Onboard Faster
The KYC Document Gatherer Agent automates the collection of Know Your Customer documentation from new and existing clients. It sends personalized document requests, tracks submission status, validates document completeness, and organizes files for compliance review - eliminating the back-and-forth that bogs down client onboarding.
20 free runs/month · No credit card required
Why do RIAs struggle with KYC document collection?
KYC requirements demand specific documentation from every client - government IDs, proof of address, beneficial ownership forms, and more. For most RIA firms, gathering these documents means endless email chains, manual follow-ups, and scattered files across inboxes and shared drives.
"Endless Follow-Up Emails"
Staff spend hours chasing clients for missing documents. A single onboarding can require dozens of reminder emails, and clients often submit incomplete or incorrect files that restart the cycle.
Disorganized Document Storage
Documents arrive via email, text, fax, and client portals. Without a centralized system, files get lost, mislabeled, or saved in the wrong client folder - creating compliance gaps during audits.
Delayed Client Onboarding
Slow document collection pushes back account opening timelines. New clients grow frustrated waiting to transfer assets, and advisors lose momentum during the critical early relationship period.
How PitCrew Addresses This
PitCrew automatically sends personalized document requests with clear checklists, then follows up on a schedule you define - no manual tracking required.
All submitted documents are automatically organized by client, document type, and date - ready for compliance review and easily accessible during examinations.
Real-time status dashboards show exactly which clients have outstanding items, so you can prioritize high-value relationships and accelerate account funding.
How does the KYC Document Gatherer Agent work?
Configure
Define your KYC document requirements by client type - individuals, trusts, entities, retirement accounts. Set up your preferred request templates and follow-up cadence.
Request
The agent sends branded, personalized document requests to clients via email or your client portal. Each request includes a clear checklist with specific instructions for each required document.
Track
As clients submit documents, the agent validates completeness and flags issues like expired IDs or missing signatures. Automatic reminders go out for outstanding items based on your schedule.
Organize
Completed documents are automatically filed in your document management system with consistent naming conventions. Your team receives a notification when a client's KYC package is ready for review.
What Does the Output Look Like?
Sample output below uses anonymized data to show the actual report format.
Cornerstone Financial Partners
CRD #178234 | Denver, CO
| Check | Status |
|---|---|
| Photo ID Verification | PASS |
| Address Confirmation | PASS |
| W-9 Tax Form | DISCREPANCY |
| Trust Documentation | FLAG |
| Accredited Investor Verification | ERROR |
Suggested Action
Send automated reminder for trust certification page and accredited investor documentation. Flag W-9 name mismatch for client call.
What Does This Agent Do?
Automated Document Requests
Sends personalized requests to clients via email with secure upload links. Follows up automatically until documents are received.
Dynamic Document Checklists
Generates required document lists based on account type, entity structure, and investment strategy. No manual checklist creation needed.
Real-Time Validation
Checks uploaded documents for completeness, expiration dates, signature presence, and data consistency across forms.
Status Tracking Dashboard
See every client's document status at a glance. Identify bottlenecks and overdue items before they delay account opening.
Smart Follow-Up Sequences
Escalates reminder frequency as deadlines approach. Adjusts tone and urgency based on how long documents have been outstanding.
Works with Your Existing Stack
Salesforce
PlannedWealthbox
PlannedRedtail CRM
PlannedDocuSign
PlannedSchwab Advisor Services
PlannedFidelity Institutional
PlannedWhen do RIAs use the KYC Document Gatherer Agent?
New Client Onboarding
Situation
A prospect signs an advisory agreement and needs to provide identity documents, financial statements, and beneficiary designations before account opening.
Without PitCrew
Staff manually emails document checklists, waits for responses, sends reminder after reminder, and manually saves each attachment to the client folder. Onboarding takes two to three weeks.
With PitCrew
The agent immediately sends a branded document request, tracks submissions in real-time, and automatically follows up on missing items. Clients complete their KYC package in days, not weeks.
Periodic KYC Refresh
Situation
Compliance policy requires updating client documentation every three years, or when clients experience major life changes like marriage, divorce, or business formation.
Without PitCrew
Operations staff must manually identify clients due for refresh, send individual requests, and track responses in spreadsheets. Many updates fall through the cracks until exam time.
With PitCrew
The agent automatically identifies clients due for KYC refresh based on your rules, sends update requests, and tracks completion. Your compliance records stay current without manual intervention.
Frequently Asked Questions
What types of documents can the agent collect?
The agent handles any document type required for KYC - government-issued IDs, utility bills, trust agreements, corporate formation documents, beneficial ownership certifications, W-9 forms, and more. You define the requirements for each client type in your configuration.
How do clients submit their documents?
Clients receive a secure link to upload documents directly. They can submit files from their computer or take photos with their phone. The agent accepts common formats including PDF, JPG, and PNG.
Does the agent verify document authenticity?
The agent validates document completeness - checking for required fields, legible images, and unexpired dates. For identity verification and fraud detection, the agent can integrate with third-party verification services based on your compliance requirements.
Can I customize the request emails and follow-up schedule?
Yes. You control the email templates, branding, and messaging. You also set the follow-up cadence - how many reminders to send, how far apart, and when to escalate to your team for personal outreach.
How does this integrate with my existing systems?
The agent connects with popular RIA custodians, CRM platforms, and document management systems. Collected documents automatically sync to your existing file structure, and client status updates flow to your CRM for visibility across your team.
Stop Chasing Documents
Let your AI agent handle the back-and-forth while you focus on building client relationships.
Join the Waitlist✓ Reduce onboarding time by automating document collection
✓ Never miss a required document or expiration date