment for self-employed applicants. Hivi-X replaces email chasing with dedicated income-verification checklist items, portal uploads, approve/reject workflow, and a landlord-ready export.
- [Tenant screening documents for Ontario rentals](https://hivi-x.ca/docs/propertymanagement/tenant-screening-documents-ontario): Ontario tenant screening commonly includes rental application, photo ID, income proof, landlord references, credit-check consent, and guarantor documents when required. Hivi-X standardizes these requests with reusable checklists, portal uploads, and missing-item tracking so criteria stay consistent across applicants.
- [RTA compliance records for Ontario property managers](https://hivi-x.ca/docs/propertymanagement/rta-compliance-records-for-property-managers): Ontario property managers commonly retain signed standard leases, rent-related correspondence, inspection records, tenant screening files, and notice-period documentation. Hivi-X helps collect and organize these records on Canadian servers with checklist tracking and exportable PDF packages — it does not provide legal advice or generate LTB forms.
- [LTB-ready tenant file documentation](https://hivi-x.ca/docs/propertymanagement/ltb-ready-tenant-file-documentation): LTB-ready files are organized tenancy records — signed leases, inspection photos, screening files, notice documentation, and correspondence — collected consistently from move-in through dispute. Hivi-X helps PM firms build and retain these records with checklists and exportable PDF packages. It does not file LTB applications or provide legal advice.
- [Standard Form of Lease document collection in Ontario](https://hivi-x.ca/docs/propertymanagement/standard-lease-document-collection-ontario): Ontario landlords must use the Standard Form of Lease and provide a signed copy within 21 days. Hivi-X helps PM firms collect signed leases, track lease-readiness checklist items, and store documents on Canadian servers with exportable PDF packages — it does not generate leases or provide legal advice.
- [Move-in and move-out inspection documents](https://hivi-x.ca/docs/propertymanagement/move-in-move-out-inspection-documents): Ontario PM firms document move-in and move-out condition with room-by-room checklists, photos, meter readings, key counts, and signatures. Hivi-X turns inspections into checklist-driven workflows with portal uploads and exportable PDF packages for LTB-ready tenancy records.
- [Landlord onboarding documents for property managers](https://hivi-x.ca/docs/propertymanagement/landlord-onboarding-documents-property-manager): When Ontario PM firms sign new landlord clients, they commonly collect management agreements, property condition reports, insurance certificates, void cheques or payment authorization, condo status documents, and key access details. Hivi-X provides a reusable landlord onboarding checklist with portal uploads and missing-item tracking.
- [Property manager client intake checklist](https://hivi-x.ca/docs/propertymanagement/property-manager-client-intake-checklist): Property manager client intake is the PM firm's workflow for signing landlord clients — discovery questionnaire, portfolio inventory, service scope, compliance acknowledgments, and document handoff from a previous manager. Hivi-X provides reusable onboarding checklists with missing-item tracking and exportable PDF packages.
- [Lease renewal document collection in Ontario](https://hivi-x.ca/docs/propertymanagement/lease-renewal-document-collection-ontario): Ontario lease renewals may require updated income verification, renewed lease or addenda, N1 supporting documentation, and tenant acknowledgment. Hivi-X reuses screening checklists at renewal so your team does not rebuild the file from email every 12 months.
- [Guarantor document collection for Ontario rentals](https://hivi-x.ca/docs/propertymanagement/guarantor-document-collection-rental-ontario): Guarantor documents are often forgotten in Ontario tenant screening — application, ID, income proof, and signed guarantee for students, newcomers, or insufficient-income applicants. Hivi-X adds guarantor items to screening checklists with missing-item tracking so the guarantor pack does not stall placement.
- [Credit-check consent for rental applications](https://hivi-x.ca/docs/propertymanagement/credit-check-consent-rental-application-workflow): Ontario tenant screening requires signed credit-check consent before running a credit check. Hivi-X includes consent as a checklist item with portal upload, approve/reject workflow, and a documented record on the tenant file — Hivi-X does not run credit checks itself.
- [Multi-unit tenant screening workflow](https://hivi-x.ca/docs/propertymanagement/multi-unit-tenant-screening-workflow): Ontario PM firms managing multiple units need standardized screening checklists per landlord client, parallel applicant tracking, and consistent criteria to avoid HRTO exposure. Hivi-X provides reusable templates, per-unit tenant records, missing-item dashboards, and team permissions across a 20–200 unit portfolio.
- [Multi-property intake for PM firms](https://hivi-x.ca/docs/propertymanagement/multi-property-intake-for-pm-firms): Multi-property intake means onboarding multiple landlord clients and their units without mixing files in one inbox. Hivi-X scopes checklists, uploads, and notes per landlord client or unit — with reusable templates for landlord onboarding and tenant screening across a growing portfolio.
- [Secure tenant portal for document uploads](https://hivi-x.ca/docs/propertymanagement/secure-tenant-portal-for-document-uploads): Ontario PM firms should avoid unencrypted email for tenant PII. Hivi-X provides an encrypted, Canadian-hosted portal where tenants upload checklist items via a secure guest link (no account needed) or my-id.ca. PM teams track missing items, approve or reject submissions, and keep everything on one tenant record.
- [Exportable PDF package for PMS upload](https://hivi-x.ca/docs/propertymanagement/exportable-pdf-package-for-pms-upload): When a tenant screening or onboarding checklist is complete, Hivi-X generates a downloadable PDF package for landlord client handoff or upload into Buildium, AppFolio, or your shared owner folder. The export reflects approved checklist items — not a dump of every email attachment.
- [Canadian-hosted document collection for PM firms](https://hivi-x.ca/docs/propertymanagement/canadian-hosted-document-collection-for-pm-firms): Ontario PM firms handle tenant PII subject to PIPEDA. Hivi-X stores documents on Canadian servers with AES-256-GCM encryption at rest, TLS in transit, and self-hosted AI that does not send tenant data to OpenAI, Google, or Anthropic.
- [Small PM firm document standardization](https://hivi-x.ca/docs/propertymanagement/small-property-management-firm-document-standardization): Small Ontario PM firms (1–5 PMs, 20–200 units) benefit from standardized screening and onboarding checklists before portfolio chaos sets in. Hivi-X provides reusable templates, missing-item tracking, and PDF exports from $39 CAD/month — without enterprise PMS pricing.
- [Co-agent workflow for property management teams](https://hivi-x.ca/docs/propertymanagement/co-agent-workflow-for-property-management-teams): Ontario PM teams need shared visibility on tenant screening status — leasing places the tenant, accounts handles move-in, the PM reviews the owner file. Hivi-X co-agent workflows let team members track checklist status, approve uploads, and leave voice notes on the same tenant record.
- [Voice notes for tenant screening documentation](https://hivi-x.ca/docs/propertymanagement/voice-notes-for-tenant-screening-documentation): Ontario PM firms document applicant and reference calls with voice notes on tenant records. Hivi-X transcribes and summarises voice notes with self-hosted AI against checklist lines — without sending tenant PII to third-party AI providers.
- [AI summaries for property management files](https://hivi-x.ca/docs/propertymanagement/ai-summaries-for-property-management-files): Hivi-X self-hosted AI summarises voice notes on tenant screening and onboarding files — mapping recaps to checklist lines without sending tenant PII to third-party AI. Upload auto-classification is not available in v1.
- [Document workflow for Toronto and Ottawa PM firms](https://hivi-x.ca/docs/propertymanagement/ontario-pm-firms-toronto-ottawa-document-workflow): Toronto and Ottawa PM firms face high-volume leasing with tight timelines — incomplete screening files lose units in competitive markets. Hivi-X provides checklist-driven tenant intake with portal uploads and missing-item tracking, hosted in Canada from $39 CAD/month.
- [Busy leasing season document workflow](https://hivi-x.ca/docs/propertymanagement/busy-leasing-season-document-workflow): Peak leasing season overwhelms email-based intake — parallel applicants, missing income proof, and forgotten guarantor documents stall placement. Hivi-X missing-item dashboards and reusable screening templates help Ontario PM firms track every active file during busy season.
- [Buildium vs document collection for PM firms](https://hivi-x.ca/docs/propertymanagement/buildium-vs-document-collection-for-pm-firms): Buildium is a property management system for rent, maintenance, and accounting. Hivi-X is document-collection software for tenant screening intake — missing-item dashboards, approve/reject workflow, and landlord-ready PDF exports. They solve different problems; many PM firms use both.
- [DocuSign vs document collection for property managers](https://hivi-x.ca/docs/propertymanagement/docusign-vs-document-collection-for-property-managers): DocuSign excels at e-signatures on lease and consent forms. Hivi-X handles the broader tenant screening workflow — collecting ID, income proof, references, and guarantor documents with missing-item tracking, portal uploads, and landlord-ready PDF export. They complement each other.

### Recruitment (Ontario agencies)

> Hivi-X is Canadian document-collection software for Ontario recruiters and staffing agencies. Organize candidate screening and client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable file packages — alongside your existing ATS.

- [Recruitment (Ontario agencies) documentation hub](https://hivi-x.ca/docs/recruitment): 30 guides — Ontario recruitment and staffing agency guides — candidate screening files, licensing and candidate-file documentation, right-to-work document collection, client intake, and checklist workflows alongside your ATS. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection](https://hivi-x.ca/docs/recruitment/email-is-not-document-collection-for-recruiters): Email was never built for candidate screening files. Ontario recruiters end up chasing résumés, work permits, references, and background-check consent across threads and attachments. A checklist-first workflow like hivi-x sends one structured request, tracks missing items, and exports a placement-ready package.
- [Missing documents cost recruiters placements](https://hivi-x.ca/docs/recruitment/missing-documents-cost-recruiters-placements): Every missing work permit, consent form, or certification pushes back client submission — and strong candidates accept other offers. Ontario recruiters lose placement revenue when screening files stay incomplete. A missing-item dashboard shows exactly what blocks submission.
- [Better candidate document collection](https://hivi-x.ca/docs/recruitment/better-candidate-document-collection): For Ontario recruiters, candidate experience includes the document chase — not just the job pitch. Scattered one-by-one requests feel disorganized. A clear screening checklist makes candidates feel guided and makes your agency look prepared. hivi-x standardizes that with reusable checklists, item review, and PDF exports.
- [Stop chasing résumés in email](https://hivi-x.ca/docs/recruitment/stop-chasing-resumes-in-email): Résumés land in recruiter inboxes — then certifications, permits, and consent scatter elsewhere. Ontario agencies manually move files from email to spreadsheets to ATS attachments. hivi-x puts résumé collection on a checklist with the rest of the screening file so nothing lives only in an inbox.
- [ATS vs document collection for staffing agencies](https://hivi-x.ca/docs/recruitment/ats-vs-document-collection-for-staffing-agencies): An ATS manages requisitions, pipeline, and placements. hivi-x collects and assembles screening documents — résumés, work permits, consent forms, references — with missing-item tracking and PDF export. Candidates upload via a secure guest link (no account needed) or the my-id.ca portal. hivi-x complements your ATS; it does not replace it.
- [Ontario candidate document checklist](https://hivi-x.ca/docs/recruitment/ontario-candidate-document-checklist-guide): A complete Ontario candidate screening file typically includes résumé, government ID, work authorization, certifications, references, and background-check consent before offer — plus SIN and tax forms after hire. hivi-x turns your list into a reusable checklist shared via the my-id.ca portal.
- [Right-to-work verification in Ontario staffing](https://hivi-x.ca/docs/recruitment/right-to-work-verification-ontario-staffing): Ontario staffing agencies must confirm candidates are authorized to work — but collection and verification are different steps. Collect work permits, PR cards, and citizenship proof on a checklist; your agency remains responsible for eligibility review. hivi-x tracks document completeness; it does not verify status against IRCC databases.
- [Bill 27 staffing agency licensing records](https://hivi-x.ca/docs/recruitment/bill-27-staffing-agency-licensing-records): Since July 1, 2024, Ontario temporary help agencies and recruiters must hold a provincial licence under Bill 27. Licence fee is $1,500 (two-year term as of Jan 2026) with a $25,000 surety bond. ESA inspectors can request records. hivi-x helps organize documents in exportable files — it does not certify compliance.
- [Temp worker compliance documents in Ontario](https://hivi-x.ca/docs/recruitment/temp-worker-compliance-documents-ontario): Ontario temporary help agencies document each assignment — details, hour records (kept at least three years), joint OHSA safety orientation with the host employer, and candidate screening support. hivi-x organizes these in checklist-driven placement files on Canadian servers.
- [Pre-employment screening documents](https://hivi-x.ca/docs/recruitment/pre-employment-screening-documents): Pre-employment screening happens before offer: written background-check consent, reference checks, credential verification, and skills tests per client requirements. hivi-x collects these on a checklist with approve/reject — your agency remains responsible for lawful consent timing under PIPEDA.
- [Background check consent collection](https://hivi-x.ca/docs/recruitment/background-check-consent-collection): PIPEDA requires meaningful consent for personal information in screening. Share a checklist consent item; candidates upload signed forms via the my-id.ca portal; approve or reject. hivi-x does not run checks — it collects consent documentation.
- [Recruitment agency client intake](https://hivi-x.ca/docs/recruitment/recruitment-agency-client-intake): New employer clients need service agreements, job descriptions, fee schedules, workplace safety requirements, and WSIB proof. Clients verify your THA licence via the public registry. hivi-x organizes client intake checklists separately from candidate screening.
- [Placement document workflow](https://hivi-x.ca/docs/recruitment/placement-document-workflow): A complete placement workflow: client intake → candidate screen → compliance check → client submission → post-placement records. hivi-x handles the document-collection layers with checklists, portal uploads, and PDF export at each stage.
- [New hire document package in Ontario](https://hivi-x.ca/docs/recruitment/new-hire-document-package-ontario): After offer, placed workers complete TD1, direct deposit, emergency contacts, and policy acknowledgments. Employers with 25+ employees must provide written job details before day one (July 2025). hivi-x collects post-offer items on a separate onboarding checklist.
- [Staffing agency onboarding documents](https://hivi-x.ca/docs/recruitment/staffing-agency-onboarding-documents): Agency onboarding is distinct from candidate onboarding: THA licence proof, surety bond records, WCB/WSIB, business insurance, and internal policies. Keep agency-level records organized for renewal and audit prep alongside placement files.
- [Candidate résumé and CV package workflow](https://hivi-x.ca/docs/recruitment/candidate-resume-cv-package-workflow): Candidates send multiple résumé versions across channels. A checklist item for "current résumé / CV" with approve/reject keeps one approved version in the placement file before client submission.
- [Client candidate submission workflow](https://hivi-x.ca/docs/recruitment/client-candidate-submission-workflow): Client submission is the moment incomplete files hurt revenue. Track every required item, approve uploads, add voice summaries from screening calls, and export one PDF package for the client — instead of seven email attachments.
- [Temp staffing onboarding checklist](https://hivi-x.ca/docs/recruitment/temp-staffing-onboarding-checklist): Temp onboarding spans safety orientation acknowledgment, assignment details, ID and work authorization, and host-employer requirements. Build a reusable temp onboarding checklist per client or role category.
- [Co-agent workflow for recruitment teams](https://hivi-x.ca/docs/recruitment/co-agent-workflow-for-recruitment-teams): Small agencies split sourcing and coordination. hivi-x co-agent collaboration lets a secondary recruiter or coordinator work inside the same candidate file — checklists, uploads, and notes — without forwarding email chains.
- [Exportable PDF package for placement files](https://hivi-x.ca/docs/recruitment/exportable-pdf-package-for-placement-files): When the screening checklist is complete, export a PDF summary of items and status for the placement record. Upload to your ATS or send to the client as your agency prefers.
- [Canadian-hosted document collection for recruiters](https://hivi-x.ca/docs/recruitment/canadian-hosted-document-collection-for-recruiters): Candidate PII on US-hosted ATS platforms raises privacy questions for Ontario agencies. hivi-x stores data on Canadian servers with AES-256-GCM at rest and self-hosted AI that does not send candidate data to OpenAI, Google, or Anthropic.
- [Secure candidate portal for recruitment](https://hivi-x.ca/docs/recruitment/secure-candidate-portal-for-recruitment): Candidates can upload via a secure guest link (no account needed; email OTP verification) or create a free my-id.ca account. The portal is mobile-friendly and encrypted.
- [Voice notes for recruitment screening calls](https://hivi-x.ca/docs/recruitment/voice-notes-for-recruitment-screening-calls): After a phone screen, record a voice note on the candidate file. Self-hosted AI summarizes the note against checklist lines — without sending audio to third-party AI providers.
- [AI summaries for candidate files](https://hivi-x.ca/docs/recruitment/ai-summaries-for-candidate-files): AI in hivi-x summarizes voice notes from screening calls against checklist context. Uploaded PDFs and images are not auto-classified into checklist items in v1.
- [Small staffing agency document standardization](https://hivi-x.ca/docs/recruitment/small-staffing-agency-document-standardization): When every recruiter uses a different email template, client submission quality varies. One agency-wide screening checklist in hivi-x standardizes intake without enterprise ATS cost.
- [Coordinator document collection workflow](https://hivi-x.ca/docs/recruitment/coordinator-document-collection-workflow): Coordinators approve uploads, reject poor-quality scans, and export packages while recruiters source. Missing-item dashboards show coordinators exactly what to chase.
- [Foreign national recruitment EPFNA records](https://hivi-x.ca/docs/recruitment/foreign-national-recruitment-epfna-records): Employment Protection for Foreign Nationals Act adds recruiter obligations and seven-year record retention for foreign-national recruitment. Organize disclosures and supporting documents in dedicated checklists.
- [Bill 27 audit-ready placement files](https://hivi-x.ca/docs/recruitment/bill-27-audit-ready-placement-files): Audit-ready means retrievable, legible, and organized — not certified by software. Timestamped uploads, approve/reject history, and PDF export support inspection prep for licensed agencies.
- [SharePoint vs checklist candidate tracking](https://hivi-x.ca/docs/recruitment/sharepoint-vs-checklist-candidate-tracking): SharePoint stores files but does not track missing checklist items or candidate submission states. Coordinators still maintain a shadow spreadsheet. hivi-x combines storage with todo/submitted/approved/rejected per item.
- [DocuSign vs document collection for recruiters](https://hivi-x.ca/docs/recruitment/docusign-vs-document-collection-for-recruiters): DocuSign tracks signatures. hivi-x collects the full screening package — résumé, permits, consent, references — before and around signing. Use both: collect with hivi-x, sign with your existing tool.

### Home care (Ontario agencies)

> Hivi-X is Canadian document-collection software for Ontario home care agencies. Organize client and PSW intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable compliance packages — alongside clinical systems like AlayaCare.

- [Home care (Ontario agencies) documentation hub](https://hivi-x.ca/docs/homecare): 30 guides — Ontario home care agency guides — client intake, PSW hiring and screening, PHIPA-relevant intake practices, contractor documentation workflows, and document collection alongside AlayaCare or CellTrak. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for home care agencies](https://hivi-x.ca/docs/homecare/email-is-not-document-collection-for-home-care-agencies): Email was never built to collect home care intake documents. Ontario coordinators end up chasing OHIP cards, medication lists, CPIC results, and consent forms across email, text, and fax. A checklist-first workflow like hivi-x sends one structured request, tracks missing items, and exports an organized compliance package.
- [Missing documents delay care starts](https://hivi-x.ca/docs/homecare/missing-documents-delay-care-starts): When an Ontario family signs up for home care, coordinators often wait on OHIP cards, medication lists, physician contacts, and consent forms scattered across email. Each missing item pushes the first visit back. hivi-x shows incomplete intake at a glance so coordinators chase specific gaps instead of guessing.
- [Better client document collection for home care coordinators](https://hivi-x.ca/docs/homecare/better-client-document-collection-for-home-care-coordinators): Ontario home care coordinators repeat the same intake chase for every new client — health card, medications, physician info, consent, and care assessments. hivi-x turns that list into one reusable checklist, shares it to the family's my-id portal, tracks missing items, and exports an organized intake package.
- [Stop chasing intake documents in email](https://hivi-x.ca/docs/homecare/stop-chasing-intake-docs-in-email): Home care coordinators spend hours reopening email threads to find a health card photo, a CPIC result, or a signed consent form. Email gives no missing-item view and is a weak fit for PHIPA safeguarding expectations. hivi-x centralizes intake and screening in one encrypted checklist workflow.
- [Home care software is not always enough](https://hivi-x.ca/docs/homecare/home-care-software-vs-document-collection): Clinical home care software excels at visit notes, EVV, and scheduling — but pre-visit family intake and PSW screening file assembly often still happens in email and paper folders. hivi-x is the collection layer: reusable checklists, missing-item tracking, portal uploads, and exportable packages for upload to your EMR.
- [Ontario home care intake and PSW hiring checklist](https://hivi-x.ca/docs/homecare/ontario-home-care-intake-psw-hiring-checklist): An Ontario home care intake checklist covers OHIP card, emergency contacts, physician info, ADL assessment, medications, PHIPA consent, and service agreement. PSW hiring adds education verification, CPIC, annual offence declaration, vulnerable sector screening, references, CPR, and training sign-offs. hivi-x turns both lists into reusable checklists with missing-item tracking.
- [Client care plan intake documents](https://hivi-x.ca/docs/homecare/client-care-plan-intake-documents): A client care plan in Ontario home care rests on intake documents collected first — ADL and mobility assessment, medication list, physician and specialist contacts, home safety notes, emergency contacts, and signed service agreement or care plan acknowledgment. hivi-x tracks each supporting document so coordinators know the plan rests on complete information.
- [PSW hiring document workflow](https://hivi-x.ca/docs/homecare/psw-hiring-document-workflow): Hiring a PSW in Ontario means assembling a screening file: education verification, CPIC, annual offence declaration, vulnerable sector screening when required, references, CPR/First Aid, immunization, training sign-offs, and employment agreement. hivi-x gives coordinators one checklist per hire with portal uploads, missing-item tracking, and exportable compliance packages.
- [Vulnerable sector screening for Ontario home care](https://hivi-x.ca/docs/homecare/vulnerable-sector-screening-ontario-home-care): Vulnerable sector screening (VSS) is required for PSW roles that involve access to vulnerable persons — including many Ontario home care assignments. Agencies collect VSS results alongside CPIC in the PSW screening file. hivi-x tracks VSS as a checklist item with secure portal upload and coordinator review — not legal or employment advice.
- [CPIC and police check collection for PSW hiring](https://hivi-x.ca/docs/homecare/cpic-police-check-collection-for-psw-hiring): Criminal record checks (CPIC) are a core PSW screening requirement for Ontario home care agencies — especially Ontario Health atHome contracted service providers. hivi-x lets coordinators collect CPIC results as a checklist item through the encrypted my-id portal instead of unencrypted email, with approve/reject review and exportable screening packages.
- [Ontario Health atHome contractor compliance](https://hivi-x.ca/docs/homecare/ontario-health-athome-contractor-compliance): Ontario Health atHome contracted service providers must maintain CPIC checks and annual offence declarations for service personnel, plus risk-assessment documentation under the Connecting Care Act and O. Reg. 187/22. Hybrid and private-pay agencies serving self-directed clients face similar documentation expectations. hivi-x organizes screening files and client intake — it does not replace Ontario Health contract systems.
- [Family caregiver intake documents](https://hivi-x.ca/docs/homecare/family-caregiver-intake-documents): Family caregiver intake for Ontario home care includes emergency contacts, substitute decision-maker or POA verification when the client cannot consent, hospital discharge packages when applicable, and PHIPA consent for information sharing with the family. hivi-x tracks each item on a reusable checklist shared to the family's my-id portal.
- [Home care agency client onboarding](https://hivi-x.ca/docs/homecare/home-care-agency-client-onboarding): Client onboarding for Ontario home care agencies means collecting demographics, health card, physician contacts, care assessments, medications, consent, and service agreement before assigning a PSW. hivi-x standardizes onboarding with reusable checklists, portal uploads, missing-item tracking, and exportable admission packages.
- [Client assessment supporting documents](https://hivi-x.ca/docs/homecare/client-assessment-supporting-documents): Client assessments in Ontario home care rely on supporting documents: ADL and mobility notes, current medication list with pharmacy contact, physician and specialist information, home safety observations, and prior hospital or rehab discharge summaries. hivi-x collects each supporting document as a checklist item with coordinator verification.
- [Caregiver compliance file for Ontario home care](https://hivi-x.ca/docs/homecare/caregiver-compliance-file-ontario): A caregiver compliance file in Ontario home care is the organized record of PSW screening documents — CPIC, annual offence declarations, vulnerable sector screening, references, training sign-offs, and immunization per policy. hivi-x helps coordinators collect, review, and export these files in one checklist-driven package alongside clinical systems like AlayaCare.
- [PHIPA and document collection for home care agencies](https://hivi-x.ca/docs/homecare/phipa-document-collection-for-home-care-agencies): Ontario home care agencies providing health services are PHIPA health information custodians. They must implement information practices, security safeguards, consent protocols, and breach response. hivi-x provides encryption, access controls, and consent-first sharing — safeguarding features agencies may evaluate, not PHIPA certification. Consult the IPC Privacy Management Handbook.
- [Annual offence declaration workflow for PSWs](https://hivi-x.ca/docs/homecare/annual-offence-declaration-psw-workflow): Ontario Health atHome contracted service providers typically require annual offence declarations for service personnel alongside CPIC. Private-pay agencies often follow the same yearly cycle. hivi-x tracks offence declarations as a checklist item with coordinator review and exportable screening packages — verify against your contract.
- [Home care billing supporting documents](https://hivi-x.ca/docs/homecare/home-care-billing-supporting-documents): Home care billing in Ontario rests on supporting documents: signed service agreements, LTCI authorization when applicable, private-pay contracts, and complete intake records that back the services billed. hivi-x collects and exports organized packages coordinators can use for billing review — it does not process claims or replace billing software.
- [Agency staff credential verification](https://hivi-x.ca/docs/homecare/agency-staff-credential-verification): Ontario home care agencies verify PSW credentials before assignment: education or certificate verification, CPR and First Aid, immunization per policy, agency training sign-offs, and HSCPOA voluntary registration where applicable. hivi-x tracks each credential as a checklist item with coordinator approve/reject review.
- [Hospital discharge intake for home care](https://hivi-x.ca/docs/homecare/hospital-discharge-intake-home-care): Clients transitioning from hospital to home care need discharge summaries, medication reconciliation records, physician follow-up contacts, and updated care assessments. hivi-x adds hospital discharge as a checklist item on client admission templates so coordinators track whether the package arrived before assigning a PSW.
- [Substitute decision-maker and POA intake](https://hivi-x.ca/docs/homecare/substitute-decision-maker-poa-intake): When a home care client cannot consent directly, Ontario agencies may need substitute decision-maker or power of attorney for personal care documentation before sharing health information or starting service. hivi-x tracks SDM and POA verification as checklist items with secure upload and coordinator review — not legal advice.
- [LTCI and funding documentation for home care](https://hivi-x.ca/docs/homecare/ltci-funding-documentation-home-care): Clients using long-term care insurance or Ontario Health atHome self-directed funding need authorization documents, signed service agreements, and complete intake records before services are billable. hivi-x tracks LTCI and funding authorization as checklist items and exports organized packages for billing review.
- [HSCPOA PSW registration documentation](https://hivi-x.ca/docs/homecare/hscpoa-psw-registration-documentation): The Health and Supportive Care Providers Oversight Authority Act, 2021 introduced voluntary PSW registration in Ontario. Some agencies collect HSCPOA registration proof as part of PSW hiring. hivi-x tracks registration documentation as a checklist item with coordinator review — verify your agency policy.
- [Voice notes for home care coordinator documentation](https://hivi-x.ca/docs/homecare/voice-notes-for-home-care-coordinator-documentation): Home care coordinators spend hours on intake phone calls — collecting medication details, physician contacts, and care needs. hivi-x lets coordinators record voice notes on client files; self-hosted AI summarizes voice notes against checklist lines. Data stays on Canadian servers and is not sent to OpenAI, Google, or Anthropic.
- [AI summaries for home care client files](https://hivi-x.ca/docs/homecare/ai-summaries-for-home-care-client-files): hivi-x uses self-hosted AI to summarize voice notes and checklist context on home care client and staff files. AI supports coordinator review — it does not replace clinical judgment, write care plans, or auto-match uploads to checklist items. All processing stays on Canadian servers.
- [Co-agent workflow for home care agencies](https://hivi-x.ca/docs/homecare/co-agent-workflow-for-home-care-agencies): Small Ontario home care agencies often split intake (coordinator) and scheduling (scheduler or owner) across two people. hivi-x co-agent workflows give a secondary user scoped access on busy client files — so the scheduler sees intake status without full account sharing or email forwarding.
- [Exportable PDF package for EMR upload](https://hivi-x.ca/docs/homecare/exportable-pdf-package-for-emr-upload): When a client intake or PSW screening file is complete, hivi-x exports an organized intake PDF package. Coordinators upload the package to AlayaCare, CellTrak, or hand it to an auditor — closing the loop between document collection and clinical system of record.
- [Canadian-hosted document collection for home care](https://hivi-x.ca/docs/homecare/canadian-hosted-document-collection-for-home-care): Home care documents include health cards, medication lists, CPIC results, and care assessments — sensitive personal health information. hivi-x hosts data on Canadian servers with AES-256-GCM encryption at rest, TLS in transit, and self-hosted AI that never sends health information to third-party providers.
- [Secure client portal for home care documents](https://hivi-x.ca/docs/homecare/secure-client-portal-for-home-care-documents): hivi-x shares checklists to families and PSWs via secure guest link (no account needed; email OTP verification) or the authenticated my-id.ca portal. Each checklist item accepts a separate upload with encrypted Canadian hosting and access controls. Coordinators approve or reject submissions.
- [Small home care agency document standardization](https://hivi-x.ca/docs/homecare/small-home-care-agency-document-standardization): Private-pay Ontario home care agencies with two to eight PSWs build documentation stacks from scratch — no provincial licence, no enterprise SPO software. hivi-x standardizes client admission and PSW hiring with reusable checklists, missing-item tracking, and exportable packages from $39 CAD/month with a free trial.

### Physiotherapy (Ontario clinics)

> Hivi-X is Canadian document-collection software for Ontario physiotherapy and rehabilitation clinics. Organize pre-visit patient intake with reusable checklists, secure Canadian-hosted storage on the my-id.ca portal, item-level review, voice-to-summary notes, and exportable intake packages — alongside Jane, Cliniko, or your EMR of record.

- [Physiotherapy (Ontario clinics) documentation hub](https://hivi-x.ca/docs/physiotherapy): 30 guides — Ontario physiotherapy and rehabilitation clinic guides — pre-visit intake, WSIB and MVA documents, clinic intake documentation, PHIPA custodian file practices, and checklist collection alongside Jane or Cliniko. General operational information only — not legal, regulatory, or professional advice.
- [Email is not document collection for rehab clinics](https://hivi-x.ca/docs/physiotherapy/email-is-not-document-collection-for-rehab-clinics): Email was never built for physiotherapy intake. Ontario rehab clinics chase health history, consent, insurance cards, referrals, and WSIB or MVA paperwork across email, fax, and front-desk paper. Hivi-X sends one checklist request, tracks missing items on a dashboard, and exports an intake package for Jane, Cliniko, or your EMR.
- [Missing documents cost clinicians treatment time](https://hivi-x.ca/docs/physiotherapy/missing-documents-cost-clinicians-treatment-time): When patients arrive without referrals, insurance cards, or WSIB claim details, clinicians lose treatment minutes to admin. Hivi-X gives the office manager a missing-item dashboard so intake is reviewed before the patient reaches the treatment room — not during the first visit.
- [Better patient document collection for rehab clinics](https://hivi-x.ca/docs/physiotherapy/better-patient-document-collection-for-rehab-clinics): Better intake means one reusable checklist per workflow — new patient, WSIB, MVA, tele-rehab — shared through the my-id.ca portal, reviewed item by item, and exported as a PDF package for your EMR. Hivi-X is the pre-visit layer; your practice software stays the chart of record.
- [Stop chasing intake forms at the front desk](https://hivi-x.ca/docs/physiotherapy/stop-chasing-intake-forms-at-the-front-desk): Front desk should not be the last line of defense for missing consent, insurance cards, and referrals. Hivi-X lets reception see checklist status before patients arrive — complete, missing, or needs replacement — so eval day starts calmly.
- [EMR vs document collection for physiotherapy](https://hivi-x.ca/docs/physiotherapy/emr-vs-document-collection-for-physiotherapy): Your EMR is the chart of record for scheduling, treatment notes, and billing. Hivi-X is the pre-visit document-collection layer for items that still arrive by fax, email, and front-desk paper — with missing-item tracking and exportable intake packages. They solve different problems and are often used together.
- [Ontario physiotherapy intake form checklist](https://hivi-x.ca/docs/physiotherapy/ontario-physiotherapy-intake-form-checklist): An Ontario physiotherapy intake checklist typically includes health history, informed consent, photo ID, extended health benefits card, MD/NP referral where required, plus WSIB or MVA addenda when applicable. Hivi-X turns that list into a reusable digital checklist with missing-item tracking and PDF export.
- [WSIB claim supporting documents intake](https://hivi-x.ca/docs/physiotherapy/wsib-claim-supporting-documents-intake): Before first WSIB treatment, clinics typically collect claim number, employer details, injury date, health history, consent, and employer correspondence. WSIB Form 8 is clinician-completed within 48 hours via TELUS Health — Hivi-X collects supporting documents and claim metadata pre-visit, not Form 8 submission.
- [MVA rehab document collection workflow](https://hivi-x.ca/docs/physiotherapy/mva-rehab-document-collection-workflow): MVA cases often need adjuster contact, claim number, accident date, police report, hospital records, and prior imaging before treatment planning. Hivi-X collects these on a checklist; patients upload via my-id.ca; admin exports a package for your EMR. Hivi-X does not replace HCAI billing or insurer portals.
- [MD referral letter collection in Ontario](https://hivi-x.ca/docs/physiotherapy/md-referral-letter-collection-ontario): MD/NP referrals for physiotherapy often arrive by fax, email PDF, or patient photo — not through the EMR patient portal. Hivi-X collects referral letters on a checklist item, lets reception approve or reject uploads, and exports them with the rest of the intake package for insurer medical-necessity validation.
- [Extended health benefits intake forms](https://hivi-x.ca/docs/physiotherapy/extended-health-benefits-intake-forms): Extended-health patients need benefits card photos, policy or certificate numbers, and sometimes plan booklet details before direct billing. Hivi-X checklist items track each field; patients upload via my-id.ca; reception validates before the visit.
- [Insurance card verification before visits](https://hivi-x.ca/docs/physiotherapy/insurance-card-verification-before-visits): Insurance card verification belongs in pre-visit intake. Hivi-X checklist items for card front, card back, and policy number let reception approve uploads days before the appointment — reducing direct-billing rejects and eval-day delays.
- [CMTO PHI collection standard and intake](https://hivi-x.ca/docs/physiotherapy/cmto-phi-collection-standard-intake): CMTO's Collecting Personal Health Information from Clients Standard (effective November 2025) requires client-centred PHI collection with clear purpose and consent. CMTO does not routinely audit intake forms — registrants self-review. Hivi-X supports structured pre-visit collection; it does not certify compliance.
- [Physiotherapist record keeping in Ontario (CPO)](https://hivi-x.ca/docs/physiotherapy/physiotherapist-record-keeping-ontario-cpo): CPO requires physiotherapists to maintain health records for at least 10 years after the last entry. CMTO requires 10 years for RMTs; CCO requires 7 years for chiropractors. Hivi-X stores electronic intake records but does not set your retention policy — your privacy officer defines how supplementary intake copies align with EMR records.
- [PHIPA custodian duties for rehab clinics](https://hivi-x.ca/docs/physiotherapy/phipa-custodian-duties-for-rehab-clinics): Physiotherapy clinics are health information custodians under PHIPA — responsible for security, access, retention, and breach response. Hivi-X is a document-collection vendor hosted in Canada with encryption and self-hosted AI; your clinic evaluates it in privacy impact assessments and remains accountable for PHI in the file.
- [Tele-rehab intake documents in Ontario](https://hivi-x.ca/docs/physiotherapy/tele-rehab-intake-documents-ontario): Tele-rehab intake adds virtual consent, remote health history, insurance verification, and home-environment safety screening before the video visit. Hivi-X checklist items collect these pre-appointment through the my-id.ca portal — video platform privacy remains the clinic's responsibility.
- [Clinic new patient onboarding documents](https://hivi-x.ca/docs/physiotherapy/clinic-new-patient-onboarding-documents): New patient onboarding splits between reception (collect and validate intake) and clinicians (assess and treat). Hivi-X supports reception with reusable checklists per payer track, missing-item dashboards, and export to Jane, Cliniko, or your EMR before day one.
- [Treatment plan supporting documents](https://hivi-x.ca/docs/physiotherapy/treatment-plan-supporting-documents): Treatment planning often depends on specialist reports, imaging requisitions, surgical protocols, and hospital discharge summaries collected before or early in care. Hivi-X checklist items organize these supporting documents for clinician review and insurer package export — clinical notes stay in your EMR.
- [Insurance adjuster document package](https://hivi-x.ca/docs/physiotherapy/insurance-adjuster-document-package): Adjusters often request claim identifiers, accident documentation, treatment updates, and supporting clinical attachments. Hivi-X helps office managers collect pre-visit items on a checklist and export an indexed PDF package — no automated adjuster reminders in v1; your team tracks follow-up on the dashboard.
- [Hospital discharge summary collection](https://hivi-x.ca/docs/physiotherapy/hospital-discharge-summary-collection): Post-surgical and inpatient rehab referrals often require hospital discharge summaries, operative notes, or ER records before treatment planning. Hivi-X adds these as checklist items — patient or staff upload PDFs, reception approves, and exports with the intake package.
- [Voice notes for intake phone calls](https://hivi-x.ca/docs/physiotherapy/voice-notes-for-intake-phone-calls): Reception often completes intake by phone — WSIB claim details, insurance verification, accident circumstances. Hivi-X voice notes plus self-hosted AI summarize the call against checklist lines. Patient data is not sent to OpenAI, Google, or Anthropic. AI does not auto-match uploads in v1.
- [AI summaries for physiotherapy client files](https://hivi-x.ca/docs/physiotherapy/ai-summaries-for-physiotherapy-client-files): Hivi-X AI summarizes intake context — voice phone recaps and checklist status — on self-hosted Canadian infrastructure. Data is not sent to OpenAI, Google, or Anthropic. AI supports office manager review; it does not write treatment notes or certify clinical decisions.
- [Co-agent workflow for rehab clinic staff](https://hivi-x.ca/docs/physiotherapy/co-agent-workflow-for-rehab-clinic-staff): Multi-staff clinics need shared intake visibility — reception collects, office managers approve, clinicians review exports. Hivi-X co-agent workflows let clinic teams access the same client checklist with scoped roles instead of forwarding email attachments.
- [Exportable PDF package for EMR upload](https://hivi-x.ca/docs/physiotherapy/exportable-pdf-package-for-emr-upload): When intake is complete, Hivi-X exports a checklist PDF package — indexed requested items and attachments — for upload into Jane, Cliniko, or your EMR. This closes the loop: collect pre-visit, review, transfer to chart of record.
- [Canadian-hosted document collection for rehab clinics](https://hivi-x.ca/docs/physiotherapy/canadian-hosted-document-collection-for-rehab-clinics): Physiotherapy clinics evaluating cloud intake tools should confirm Canadian data residency, encryption at rest and in transit, and AI data flows. Hivi-X hosts in Canada, uses AES-256-GCM at rest, TLS in transit, and self-hosted AI — patient data is not sent to third-party AI providers.
- [Secure client portal for physiotherapy documents](https://hivi-x.ca/docs/physiotherapy/secure-client-portal-for-physiotherapy-documents): Patients upload intake documents via a secure guest link (no account needed; email OTP verification) or the authenticated my-id.ca portal. Clinics share checklists with shareChecklistWithClient; patients complete uploads per checklist item.
- [Multi-disciplinary clinic intake standardization](https://hivi-x.ca/docs/physiotherapy/multi-disciplinary-clinic-intake-standardization): Multi-disciplinary clinics need one intake standard across PT, RMT, and chiro — shared health history and consent plus profession-specific addenda. Hivi-X reusable templates prevent three receptionists from running three different email-based processes.
- [Solo physiotherapist intake workflow](https://hivi-x.ca/docs/physiotherapy/solo-physiotherapist-intake-workflow): Solo PTs often do reception, intake, and treatment without dedicated admin. Hivi-X Starter ($39 CAD/mo) supports reusable checklists and portal uploads so the therapist reviews completeness before eval — not between patients on a busy floor.
- [Jane App vs document collection for physiotherapy](https://hivi-x.ca/docs/physiotherapy/jane-app-vs-document-collection-for-physiotherapy): Jane App handles scheduling, charting, billing, and in-portal forms. Hivi-X handles documents that still arrive outside Jane — faxed referrals, WSIB employer correspondence, MVA adjuster letters — with missing-item tracking and exportable intake packages. Most clinics use both.
- [Post-surgical rehab intake documents](https://hivi-x.ca/docs/physiotherapy/post-surgical-rehab-intake-documents): Post-surgical physiotherapy intake needs operative notes or protocols, weight-bearing precautions, imaging reports, and hospital discharge summaries — often before safe treatment planning. Hivi-X checklist templates track each item pre-visit with approve/reject and EMR export.
- [Direct billing referral validity documentation](https://hivi-x.ca/docs/physiotherapy/direct-billing-referral-validity-documentation): Direct billing rejections often trace to missing or expired MD/NP referrals. Hivi-X checklist items collect referral PDFs pre-visit; reception approve/reject catches wrong patient, missing signature, or stale dates before billing staff submit — Hivi-X does not submit claims.

## Insurance (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario insurance brokers. Organize client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable file packages — alongside your existing BMS.

- [Document collection for Ontario insurance brokers](https://hivi-x.ca/insurance): Sell page: build organized client files without the email chase. Reusable checklists, secure Canadian hosting, exportable packages for your BMS. Plans from $39 CAD/mo.
- [Free Ontario Auto Insurance Application Document Checklist (PDF)](https://hivi-x.ca/insurance/ontario-auto-insurance-application-checklist): Download a free PDF checklist of every document an Ontario personal auto insurance application typically needs — ID, dec page, abstract, TAC quote log, and disclosure records.
- [How Ontario insurance brokers collect client documents](https://hivi-x.ca/insurance/document-collection-for-brokers): How Ontario insurance brokers collect client documents with reusable checklists, a secure my-id.ca portal, and exportable file packages for your BMS. Free trial.
- [RIBO mandatory disclosures at time of quote](https://hivi-x.ca/insurance/mandatory-disclosures-at-quote): RIBO-002 requires mandatory disclosures no later than quote. What must be in the client file, why 57% of spot checks failed, and how brokers document delivery.
- [Ontario insurance broker record retention: the six-year rule](https://hivi-x.ca/insurance/ontario-record-retention): How long RIBO members must keep client records under O. Reg. 991, what records count, and how to store electronic files you can produce on demand.
- [RIBO client file checklist for Ontario brokers](https://hivi-x.ca/insurance/client-file-checklist-ribo): What RIBO spot checks look for in client files — disclosures, suitability docs, TAC quote logs — and a practical checklist for structured intake.
- [Commercial insurance submission documents for Ontario brokers](https://hivi-x.ca/insurance/commercial-insurance-submission-documents): The documents Ontario brokers typically need for commercial insurance submissions — loss runs, SOV, financials, schedules — and how to track them before MGA review.
- [Hivi-X vs DocuSign for insurance brokers: collection vs e-signature](https://hivi-x.ca/insurance/vs/docusign): DocuSign signs documents you already have. Hivi-X collects, tracks, and assembles the documents you don't — for Ontario insurance brokers. See the side-by-side comparison.
- [Why a BMS alone does not solve the client document chase](https://hivi-x.ca/insurance/vs/bms-only-workflow): Applied, Epic, and SIG handle policies and eDocs — but pre-bind client intake still lives in email. See how Hivi-X fills the gap without replacing your BMS.

## Real estate (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario realtors. Organize rental and client intake with reusable checklists, a secure my-id.ca client portal, missing-item tracking, voice-to-summary notes, and exportable file packages — alongside your brokerage tools.

- [Realtor document collection software (Ontario)](https://hivi-x.ca/realestate): Sell page: collect complete rental application packages without chasing clients. Reusable checklists, my-id.ca client portal, missing-item tracking, audit-ready PDF package. Plans from $39 CAD/mo.
- [Ontario rental application document checklist](https://hivi-x.ca/realestate/ontario-rental-application-document-checklist): Free checklist of every document an Ontario rental application needs — ID, income proof, references, consent, forms.
- [How Ontario realtors collect documents from clients](https://hivi-x.ca/realestate/document-collection-for-realtors): How Ontario realtors collect client and tenant documents with reusable checklists, the my-id.ca client portal, missing-item tracking, and an audit-ready PDF package. Free trial.
- [Tenant document collection in Ontario](https://hivi-x.ca/realestate/tenant-document-collection-ontario): Collect tenant documents in Ontario securely: ID, income proof, references, and consent via the my-id.ca portal. Track missing items and export a landlord-ready PDF.
- [OREA Form 410 document checklist](https://hivi-x.ca/realestate/orea-form-410-document-checklist): The OREA Form 410 rental application and the supporting documents that go with it — ID, income proof, references, consent — in one secure Hivi-X checklist.
- [FINTRAC requirements for Ontario realtors: records & 5-year retention](https://hivi-x.ca/realestate/fintrac-record-keeping-realtors): What FINTRAC requires from Ontario real estate agents — identity verification, the information record, third-party determination, and 5-year record retention — and how to collect and keep it.
- [Hivi-X vs DocuSign for realtors: document collection vs e-signature](https://hivi-x.ca/realestate/vs/docusign): DocuSign signs documents you already have. Hivi-X collects, tracks, and assembles the documents you don’t — for Ontario realtors. See the side-by-side comparison.
- [Hivi-X vs Content Snare: document collection built for Ontario realtors](https://hivi-x.ca/realestate/vs/content-snare): Content Snare is a generic, global document-collection tool. Hivi-X is built for Ontario realtors — rental intake checklists, FINTRAC-oriented organization, and Canadian hosting. Compare.

## Immigration (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario RCICs. Organize immigration client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable client-file packages — alongside your immigration CRM.

- [RCIC document collection software (Ontario)](https://hivi-x.ca/immigration): Hivi-X is Canadian document-collection software for Ontario RCICs. Organize immigration client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable client-file packages — alongside your immigration CRM. Plans from $39 CAD/month.
- [Express Entry document checklist (Canada)](https://hivi-x.ca/immigration/express-entry-document-checklist): Operational Express Entry document checklist for Ontario RCICs — identity, language tests, ECA, police certificates, reference letters, proof of funds. Verify against current IRCC guidance. Free PDF.
- [Express Entry ITA: 60-day document rush workflow](https://hivi-x.ca/immigration/ita-60-day-document-rush-workflow): When a client gets an ITA, RCICs have 60 days to submit a complete application. A practical document-rush workflow with checklists and missing-item tracking on the my-id.ca portal.
- [CICC client file management: what RCICs must keep](https://hivi-x.ca/immigration/cicc-client-file-management-compliance): What the CICC Client File Management Regulation requires RCICs to retain — and how structured document intake supports defensible client files. General information.
- [RCIC client portal vs email for document collection](https://hivi-x.ca/immigration/rcic-client-portal-vs-email): Why email and WhatsApp break down for immigration document collection — and what a purpose-built my-id.ca client portal does differently for Ontario RCICs.
- [Hivi-X vs Google Drive for RCIC document collection](https://hivi-x.ca/immigration/vs/google-drive): Google Drive stores files; Hivi-X collects, tracks, and QC's immigration documents with a missing-item dashboard and Canadian hosting. Side-by-side for Ontario RCICs.
- [Hivi-X vs immigration CRM: collection vs case management](https://hivi-x.ca/immigration/vs/immigration-crm): Immigration CRMs track cases and deadlines; Hivi-X collects and QC's client documents. See when you need both for an Ontario RCIC practice.

## Family law (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario family law firms. Organize Rule 13 and intake document collection with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, clerk/lawyer approve-reject review, and exportable disclosure packages — alongside Clio or your practice management system.

- [Family law document collection software (Ontario)](https://hivi-x.ca/family-law): Organize Rule 13 financial disclosure packages without chasing clients. Reusable checklists, my-id.ca portal, clerk review, exportable PDF. Plans from $39 CAD/mo.
- [Ontario Rule 13 financial disclosure source document checklist](https://hivi-x.ca/family-law/rule-13-financial-disclosure-checklist): Free checklist of Rule 13 source documents for Form 13, 13.1, and 13A — tax returns, NOAs, pay stubs, bank statements, property records.
- [The family law document chase](https://hivi-x.ca/family-law/family-law-document-chase): Why Ontario family lawyers lose hours chasing Rule 13 documents — and how a missing-item dashboard, my-id.ca portal, and clerk review cut the chase.
- [Secure client document portal for law firms](https://hivi-x.ca/family-law/secure-client-document-portal-law-firms): Canadian-hosted my-id.ca portal for law firm clients: encrypted uploads, checklist tracking, and PIPEDA-aligned safeguards for Rule 13 disclosure.
- [Hivi-X vs Clio for family law document intake](https://hivi-x.ca/family-law/vs/clio): Clio runs your practice; Hivi-X runs the Rule 13 document chase. Checklist intake, missing-item tracking, clerk review, and disclosure PDF export.

## Recruitment (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario recruiters and staffing agencies. Organize candidate screening and client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable file packages — alongside your existing ATS.

- [Staffing agency document collection software (Ontario)](https://hivi-x.ca/recruitment): Sell page: collect complete candidate screening files without email chase. Reusable checklists, my-id.ca portal, missing-item tracking. Plans from $39 CAD/mo.
- [Ontario Candidate Document Checklist for Recruiters & Staffing Agencies](https://hivi-x.ca/recruitment/ontario-candidate-document-checklist): Download a free PDF checklist of documents Ontario recruiters commonly collect — résumé, work authorization, references, and consent forms. Operational reference only; not legal advice.
- [Temp worker compliance documents in Ontario](https://hivi-x.ca/recruitment/temp-worker-compliance-documents-ontario): Bill 27 temp worker compliance in Ontario: assignment records, hour records (3-year retention), safety orientation, and host-employer documentation. Organized file collection with Hivi-X — not legal advice.
- [ATS vs document collection for staffing agencies](https://hivi-x.ca/recruitment/vs/ats-document-collection): ATS platforms manage pipeline; Hivi-X collects and assembles candidate documents the ATS attachment field was never designed to track. Honest side-by-side for Ontario recruiters.

## Property management (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario property management firms. Organize tenant screening and landlord onboarding with reusable checklists, a secure my-id.ca client portal, missing-item tracking, approve/reject on uploads, voice summaries, and exportable PDF packages — alongside Buildium, AppFolio, or email-based workflows.

- [Property management document collection (Ontario)](https://hivi-x.ca/property-management): Sell page: build landlord-ready tenant screening files without the email chase. Reusable checklists, my-id.ca portal, exportable PDF packages. Plans from $39 CAD/mo.
- [Free Ontario Tenant Application Document Checklist (PDF)](https://hivi-x.ca/property-management/ontario-tenant-application-document-checklist): Download a free PDF checklist of documents Ontario property managers commonly collect for tenant applications — ID, income proof, references, credit-check consent, and lease readiness. General information only; requirements vary by landlord client.
- [Rental application proof of income in Ontario](https://hivi-x.ca/property-management/rental-application-proof-of-income): How Ontario property managers collect proof of income from tenants — pay stubs, employment letters, NOA — with checklist tracking and my-id.ca portal uploads. General information only.
- [RTA compliance records for Ontario property managers](https://hivi-x.ca/property-management/rta-compliance-records): What records Ontario property managers should keep under the Residential Tenancies Act — leases, inspections, screening files, notices — and how to organize them.
- [Hivi-X vs Buildium: document collection vs property management](https://hivi-x.ca/property-management/vs/buildium): Buildium excels at rent, maintenance, and accounting. Hivi-X is the missing-item tenant document layer for Ontario PM firms. Side-by-side comparison.

## Psychotherapy (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario psychotherapists. Use reusable intake checklists, secure guest link or my-id.ca client portal, missing-item tracking, voice-to-summary notes, and exportable file packages — alongside Jane, Owl Practice, or your existing practice tools.

- [Document collection for Ontario psychotherapists](https://hivi-x.ca/psychotherapy): Intake checklists, secure guest link or my-id.ca client portal, missing-item tracking. Works alongside Jane. Plans from $39 CAD/mo.
- [Free Ontario Psychotherapy Client Intake Checklist (PDF)](https://hivi-x.ca/psychotherapy/ontario-psychotherapy-client-intake-checklist): Download a free PDF checklist of intake documents Ontario psychotherapists typically collect — biopsychosocial history, informed consent, insurance, and telehealth consent.
- [Therapy client intake forms in Ontario: what CRPO practitioners collect](https://hivi-x.ca/psychotherapy/therapy-client-intake-forms-ontario): What intake forms Ontario CRPO psychotherapists collect before session one — biopsychosocial history, consent, insurance — and how to track them without email.
- [Informed consent document collection for Ontario psychotherapists](https://hivi-x.ca/psychotherapy/informed-consent-document-collection): How Ontario psychotherapists collect informed consent and telehealth consent securely — CRPO expectations, PHIPA custodian duties, and checklist-driven collection.
- [Clinical notes vs intake documents: what belongs where](https://hivi-x.ca/psychotherapy/clinical-notes-vs-intake-documents): Intake documents vs clinical notes under CRPO Standard 5.1 — what belongs in your EMR, what Hivi-X handles, and how to export intake into Jane or Owl.
- [CRPO record-keeping compliance: intake, consent, and contingency planning](https://hivi-x.ca/psychotherapy/crpo-record-keeping-compliance): CRPO Standard 5.1 record-keeping, 10-year retention, successor custodian planning — and how Hivi-X supports intake documentation without replacing your EMR.

## Accounting (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario accountants and bookkeepers. Organize client intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable file packages — alongside TaxCycle, DT Max, and QuickBooks.

- [Client document collection for Ontario accountants](https://hivi-x.ca/accounting): Collect T-slips, receipts, and bank statements with user-built Ontario checklists, my-id.ca client portal uploads, and exportable PDF packages. Works alongside TaxCycle. Free trial.
- [Free Ontario T1 Personal Tax Document Checklist (PDF)](https://hivi-x.ca/accounting/ontario-t1-personal-tax-document-checklist): Download a free PDF checklist of documents Ontario clients typically need for a T1 personal tax return — T4s, RL-1s, RRSP receipts, rental statements, and self-employment records.
- [Document collection for accountants](https://hivi-x.ca/accounting/document-collection-for-accountants): How Ontario accountants collect client tax documents with reusable checklists, my-id.ca portal uploads, and exportable packages for TaxCycle — without replacing your tax software.
- [Missing T4 and RL-1 collection for Ontario accountants](https://hivi-x.ca/accounting/missing-t4-rl1-collection): How Ontario accountants chase missing T4 and RL-1 slips when CRA Auto-fill is incomplete — issuer copies, manual follow-up, and checklist tracking for tax season.

## Home care (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario home care agencies. Organize client and PSW intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable compliance packages — alongside clinical systems like AlayaCare.

- [Home care document collection software (Ontario)](https://hivi-x.ca/home-care): Ontario home care agency intake and PSW screening document collection; secure guest link or my-id.ca portal; PHIPA safeguarding features; from $39 CAD/mo.
- [Free Ontario Home Care Intake & PSW Hiring Document Checklist (PDF)](https://hivi-x.ca/home-care/psw-hiring-document-checklist): Download a free PDF checklist of Ontario home care client admission and PSW hiring documents — health card, care assessments, CPIC, vulnerable sector screening, and training records.
- [Caregiver compliance file for Ontario home care agencies](https://hivi-x.ca/home-care/caregiver-compliance-file-ontario): What Ontario home care agencies keep in PSW screening files — CPIC, vulnerable sector checks, offence declarations, training, and PHIPA custodian practices.
- [Ontario Health atHome contractor document requirements](https://hivi-x.ca/home-care/ontario-health-athome-contractor-compliance): Document and screening requirements for Ontario Health atHome service provider personnel — CPIC, annual offence declarations, risk assessments, and hybrid agency readiness.
- [Hivi-X vs AlayaCare for client document intake](https://hivi-x.ca/home-care/vs/alayacare-document-intake): AlayaCare handles clinical home care operations. Hivi-X collects pre-visit client intake and PSW screening documents for Ontario agencies. See the honest comparison.

## Physiotherapy (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario physiotherapy and rehabilitation clinics. Organize pre-visit patient intake with reusable checklists, secure Canadian-hosted storage on the my-id.ca portal, item-level review, voice-to-summary notes, and exportable intake packages — alongside Jane, Cliniko, or your EMR of record.

- [Physiotherapy clinic document collection Ontario](https://hivi-x.ca/physiotherapy): Collect pre-visit patient intake for Ontario rehab clinics — WSIB, MVA, referrals, consent. Canadian-hosted checklists with clinic custodian workflows. Plans from $39 CAD/mo.
- [Free Ontario Physiotherapy & Rehab Clinic Intake Document Checklist (PDF)](https://hivi-x.ca/physiotherapy/ontario-physiotherapy-intake-form-checklist): Download a free PDF checklist of every document an Ontario physiotherapy and rehab clinic typically needs before the first visit — EHB, WSIB, MVA, consent, and referrals.
- [WSIB physiotherapy intake documents in Ontario](https://hivi-x.ca/physiotherapy/wsib-claim-supporting-documents): What WSIB physiotherapy clinics need before first treatment — claim details, employer info, and supporting documents. Form 8 still goes through TELUS Health.
- [MVA physiotherapy document collection in Ontario](https://hivi-x.ca/physiotherapy/mva-rehab-document-collection): How Ontario rehab clinics collect MVA claim documents — adjuster contact, police report, imaging, and treatment updates — alongside Jane or Cliniko.
- [CMTO collecting personal health information standard and clinic intake](https://hivi-x.ca/physiotherapy/cmto-phi-collection-standard): CMTO's November 2025 Collecting Personal Health Information standard — what changed, how clinics self-review intake forms, and structured pre-visit collection.
- [Hivi-X vs Jane App for pre-visit document collection](https://hivi-x.ca/physiotherapy/vs/jane-app-intake): Jane excels at scheduling, charting, and billing. Hivi-X fills the gap for faxed referrals, WSIB employer letters, and adjuster packages with missing-item tracking.

## Financial planning (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario financial planners and portfolio managers. Organize household intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary meeting notes, and exportable file packages — alongside your CRM and custodian portals.

- [Document collection for Ontario financial planners](https://hivi-x.ca/financial-planning): Collect KYC and financial-planning documents via the my-id.ca portal, reusable checklists, secure Canadian hosting, and exportable client files. Works alongside your CRM. Free trial.
- [Free Ontario KYC & Financial Planning Intake Checklist (PDF)](https://hivi-x.ca/financial-planning/ontario-kyc-document-checklist): Download a free PDF checklist of KYC and financial-planning intake documents for Ontario advisors — ID, tax returns, insurance, estate records, and pre-custodian AML items.
- [Staff Notice 31-368: documenting meaningful KYC updates](https://hivi-x.ca/financial-planning/meaningful-kyc-updates-sn-31-368): What Joint CSA/CIRO Staff Notice 31-368 expects for meaningful KYC updates — documented interaction evidence, not checkbox-only CRM fields — and how Ontario advisors organize it.
- [Portfolio manager client file documentation (OSC)](https://hivi-x.ca/financial-planning/fiduciary-file-documentation): What OSC-registered portfolio managers typically keep in a client file — KYC, suitability rationale, conflicts, and advice evidence — and how to organize intake before exams.
- [AML source of funds documentation for financial advisors](https://hivi-x.ca/financial-planning/aml-source-of-funds-documents): When Ontario advisors collect source-of-funds and source-of-wealth documentation for AML — document types, record-keeping, and how Hivi-X collects files without database verification.
- [Hivi-X vs Redtail for client document collection](https://hivi-x.ca/financial-planning/vs/redtail): Redtail excels at CRM workflows. Hivi-X fills the checklist-driven document chase for tax returns, estate docs, and KYC evidence — for Ontario financial planners.

## Mortgage (landing and tools)

> Hivi-X is Canadian document-collection software for Ontario mortgage agents. Use reusable borrower checklists, secure Canadian-hosted storage, item-level approve/reject review, voice-to-summary notes, and exportable file packages — alongside your brokerage LOS or intake portal.

- [Mortgage broker document collection Ontario](https://hivi-x.ca/mortgage): Sell page: build complete borrower files without the email chase. Reusable checklists, secure Canadian hosting, exportable packages alongside Finmo/BOSS. Plans from $39 CAD/mo.
- [Free Ontario Mortgage Application Document Checklist (PDF)](https://hivi-x.ca/mortgage/ontario-mortgage-application-document-checklist): Download a free PDF checklist of common borrower documents for Ontario mortgage applications — ID, income, down-payment proof, and lender conditions.
- [How Ontario mortgage brokers collect client documents](https://hivi-x.ca/mortgage/document-collection-for-mortgage-brokers): How Ontario mortgage agents collect borrower documents with reusable checklists, the my-id.ca portal, and exportable PDF packages — alongside Finmo and BOSS.
- [Mortgage pre-approval documents in Ontario](https://hivi-x.ca/mortgage/pre-approval-document-package-ontario): What Ontario mortgage agents typically need for pre-approval — ID, income, employment, down-payment proof — and how to package a complete file before lender submission.
- [Self-employed borrower documents for Ontario mortgages](https://hivi-x.ca/mortgage/self-employed-borrower-documents-ontario): What Ontario lenders scrutinize for self-employed and BFS borrowers — T1, NOA, business financials — and how agents track them with reusable checklists.
- [FINTRAC KYC for Ontario mortgage brokers](https://hivi-x.ca/mortgage/fintrac-kyc-mortgage-brokers-ontario): Since October 2024, Ontario mortgage brokers are FINTRAC reporting entities. What changed, ID verification methods, record-keeping, and how checklists support evidence.
- [FSRA mortgage broker compliance file](https://hivi-x.ca/mortgage/fsra-mortgage-broker-compliance-file): What FSRA supervision expects in mortgage broker borrower files — principal broker accountability, fraud prevention, Form 1 support docs — and how agents organize evidence.
- [Purchase vs refinance mortgage documents in Ontario](https://hivi-x.ca/mortgage/purchase-vs-refinance-document-checklist): Side-by-side Ontario mortgage document checklist for purchase vs refinance/renewal — down-payment proof, APS, mortgage statements, and income updates.
- [Mortgage broker client portal vs document chase](https://hivi-x.ca/mortgage/mortgage-broker-client-portal-document-chase): Email chaos vs authenticated my-id.ca portal uploads for Ontario mortgage agents — when Hivi-X complements Finmo, BOSS, or brokerage LOS portals.
- [Mortgage lender submission package workflow](https://hivi-x.ca/mortgage/lender-submission-package-workflow): Intake → review → principal broker sign-off → LOS upload. Where Hivi-X fits before Finmo, BOSS, or Filogix lender submission.
- [First-time home buyer mortgage documents in Ontario](https://hivi-x.ca/mortgage/first-time-homebuyer-document-checklist-ontario): Documents Ontario FTB mortgage files typically need — programs, gifted down payments, ID and income core — and agent workflow tips.
- [Hivi-X vs Finmo for Ontario mortgage agents](https://hivi-x.ca/mortgage/vs/finmo): Finmo is a full origination platform. Hivi-X is document intake for Ontario agents without Finmo or needing a side channel for renewals and private deals.
- [Email vs checklist software for mortgage document collection](https://hivi-x.ca/mortgage/vs/email-workflow): Why email, text, and shared drives fail Ontario mortgage agents — and how checklist software adds missing-item visibility and security.