For Ontario leasing realtors

Collect complete rental packages without chasing clients.

Hivi-X helps Ontario realtors collect ID, income proof, references, consent, and forms through reusable checklists and the my-id.ca client portal — with missing-item tracking, approve/reject on uploads, and an audit-ready PDF package.

Start free trial Book a 15-minute demo

Free trial · no credit card required · or get the free Ontario checklist

Hosted in CanadaSelf-hosted AIAES-256-GCMmy-id.ca client portal

Built for Ontario realtors · Works on mobile · Use it the same day

app.hivi-x.ca / requests

Rental application package

JOClient · J. Okafor

5 missing

17%

Checklist · 6 items1/6 received

Government photo ID

Driver's licence · front + back

Received

Proof of income

Pay stubs · last 2 months

Pending

Credit-check consent

Signed authorization

Pending

Landlord reference

Current landlord contact

Pending

Rental history

Past 3 years

Pending

Signed application

OREA Form 410

Pending

Okafor_Rental_Package.pdf

6 documents · 14 pages · ready to send

Checklist shared with client

What is Hivi-X document-collection software for Ontario realtors?

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.

Hivi-X is Canadian document-collection software for Ontario realtors. Use reusable checklists to request ID, income proof, references, consent, and forms; share via secure guest link (no account needed) or the client's my-id.ca portal; track what is still missing; approve or reject each upload; add voice summaries with self-hosted AI; and export an audit-ready PDF package for the landlord or your brokerage. Plans from $39 CAD/month with a free trial. Hosted in Canada with self-hosted AI.

Reusable Ontario rental and client intake checklists.

Missing-item dashboard with approve/reject on client uploads.

Voice notes + self-hosted AI summaries on the client file.

Exportable PDF package for landlords and your brokerage.

Hosted in Canada; secure guest link (no account needed) or my-id.ca portal.

5 years

how long FINTRAC requires real estate brokerages and agents to keep client identity and transaction records — producible within 30 days

Source: FINTRAC

Oct 1, 2025

date new FINTRAC rules took effect requiring agents to verify the identity of unrepresented parties and make a third-party determination

Source: FINTRAC

~100,000

brokers and salespeople OREA represents across 29 Ontario real estate boards

Source: OREA

The document chase

Chasing documents quietly costs you deals

Every incomplete file is admin time you cannot bill and a unit a faster agent might win.

Functional

Incomplete PDFs, files scattered across email, text, and WhatsApp, manual renaming, missing documents found late, and no single view of what is still outstanding.

Emotional

Embarrassment asking twice, the client assuming you are disorganized, and watching a strong applicant lose the unit because the package was not ready in time.

Financial

Admin steals time from listings and showings, slow files lose deals, and you end up paying assistants for work that should not exist.

How it works

How do realtors collect documents from clients?

Five steps: pick a checklist template, open a client file, collect documents via the my-id.ca portal, track gaps with approve/reject, and export an audit-ready PDF package.

Pick a template

Build your Ontario rental application checklist — or start from the free lead-magnet PDF.

Open a client file

Attach the checklist to the client record your team already manages in Hivi-X.

Collect documents

Share the checklist; clients can upload via a secure guest link (no account needed — they verify email with a one-time code) or sign in to the my-id.ca portal. Your team can also add files as they arrive.

Track the gaps

See completed vs outstanding items; approve or reject client submissions.

Export the package

Generate an audit-ready PDF for the landlord or your brokerage.

Use cases

One tool, every client file

Built around rental applications — and ready for the rest of your pipeline.

Primary

Rental application collection

Request ID, income proof, references, consent, and forms for a tenant application — the primary workflow Hivi-X is built around.

Buyer

Buyer onboarding

Collect government ID, the FINTRAC information record, mortgage pre-approval, and proof of funds in one tracked request.

Seller

Seller onboarding

Gather IDs, the property tax bill, mortgage or condo documents, and listing-prep paperwork without the email thread.

Landlord

Landlord onboarding

Collect ownership, insurance, condo rules, and move-in inspection documents so a new landlord relationship starts organized.

Team

Brokerage / team compliance

Run a standard checklist with a timestamped record and an exported PDF for review — consistent across every agent.

Features

Everything you need to stop chasing

No more spreadsheets of who still owes what. Hivi-X keeps score for you.

Reusable Ontario checklists

Build rental, buyer, seller, and landlord intake checklists once; reuse per client.

Client file per transaction

Keep documents, checklists, and notes scoped to each client — not scattered in email.

Missing-item tracking

Checklist progress plus client submission states (todo / submitted / approved / rejected).

Item-level review

Approve or reject client uploads; the client can resubmit after rejection.

Share checklist + notify

Share a checklist with the client; Hivi-X emails a secure link — guest upload (no account needed) or my-id.ca portal.

Voice notes + AI summary

Record a call recap; self-hosted AI summarises voice notes against checklist lines.

Audit-ready PDF package

Export one clean, organized file for the landlord or your brokerage system.

Co-agent collaboration

Loop in an admin or co-agent with scoped access on busy files.

Canadian hosting & security

Data stays in Canada with AES-256-GCM at rest, TLS in transit, and no third-party AI.

Ontario-specific

Built for how Ontario realtors actually work

Hivi-X knows the real artifacts an Ontario rental or transaction file needs — so your templates match reality, not a generic "upload documents" box.

OREA Form 410Proof of incomeGovernment photo IDEmployment letterCredit-check consentLandlord referencesRental historyGuarantor documentsFINTRAC information recordBrokerage record package

Comparison

Hivi-X vs DocuSign vs email: which collects rental documents?

For document collection — not e-signature — most tools fall short.

Email and DocuSign can't tell you what's still missing, and DocuSign only signs documents you already have. Hivi-X requests, tracks, and assembles the documents — then exports an audit-ready package. The table compares each option:

Capability	Email / WhatsApp	DocuSign	Hivi-X
Tracks missing intake documents			checklist-centric
Reusable Ontario intake templates
Voice + AI file notes			self-hosted
Item-level approve/reject/resubmit
Audit-ready PDF package
Client document portal	unsecured	signing	encrypted
Hosted in Canada / self-hosted AI
One secure link, no login			secure link (OTP)

Supported · partial / not its purpose · not supported.

“I used to keep a sticky note of which tenant still owed me a pay stub. Now I send one link and the dashboard tells me. My last competitive unit closed because our package was the only complete one the landlord received that day.”

Leasing-focused realtor

Greater Toronto Area

Representative of feedback from early Ontario users.

Free trial — no credit cardHosted in CanadaCancel & export your data anytime

FINTRAC record-keeping

Organize the documents behind FINTRAC obligations

New FINTRAC rules took effect October 1, 2025 — agents must verify the identity of unrepresented parties and keep records for five years. Hivi-X collects and organizes client uploads, keeps a timestamped file, and exports an organized PDF package. Identity verification and regulatory compliance remain your obligations.

Read the FINTRAC record-keeping guide

Request and organize government ID uploads — including for unrepresented parties (agents must verify per FINTRAC rules).
Keep a timestamped client file with the information record and supporting documents in one place.
Export an organized PDF package to support FINTRAC production requests — retention policy is yours and your brokerage's.
Everything hosted in Canada, encrypted at rest, never sent to third-party AI.

Security & trust

Canadian hosting, self-hosted AI

Your clients' documents are sensitive. Hivi-X stores them on servers hosted in Canada, encrypts sensitive fields at rest with AES-256-GCM, secures every connection with TLS, and runs AI on infrastructure Hivi-X operates — client data is never sent to OpenAI, Google, Anthropic, or other third-party AI providers. Requests are consent-first, with clear export and deletion.

Hosted in CanadaSelf-hosted AINo third-party AIAES-256-GCM at restTLS in transitConsent-first sharing

Pricing

Simple plans, free trial

Billed in CAD with a free trial and Canadian hosting — one won unit pays for a year of Hivi-X.

Starter

Solo agents getting organized

$39CAD/mo

Up to 50 clients
Unlimited document requests
Reusable Ontario templates
Email support

Start free trial

Professional

Busy leasing agents and small teams

$59CAD/mo

Unlimited clients
Voice + AI summary
Exportable PDF package
Priority support

Start free trial

Enterprise

Brokerages and larger teams

$99CAD/mo

Unlimited clients
Co-agent workflows
Dedicated support

Start free trial

See the full breakdown on the pricing page.

FAQ

Realtor questions, answered

A complete Ontario rental application package usually includes government photo ID, proof of income (pay stubs, an employment letter, or a Notice of Assessment), landlord references, credit-check consent, and the completed application form (commonly OREA Form 410 from your brokerage). Self-employed applicants and guarantors add extra income or guarantee documents. Exact requirements are set by the landlord and your brokerage.

Realtors should avoid unencrypted email for sensitive tenant files. Hivi-X provides an encrypted, Canadian-hosted my-id.ca client portal and checklist tracking so ID, income proof, references, and consent stay in one realtor-controlled file with item-level review.

Yes. 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 documents you do not have yet, flags what is missing, and exports an audit-ready PDF package. They solve different problems and work together.

No account is required. When you share a checklist, Hivi-X emails a secure link. Clients can upload via a secure guest link — they verify email with a one-time code and access a branded temporary cabinet — or sign in to the free my-id.ca portal. The upload experience is mobile-friendly from any phone.

It complements it. Hivi-X handles the document-collection step — requesting, chasing, and assembling client and tenant files — and exports a clean PDF package you can upload to your brokerage system, transaction-management tool, or send to a landlord. You keep your existing tools; Hivi-X removes the email chase that sits in front of them.

Your data is stored on servers hosted in Canada. AI processing runs on infrastructure Hivi-X operates, so client data is never sent to OpenAI, Google, Anthropic, or other third-party AI providers. Sensitive fields are encrypted at rest with AES-256-GCM and all traffic uses TLS.

Yes. Setup takes minutes: start a free trial, build your Ontario rental application checklist (or start from the free PDF checklist), share it with a client, and track uploads the same day. Both the realtor dashboard and the my-id.ca client portal work on mobile.

Hivi-X costs $39 CAD/month (Starter), $59/month (Professional, most popular), and $99/month (Enterprise), or $390, $590, and $990 billed annually. Every plan includes a free trial, reusable Ontario templates, unlimited document requests, Canadian hosting, and self-hosted AI.

Book a demo

Book a 15-minute demo

Bring one messy rental file — we'll turn it into a reusable Hivi-X checklist live.

See an Ontario rental checklist built end-to-end

Watch missing-item tracking on client uploads

Export an audit-ready PDF package

No spam. Canadian-hosted. We never send your data to third-party AI.

Stop chasing. Start closing.

Collect complete rental application packages without the email thread.

Start free trial Book a demo

Free trial · no credit card required

General information for Ontario realtors only. Not legal, tenancy, or compliance advice. Hivi-X is document-collection software — not a licensed brokerage or real estate agent. Not affiliated with or endorsed by RECO, OREA, or FINTRAC. Checklists organize client uploads; you remain responsible for identity verification, FINTRAC record-keeping, and regulatory compliance per current FINTRAC guidance and your brokerage policy.