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Agent library / Client onboarding / Client intake and document collection

Client intake and document collection

PitCrew works out which documents a new client needs, drafts the request, tracks what arrives and drafts reminders for what's missing. Client service approves each message.

When it runsWhen a client signs, until every document is in
Who approvesClient service
Works withCRM, Outlook, document storage
Get in touchDescribe your version of this task

How it works

5 steps. Nothing is written or sent until step 4.

  1. Builds the checklistBased on the accounts being opened
  2. Drafts the requestTo the client, in plain language
  3. Tracks arrivalsMatches each document received to the checklist
  4. A person approvesClient service approvesEach request and reminder
  5. Files the documentsIn the client's folder

What it reads and what it produces

Reads

  • The accounts being opened
  • Your document requirements
  • Documents received by email or upload

Produces

  • A checklist per client
  • Request and reminder drafts
  • Documents filed in the right folder

Rules it follows

  • Drafts, never sendsClient service approves every message.
  • Asks when unsureIf a document can't be matched to a client, it asks.

Questions firms ask

Last updated: October 2026

Where are documents filed?

In the folders your firm uses, such as SharePoint. Access can be limited to specific folders.

How long does it take to set up?

5 working days from data access to the first production run. PitCrew experts connect your systems and enter your firm's rules.

More in Client onboarding

See all of Client onboarding →

Client form automationFills in custodian, transfer and agreement forms from client data you already have and flags what's missing.New account onboarding reviewChecks each new account packet before it goes to the custodian, so it is not sent back.Account transfers and re-registrationTracks every transfer from another firm until the assets arrive, and chases the exceptions.Internal new-client form and approvalsBuilds the internal new-client form from the CRM and the signed agreement, and routes it for sign-off.Custodian form version checkMakes sure every form going out is the custodian's current version.Rollover and exchange paperworkAssembles the comparison and paperwork for a 401(k) rollover or annuity exchange, with the reasons documented.Annuity application reviewChecks annuity applications for missing information and required documents before they go to the carrier.IPS draftingDrafts an investment policy statement from your template and the client's profile.
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We build it with you, from data access to the first production run in 5 working days.

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