Identity & KYC
- Photo ID / passport
- Proof of address
- Beneficial ownership details
- KYC / due-diligence questionnaire
Compliance & risk
Request compliance documents and actually get them back
Compliance runs on evidence: KYC packs, AML documents, certificates, signed policies, insurance and due-diligence files. ClientLoop lets you send a structured request, track exactly what's outstanding, and keep a clear record of what was submitted and when.
The problem
Chasing evidence by email is slow and hard to audit
Compliance work depends on collecting the right documents from people who aren't in a hurry to send them — clients, suppliers, contractors, staff. Email is a bad fit: requests get buried, documents arrive in the wrong format, and when someone asks you to prove what was received and when, you're scrolling through months of threads trying to reconstruct it.
The stakes are higher than admin. A missing certificate or an out-of-date AML document isn't just annoying, it's a gap in your controls. You need a reliable way to request, receive and record evidence, not a folder of email attachments.
The workflow
How the collection process runs
Set it up once, then run the same collection flow for every client.
- 01Define the evidence you need
Create a Template listing the exact documents a request requires — KYC pack, AML questionnaire, certificates, signed policy acknowledgements, insurance.
- 02Send a structured request
The recipient gets a secure workspace with a clear checklist, so they know precisely what to provide and in what form.
- 03Documents come back in one place
Everything is uploaded to a single workspace per party — no attachments scattered across inboxes.
- 04Reminders chase what’s missing
Automatic reminders keep outstanding evidence moving without manual follow-up.
- 05Review and keep the record
Check each submission, request a correction if needed, approve, and retain a clear record of what was collected.
What you collect
Documents commonly collected
AML & source of funds
- AML questionnaire
- Source of funds evidence
- Sanctions / PEP declarations
- Bank statements where required
Certificates & policies
- Insurance certificates
- Health & safety / ISO certificates
- Signed policy acknowledgements
- Licences and registrations
The solution
How ClientLoop helps
Structured requests, not loose emails
Each request is a defined checklist, so the recipient knows exactly what evidence is required and you know exactly what’s outstanding.
A clear record of what came in
Every document is collected in one workspace per party, giving you an organised record of what was submitted and when.
Reusable evidence templates
Save your standard KYC, AML or supplier due-diligence packs as Templates and reuse them for every party.
Secure by design
Sensitive evidence is uploaded to an encrypted workspace behind a scoped invite link, not left in email inboxes.
Reminders keep controls current
Automatic reminders chase missing or expiring documents so gaps in evidence don’t sit unnoticed.
Feeds your existing systems
Push collected documents and completion events to your GRC or record-keeping tools via the API and webhooks.
Automation
Automation examples
Connect ClientLoop to the tools you already use via the API, webhooks, Zapier or n8n.
New party flagged → evidence request sent
When a new supplier or client is added to your system, call the ClientLoop API to send the right due-diligence Template automatically.
Evidence received → log it
A webhook fires on completion, so your GRC tool or register is updated the moment a party’s evidence pack is complete.
Periodic review → re-request
Use a scheduler with Zapier or n8n to re-send an evidence request when a certificate is due for renewal.
Example workflow
From evidence request to a complete, recorded pack
Request createdFrom a Template
Secure workspaceScoped invite link
Evidence uploadedKYC, AML, certificates
Reminders sentChase what’s missing
Reviewed & approvedCorrections requested
Recorded & completeLogged to your system
Make compliance requests structured, secure and trackable
Send evidence requests as clear checklists, collect them in one secure place, and keep a reliable record of what was submitted — instead of reconstructing it from email threads.
FAQ
Common questions
Can I keep a record of what was submitted and when?
Yes. Every document is collected into a single workspace per party, so you have an organised record of what came in rather than a scattered email trail. ClientLoop is a collection and record tool, not a certified audit or verification service.
Is the evidence stored securely?
Documents are encrypted in transit and at rest, and each party can only access their own workspace via a scoped, time-limited invite link.
Can I reuse the same request for different suppliers or clients?
Yes. Save your KYC, AML or due-diligence pack as a Template and send it to each party, adjusting items where a particular case needs more.
Can I re-request documents when a certificate expires?
Yes. You can send a fresh request from the same Template, and you can automate periodic re-requests using a scheduler with Zapier or n8n.
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