Stop chasing clients for pension statements and KYC.
Let Jotask do it.
Send each client a branded portal link. They upload their documents directly — no account to create, no app to install. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every advice case's document pack lands in your dashboard, complete.
Incomplete client packs are delaying advice and creating FCA compliance risk
KYC packs arriving piecemeal
The passport comes by email, the source of wealth evidence 'later this week', the pension statement never. You spend 30 minutes chasing one client — while the advice case stalls and the review date passes.
Sensitive data sent insecurely
Clients email NI numbers, account references, or investment portfolio PDFs as plain attachments — or by WhatsApp. These sensitive financial details should never sit in an inbox without encryption.
FCA audit trail missing
KYC and suitability regulations require a clear record of what you collected and when. Scattered emails give you no structured, timestamped audit trail — and no defence in a review or complaint.
How Jotask collects financial documents from your clients
- 1
Build a compliance checklist
Add every document required for the advice case: ID, proof of address, investment statements, pension valuations, signed authority. Save it as a template to reuse on every similar case instantly.
- 2
Send a branded magic link
One email — your firm's branding, not Jotask's. The client clicks the link, sees their personal checklist in the browser, and starts uploading. No account to create, no app to install.
- 3
Automatic reminders handle the chasing
If a client hasn't uploaded everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. You never write another 'just chasing the pension statement' email.
- 4
Everything lands in your dashboard
Files appear the moment clients upload. See which cases have complete packs, which clients are lagging, and which documents are still outstanding — with a full timestamped audit trail.
Built for every financial advice workflow
New client onboarding
Before giving any regulated advice, you need a complete KYC pack: ID, proof of address, source of wealth, income evidence, and signed letter of authority. Collecting it all by email takes days — and leaves no audit trail.
- ✓Photo ID (passport or driving licence)
- ✓Proof of address (utility bill or bank statement — under 3 months)
- ✓Source of wealth and source of funds evidence
- ✓Proof of income or employment (payslips, P60, or accounts)
- ✓Signed letter of authority (LOA) for existing providers
Annual reviews
Annual suitability reviews require updated income evidence, current investment and pension statements, and confirmation of changes in circumstances — from clients who've long since stopped responding to chaser emails.
- ✓Updated income evidence (payslips or most recent accounts)
- ✓Current pension and investment statements
- ✓Bank statements (3 months)
- ✓Confirmation of changes in circumstances
- ✓Signed annual review acknowledgement
Pension transfers and drawdown
A defined benefit pension transfer is one of the most document-heavy advice cases: transfer value analysis, scheme particulars, expression of wishes, and multiple signed declarations — all before DB transfer advice can be given.
- ✓Transfer value analysis (TVA) from ceding scheme
- ✓Scheme particulars and member booklet
- ✓Expression of wishes form
- ✓State pension forecast (Government Gateway print)
- ✓Signed client declaration and suitability acknowledgement
Mortgage and protection advice
Income protection, mortgage, or life cover advice requires payslips, bank statements, medical history declarations, and employer references — from multiple people, under time pressure.
- ✓Payslips (3 months) and most recent P60
- ✓Bank statements (3 months)
- ✓Employment contract or confirmation letter
- ✓Existing policy schedules (for comparison)
- ✓Signed medical declaration (for protection policies)
How Jotask compares to what financial advisors use today
| Feature | Jotask | Google Drive | Dropbox | |
|---|---|---|---|---|
| Client uploads without an account | Yes | No — attachment only | No — Google login required | Partial — Dropbox login required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per client | Yes | No — free-form | No | No |
| KYC audit trail with timestamps | Yes | No | No | No |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable advice templates | Yes | Manual copy-paste | Folders only | No |
| Branded client portal | Yes — your logo + colour | No | No | No |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for financial advisor workflows
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no password, no app. The main reason clients delay uploading is friction. Jotask removes it.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per case — never write another 'just chasing the pension statement' email to a client.
Encrypted sensitive data collection
Clients enter NI numbers, account references, or policy passwords into an AES-256 encrypted note. You read it once — it never sits in an email inbox.
Timestamped KYC audit trail
Every document request, upload, and reminder is timestamped and stored per client — giving you a structured compliance record without hunting through email.
Reusable advice templates
Save 'New client KYC', 'Pension transfer pack', 'Annual review documents', or 'Protection advice evidence' as templates. Create each new case request in seconds.
Your firm's brand on every portal
Add your logo and accent colour. Every document portal your clients see looks like it came from your firm — not a third-party tool.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For independent financial advisors and sole practitioners.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For advisory firms with multiple advisors.
Get startedNot ready to commit? Self-host for free — full features, your own server.
Frequently asked questions
- What is the best document collection software for financial advisors?
- The best document collection tool for IFAs lets clients upload KYC documents, investment statements, pension valuations, and signed authority letters without creating an account, and sends automatic reminders when items are missing. Jotask covers all of this — and is free to self-host.
- How do financial advisors collect KYC documents from clients?
- The most efficient method is a dedicated client portal — not email. Jotask sends clients a magic link so they can upload their passport, proof of address, and other required documents to a structured checklist. No account required. Automatic reminders chase incomplete submissions.
- Do investment clients need to create an account to upload documents?
- No. Your client receives a magic link by email. They click it, see a branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What documents do financial advisors need to collect for FCA compliance?
- Typical requirements include photo ID, proof of address, source of wealth evidence, proof of income, and a signed letter of authority. For pension transfers: transfer value analysis, scheme particulars, and signed suitability acknowledgements.
- How does Jotask handle KYC requirements for financial advisors?
- Jotask creates a structured, timestamped record of every document you requested and when the client uploaded it — giving you a clear KYC audit trail without hunting through email threads.
- Can financial advisors create reusable templates for different advice types?
- Yes. Save 'New client KYC', 'Pension transfer pack', or 'Annual review documents' as templates. Create the next client request in seconds — same document list, new portal link.
- Is Jotask secure enough for sensitive financial data?
- Jotask is open source (AGPL-3.0) and self-hostable. The hosted plan runs in an EU-region environment. All files are scoped per client. Sensitive fields are encrypted with AES-256.
- How is Jotask different from using email to collect financial documents?
- Email gives clients no structure — documents arrive piecemeal across multiple threads. Jotask gives each client a clear checklist showing exactly what's needed and what's still missing. You see everything in one dashboard with a full audit trail.
Ready to stop chasing clients for financial documents?
Set up your first client document request in under 2 minutes. Jotask handles the reminders — you focus on giving advice.