Wealth advisers: collecting client onboarding documents
Before any advice, you need the documents
Onboarding a client starts with the entry document (DER, document d'entrée en relation), the engagement letter, the client knowledge questionnaire and the identification documents: ID, proof of address, tax assessment (avis d’imposition), bank details (RIB). You ask for them by email, and the client sends back half, one expired document, an incomplete questionnaire.
Before an allocation change or a subscription, it all starts again. You keep the list of what has arrived in your head or in a spreadsheet, and the client does not know what is holding them up.
What Kolinea changes for you
Write a request
Your message becomes a point-by-point list
You write as usual. Except your client doesn't get a long message: they get a clear list, point by point, with a due date. And you see what's done and what's missing.
- As simple as writing an email
- Each point tracked until it is answered
- Your usual messages ready as templates
Your client knows what to do, and you see where they stand
Document requests
Wealth review documents, gathered in a single request
Tax assessments (avis d’imposition), statements, contracts: your client uploads each document into the request; you accept or refuse with the reason.
- A document list for each request, with a due date
- Refusal with a reason: the client knows what to upload again
- The request closes when everything is accepted
Your client uploads their documents from their phone
What Kolinea solves for wealth advisers
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Before: Documents arrive by email, by text and through links that expire, and nobody knows what is still missing
One line per expected document, uploads from a simple link, and reminders that go out without you
See how -
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Kolinea also takes care of
Folder templates
Every annual review, ready in advance
The “Annual review” template prepares the document requests and the sign-off on your recommendations, with their due dates.
- Planned items, in order
- Due dates that fit each folder
- Your own templates, shared with your firm (Premium)
You write your requests once for all your clients
The engagement letter, the documents and each client's allocation changes
The client and their spouse or co-holder each have their own link, with no account: one can send a supporting document while the other asks a question. Your firm shares the folder, with internal notes the client does not see. Wealth documents are published as confidential: the firm and the named client can read them; a notary (notaire) or an accountant added as a participant cannot see them unless you name them.
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DER and engagement letter
The documents uploaded to the folder, the engagement letter submitted for sign-off, with the date and the name of whoever approved it.
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Questionnaire and identification documents
A document request, one line per document, each accepted or refused with the reason (how collection works, and the list of documents to gather).
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Allocation change
A proposed allocation presented as a choice, then as a sign-off before execution.
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Annual review
Slots offered, then a confirmed appointment with a calendar invitation.
Kolinea collects, keeps and dates documents; it promises no regulatory compliance. A sign-off is a simple approval, not a qualified electronic signature.
Documents to renew, dated approvals
An ID expires, a client moves, a client knowledge questionnaire predates a change in circumstances. Each renewal goes through a document request: one line per document, a due date, a refusal with the reason if the document is expired or incomplete. The catalogue's “Annual review” template covers the latest tax assessment, the yearly statements for the client's contracts (life insurance, PEA equity savings plan, securities accounts, retirement savings), proof of address after a move, and the ID if the previous one has expired.
Every approval can be found in the folder: the engagement letter, the allocation change and the review's recommendations each have their sign-off, with the date and the name of whoever gave it. The folder's access log records who viewed which document.
A client file you can find on demand
Each client sees what they still have to send. Reminders go out two days before the due date, on the day, the day after, then seven days later. You add milestones to the folder: signature, subscription, payment.
When the client comes back for a new allocation change, the closed folder keeps the documents received, the proposed change and the answer, available to the firm and the client for as long as the firm's workspace exists.
More features for your line of work
Frequently asked questions
Your workspace moves to the Free plan, with no time limit: 2 active folders at a time and 2 members. The trial asks for no credit card. Beyond 2 active folders, new folders wait until one is closed, or until you choose Premium.
One Premium subscription per workspace: €9 excl. VAT a month, or €84 excl. VAT a year (€7 excl. VAT a month), for up to 20 members and 50 active folders. Your clients never pay.
Your ongoing folders carry on, and your clients keep access to closed folders for life, as long as your workspace exists. If you delete the workspace, everyone is notified by email 30 days beforehand and can download the export of their folders.
It is a simple approval, dated and in the name of the person who gave it, with no value as a qualified electronic signature. It keeps a record of what was accepted and when; if your document requires a qualified signature, you need another tool.
They have nothing to install or remember: they open their link and first see what you expect from them, on a phone or a computer.
Learn moreFrom their contact card, you generate a single-use link, to be opened within 24 hours, and a 6-digit code that you pass on yourself: the link by text or messaging app, the code by phone or in person. Their device is then recognised for your folders.
Learn moreEach trade shown here has its own folder template, with the usual requests already written: “Litigation” for a lawyer, “Year-end” for an accountant, “Rental listing” for a property manager, and so on. They are available on the Free plan; writing your own templates and adding custom fields (floor space, budget, property type…) is reserved for Premium.
Learn moreInvite your colleagues to your workspace: 2 members on the Free plan, up to 20 on Premium. Each one accesses the folders they work on; owners and admins see every folder, and the overdue items of the whole team.
Learn moreYes, free of charge. You open the folder, add your documents and create a free account with no password, then send them the link. They open the folder from that link, then claim it so they can reply; if nobody claims it, the folder is deleted after 30 days.
Another question?
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