Client documents for finance, without the compliance risk.
Request KYC refreshes, estate-planning updates and loan-servicing packages as tracked items with a complete audit trail.
The problem
Financial services runs on documents that change over time and must be kept current, verifiable and auditable. Clivanta handles the recurring request-and-verify loop — from account opening through periodic KYC review — as tracked, per-item requests, with the latest version of every document always clear. Instead of chasing refreshes across your book by email, you schedule them once and let reminders do the chasing, with a complete audit trail behind each file.
- Keeping track of the latest will, trust or beneficiary form as they change
- Periodic KYC refreshes chased manually across many clients
- Loss-mitigation packages arriving piecemeal by email
- No audit trail for who provided which document, and when
Where it fits
Wealth management and estate planning
Clients upload updated wills, trusts, powers of attorney and beneficiary designations through a secure portal, with each new version kept and the current one never in doubt. As these documents change over the years, you always hold the latest and can prove when each arrived.
KYC / AML periodic review
Ask clients to re-verify their source of funds, refresh expiring passports or provide updated corporate-registry documents on a set schedule, with reminders that chase automatically. Recurring KYC and AML refreshes run as a standing workflow across your whole book rather than a manual campaign.
Loan servicing and modifications
Borrowers submit hardship letters, bank statements and income evidence for loss-mitigation and modification packages as individual tracked items, so you can see exactly which parts of the package are still outstanding.
Onboarding and account opening
Collect identity, address and financial documents up front as one structured pack rather than a string of emails, so a new account is opened against a complete, verified file.
Documents you'll collect
How Clivanta handles it
The same reliable loop, whatever you're collecting.
Per-item requests
Every ask is its own tracked item with a status, due date, files and version history.
Reusable packs
Standardise a request list once and launch it for every client, matter or vendor.
Automatic reminders
Escalating, per-item reminders chase what's outstanding so you don't have to.
Portal or reply-by-email
Counterparts upload through a magic-link portal, or simply reply by email.
Immutable audit trail
Every request, upload, version and acceptance is logged with actor and timestamp.
Scoped, secure access
Each party sees only their own items; internal notes and threads stay private.
Frequently asked questions
Does it support KYC and AML periodic reviews?
Yes. You can schedule reusable packs and reminders that periodically ask clients to re-verify their identity, refresh source-of-funds evidence, or provide updated corporate-registry documents — automatically, across your whole book. This turns recurring KYC and AML refreshes from a manual chase into a standing workflow with a complete audit trail.
Is the latest version of a document always clear?
Yes. Each upload creates a new version while retaining the previous ones, so the current will, trust, power of attorney or beneficiary designation is never in doubt and the full history is preserved. Given how often these documents change, that single source of truth removes a real source of liability.
Do clients need an account to submit documents?
No. Clients open a secure portal through a magic link with no signup, or they can reply to the request by email. Their documents are routed to the correct item and logged automatically, keeping onboarding and periodic reviews low-friction for busy or high-net-worth clients.
Is every document change recorded for compliance?
Yes. Clivanta keeps an insert-only audit log that captures every request, upload, version, comment and acceptance with the actor and a timestamp. For regulated financial services, that gives you an evidential record of exactly what was requested, provided and reviewed, and when.
Where is client data stored?
All client data and documents are stored on EU-hosted infrastructure, with no transfer outside the EEA for storage or processing, and encrypted in transit and at rest. EU data residency and encryption are built into the product, which matters when you are holding passports, bank statements and source-of-funds evidence.
Related use cases
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Run the prepared-by-client list, workpaper evidence and tax documents as tracked, audited requests.
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Collect KYC, UBO and due-diligence documents for company formation and ongoing corporate administration — tracked and audited every cycle.
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Collect month-end, quarter-end and payroll documents from clients on a recurring schedule — tracked and reconciled without the email chase.
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