How to Store Client Documents Correctly

Storing client documents in an organized and secure manner is essential for ensuring compliance with regulations and facilitating audits. If the client is not yet registered, you will first need to create the registration and save the information. Then, you can search for the client and store their documents. Follow this simple tutorial to learn how to efficiently store your clients' documents.

1️⃣ Creating the Client Registration

If the client is not yet registered, click here and follow this tutorial to create the registration. After creating the client's registration, you can search for them in the client list.

2️⃣ Searching for an Existing Client

On the Clients page, use the search bar to look for the client's name or phone number. Click on the client's name to open the registration page.

3️⃣ Storing Client Documents

Once you're on the client's registration page, follow the steps below to store documents:

• Navigate to the "Documents" section: Scroll down to find the "Documents" section on the client's registration page.
• Click the blue file button: In the documents section, click the blue "File" button. This will open the file folder on your computer.
• Select the desired document: Choose the file (it can be an image or a PDF) you want to upload and click "Open".
• Rename the file and add necessary information: After selecting the file, you can rename it for easier identification. You will also need to fill out two fields:
  • Document Type: Select the document type (e.g., ID, Passport, Driver License, Green Card, etc.).
  • Expiration Date: Enter the document's expiration date (e.g., 2028-03-02).
• Click the blue upload button: After filling out the information, click the blue "Upload" button on the right to store the document in the system.

4️⃣ Expired Document Alert

When a client's document is expired, the system will show an alert at the top of the client's registration page, as shown below, indicating that a new document needs to be requested and stored. To avoid these alerts, the client must have at least one valid document stored.

5️⃣ Proof of Funds Storage

Below the "Documents" section, you will find the "Proof of Funds" section. Here, you can store additional documents if needed, such as proof of address, tax returns, pay stubs, and more.

• Storing proof of funds documents: The process is the same as for storing primary documents. Simply click the blue file button, choose the document type, and the expiration date.

Important: The system will only alert you that these documents need to be added if the client exceeds the documentation alert limits previously configured for each remittance company.

6️⃣ Reports and Audits

When generating reports for audits, the stored documents will automatically be included in each client's reports. This makes the audit process much easier, as you won't need to manually search for documents. They will be ready and accessible directly in the exported reports.

• Store documents: Select the file, add the document type and expiration date, and upload it.
• Expiration alerts: The system alerts when documents are expired and need updating.
• Proof of funds: Store additional documents, such as proof of address, when necessary.
• Reports: All documents will be automatically included in the reports for each client, facilitating audits.

By following these simple steps, you ensure that all your clients' documents are stored correctly and in accordance with compliance rules, while also making it easier to consult and audit them whenever necessary.