KYC refresh
Every client due for a know-your-customer refresh contacted, their updated documents gathered and checked against your policy. Any change in ownership or risk goes to compliance.
A new 30% owner nobody had on file.
Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.
Step 1 of 5Ask for the documents
Automation
Asks Harlow through the client portal for what a medium-risk client owes, and reminds them on your schedule.
What each risk tier owes is written in your policy, so the request is the same for every client in it.
- CRM
- KYC policy
- Client portal
~20 hours a month back
Where teams differCycles follow risk, often yearly for high and three to five years for low. Some also refresh after a trigger event.
Step 2 of 5Read what comes back
The agent
Reads the new ownership chart, the signer IDs and the proof of address, and sets each beside Harlow’s 2023 file.
Ownership charts arrive as diagrams, spreadsheets or a letter from counsel, each drawn its own way.
- Client portal
- KYC file
~45 hours a month back
Step 3 of 5Screen and compare
Automation
Runs Harlow, both signers and every owner through the screening tool you already use. No matches.
Your screening tool answers match or no match. It just needs every name.
The agent
Finds an owner with 30% on the new chart who isn’t in the 2023 file, and notes who they are and where they appear.
Owners can sit behind holding companies. “Okafor Holdings” on this chart may be J. Okafor, who was never on file.
- Screening tool
- KYC file
- KYC file
~35 hours a month back
Where teams differThe ownership line sits at 25% at most firms. For higher-risk clients some bring it down to 10%.
Step 4 of 5Compliance reviews
Your teamIf ownership or risk changed
Reviews the new owner, orders any extra checks your policy calls for, and decides whether Harlow stays at medium risk.
A new owner can change the whole picture. Rating a client is a judgment compliance owns and signs.
- KYC file
- CRM
~8 hours a month back
Step 5 of 5File and reset the date
Automation
Files the refresh with its documents and screening result, and puts Harlow’s next review on the calendar.
The next date follows from the rating compliance just set, on the cycle your policy gives it.
- KYC file
- CRM
- KYC file
~12 hours a month back
What changes
Each refresh starts well ahead of its due date. Compliance looks at what changed, like a new owner, instead of rereading files where nothing did.
- 3steps automated
- 2steps for the agent
- 1call kept with your team
Pick any step to see what happens there and why it sits in that lane.
What it could be worth
~120 hours a month back
$79,200 a year in time
For a lender refreshing about 60 client files a month across its risk tiers, at $55 an hour. We work out yours from your own volumes before you sign.
Let’s build your agentOne proven agent, plugged into how you work.
Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.
The agent
Same for every client- Follows the same proven steps
- A person on every exception
- Every decision logged
- Tested on your past work first
- Never changes a client’s risk rating
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Your systems
Where the work comes in, and where the result goes.
For this agentClient records in your CRM or onboarding system, documents from your client portal.
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Your rules
The limits and exceptions it works to.
For this agentYour KYC policy: what each risk tier needs, and how often.
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Your team
Who signs off, and who covers when they’re away.
For this agentThe compliance officer for any change in ownership or risk.
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Your channels
Where your team hears from it.
For this agentRequests to clients by email or portal, a monthly list for compliance.
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Your output
What it hands back, in the format you already use.
For this agentA refresh file for every client, and the next date on the calendar.
Loan conditions are their own agent in this catalog. Your screening provider stays in place, and whether to keep a client stays with compliance.
The agent, and everything that keeps it working.
- The agentRunning on your systems, under your rules.
- The review screenWhere the exceptions land for your compliance and onboarding teams.
- Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
- A test reportYour past KYC refreshes, run through it and checked against the number.
- The runbookHow it works, what to check, and what to do if it stops.
- 30 days of tuningAfter it goes live, through a full month of your real KYC refreshes.
Refreshes past their due date at the end of each month. We measure it before we start, and again at day 30.
Live in 3 to 6 weeks. About seven hours of your time.
We do the building. Your side: access, last year’s refresh files and your KYC policy, and a short weekly check-in.
Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.
It keeps running whether or not we stay.
It runs in your accounts
Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.
Changes in the first 30 days are included
A new rule, a changed limit, someone new signing off. That’s what tuning is for.
After that, your call
Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.
About this agent.
Does it replace our screening provider?
What if a client doesn’t send the documents?
Our process isn’t quite like this. Will it still work?
How do we agree the number?
What does it cost to run once it’s live?
Want every refresh done before it’s overdue?
Tell us how your team handles KYC refreshes today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.
- 3 to 6 weeksto live, then 30 days of tuning
- $12,500fixed, per agent
- Yours to keepno license fees