how long FINTRAC requires real estate brokerages and agents to keep client identity and transaction records — producible within 30 days
Source: FINTRAC
date new FINTRAC rules took effect requiring agents to verify the identity of unrepresented parties and make a third-party determination
Source: FINTRAC
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 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.
One tool, every client file
Built around rental applications — and ready for the rest of your pipeline.
Rental application collection
Request ID, income proof, references, consent, and forms for a tenant application — the primary workflow Hivi-X is built around.
Buyer onboarding
Collect government ID, the FINTRAC information record, mortgage pre-approval, and proof of funds in one tracked request.
Seller onboarding
Gather IDs, the property tax bill, mortgage or condo documents, and listing-prep paperwork without the email thread.
Landlord onboarding
Collect ownership, insurance, condo rules, and move-in inspection documents so a new landlord relationship starts organized.
Brokerage / team compliance
Run a standard checklist with a timestamped record and an exported PDF for review — consistent across every agent.
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, due dates with overdue flags, client submission states (to do / submitted / approved / rejected) and automatic reminder emails that name the items still missing.
Item-level review
Approve or reject client uploads; the client can resubmit after rejection. Guest-link uploads also show automatic warnings; clients can replace the file or send anyway.
Questions, documents and signatures in one link
One secure link asks the tenant's questions, collects ID and income documents and gets the signature. Items can show only when an answer calls for them, such as a co-signer or self-employed income. Guest access with an emailed code (no account) or the my-id.ca portal.
Automatic reminders
Clients on a guest-link checklist get up to three emails naming what is still missing: a few days in, before the due date and just after it.
PDF checklist report
Generate a PDF report of the checklist: each item's status, the client's answers and signature records with a verification link, plus your summary and photos if you include them. Uploaded documents download separately from the client record.
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.
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.
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 | Generic forms | Hivi-X |
|---|---|---|---|---|
| Tracks missing intake documents | checklist-centric | |||
| Reusable Ontario intake templates | ||||
| Item-level approve/reject/resubmit | ||||
| PDF checklist report | ||||
| 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.
A leasing-focused realtor in the GTA sends each rental applicant one guest link with the brokerage's rental checklist. The dashboard shows which applicant still owes a pay stub, reminder emails name it, and the realtor exports a PDF checklist report for the landlord once every required item is approved.
Illustrative example of how the workflow runs, not a customer quote.
Simple plans, free trial
Billed monthly in Canadian dollars, with a free trial and Canadian hosting.
Starter
Solo agents getting organized
- Up to 50 clients
- 1 GB cloud storage included
- 10 e-signature requests a month
- Unlimited document requests
- Reusable Ontario templates
- Email support
Professional
Busy leasing agents and small teams
- Unlimited clients
- 5 GB cloud storage included
- 50 e-signature requests a month
- Exportable PDF package
- Branded client portal, emails and custom domain
- Email support
Enterprise
Brokerages and larger teams
- Unlimited clients
- 10 GB cloud storage included
- Unlimited e-signatures
- Branded client portal, emails and custom domain
- Email support
Prices are per person: each teammate is one more seat at the same price. See the full breakdown on the pricing page.
Realtor questions, answered
Book a 15-minute demo
Bring one messy rental file — we'll turn it into a reusable Hivi-X checklist live.
No spam. Canadian-hosted. We never send your data to third-party AI.
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.