Guide

How Ontario realtors collect documents from clients

Document collection for realtors is the process of requesting, tracking, and assembling the IDs, income proof, references, consent, and forms a client or tenant must provide. Hivi-X replaces email and WhatsApp chasing with reusable Ontario intake checklists, a secure Canadian-hosted my-id.ca client portal, missing-item tracking, and an audit-ready PDF package for landlords and brokerages.

Why email and WhatsApp break down

Most Ontario realtors still collect documents the same way: a flurry of emails, a few WhatsApp photos, a shared Drive folder, and a lot of manual renaming. It works until a file gets busy. Then documents scatter across channels, you find a missing pay stub the night before a deadline, and a strong applicant loses the unit because the package was not ready in time.

The core problem is that email has no concept of "complete." There is no single place that shows what you asked for, what arrived, and what is still outstanding. Every status check is a manual scroll through a thread.

What a document-collection tool actually does

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

Reusable intake checklists instead of scattered attachments.
A live dashboard of received vs. missing items.
Item-level approve, reject, or resubmit so you control quality.
An audit-ready PDF package you can hand to a landlord or upload to your brokerage system.

How Hivi-X fits an Ontario workflow

Hivi-X is a document-collection layer alongside your brokerage tools — not a replacement. You build reusable checklists for rental applications, buyer onboarding, seller onboarding, and landlord files, attach them to client records, and clients upload via a secure guest link (no account needed) or the my-id.ca portal. Your team can also add files as they arrive from email.

Everything stays in Canada: data is hosted on Canadian servers and voice summaries use self-hosted AI, so client information is never sent to third-party AI providers.

Collect these documents without the chase

Share a checklist on the my-id.ca portal, track what's missing, and export an audit-ready PDF package.

Book a 15-minute demo

FAQ

Build a reusable checklist, share it to the client's my-id.ca portal, and let them upload each item from their phone. Hivi-X tracks what is missing, lets you approve or reject submissions, and exports a finished PDF package. This removes the back-and-forth email thread that slows most files down.

Yes. In Hivi-X you build a template once — for example an Ontario rental application — and reuse it for every client. You can keep several templates for different transaction types and tweak items per client when needed.

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. Last updated 2026-07-09.