Stop chasing clients for policy documents 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 client's compliance pack lands in your dashboard, complete.
Incomplete document packs are delaying placements and creating compliance risk
KYC packs arriving piecemeal
The passport comes by email, the proof of address 'later this week', the PEP declaration never. You spend 20 minutes chasing one client — while the placement deadline approaches and the insurer waits.
Sensitive data sent in plain text
Clients email NI numbers, account details, or policy passwords in plain text — or worse, by WhatsApp. These sensitive details should never sit in an inbox that isn't encrypted.
FCA compliance trail missing
Anti-money-laundering and KYC regulations require a clear audit trail of what you collected and when. Scattered emails give you no structured record — and no defence in a review.
How Jotask collects insurance documents from your clients
- 1
Build a compliance checklist
Add every document required for the client: ID, proof of address, policy documents, claims evidence. Save it as a template to reuse for every new client or renewal instantly.
- 2
Send a branded magic link
One email — your brokerage's branding, not Jotask's. The client clicks the link, sees their personal checklist in the browser, and starts uploading. No account to create.
- 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. No more manually following up on incomplete KYC packs.
- 4
Everything lands in your dashboard
Files appear the moment clients upload. See which clients have complete compliance packs, which are lagging, and which documents are still outstanding — all in one view.
Built for every stage of the insurance relationship
New client onboarding
Every new client requires ID verification, proof of address, PEP declarations, and signed terms before you can place cover — and collecting it all by email takes days.
- ✓Photo ID (passport or driving licence)
- ✓Proof of address (utility bill or bank statement — under 3 months)
- ✓Politically exposed person (PEP) declaration
- ✓Source of wealth evidence (for high-value or commercial policies)
- ✓Signed terms of business agreement
Policy renewals
Annual renewals require updated documents — new proof of address, revised income evidence, updated no-claims history — from clients who've long since stopped responding to email.
- ✓Updated proof of address
- ✓Revised income or earnings evidence
- ✓No-claims discount certificate
- ✓Updated valuation (for high-value home or contents policies)
- ✓Signed renewal confirmation
Claims processing
A claim grinds to a halt waiting for police reports, receipts, repair estimates, or medical evidence. Every day of delay increases client frustration and potential complaint risk.
- ✓Police crime reference number or report
- ✓Original purchase receipts or valuations
- ✓Repair estimates or contractor invoices
- ✓Photographs of damage or loss
- ✓Medical certificates or reports (for protection claims)
Commercial and business insurance
Business clients need to submit company registration documents, directors' ID, accounts, and risk assessments — across multiple stakeholders with different availability.
- ✓Certificate of incorporation or company registration
- ✓Proof of ID for each director or beneficial owner
- ✓Most recent filed accounts or management accounts
- ✓Risk assessment or health and safety documentation
- ✓Previous policy schedule for comparison
How Jotask compares to what insurance brokers use today
| Feature | Jotask | Google Drive | DocuSign | |
|---|---|---|---|---|
| Client uploads without an account | Yes | No — attachment only | No — Google login required | No — account required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | Limited |
| Structured checklist per client | Yes | No — free-form | No | No |
| Encrypted sensitive data collection | Yes — AES-256 | No — plain text | No | No |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable policy templates | Yes | Manual copy-paste | Folders only | Templates only |
| Branded client portal | Yes — your logo + colour | No | No | Partial |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for insurance broker 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 client — never write another 'just chasing the KYC documents' email again.
Encrypted sensitive data collection
Clients enter NI numbers, account details, or policy passwords into an AES-256 encrypted note. You read it once — it never sits in an email inbox.
Deadline + automatic pause
Set a compliance deadline. When it passes, the portal pauses automatically — creating a clear professional expectation without awkward phone calls.
Reusable policy templates
Save 'New client KYC', 'Annual renewal pack', or 'Claims evidence checklist' as templates. Create the next client request in seconds.
Your brokerage brand on every portal
Add your logo and accent colour. Every document portal your clients see looks like it came from your brokerage — 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 brokers and advisers.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For brokerages with multiple advisers.
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 insurance brokers?
- The best document collection tool for insurance brokers lets clients upload ID, proof of address, policy documents, and claims evidence 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 insurance brokers 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 items to a structured checklist. No account required. Automatic reminders chase incomplete submissions.
- Do insurance 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 insurance brokers need to collect for compliance?
- Typical requirements include photo ID, proof of address, PEP declarations, source of wealth evidence (for high-value policies), and signed terms of business. Jotask lets you build a reusable checklist for each client or policy type.
- How does Jotask handle FCA compliance document collection?
- Jotask creates a structured, timestamped record of what you requested and when the client uploaded it — giving you a clear compliance audit trail without hunting through email threads.
- Can insurance brokers create reusable templates for different policy types?
- Yes. Save 'New client KYC', 'Home insurance renewal', or 'Motor claim evidence' as templates. Create the next client request in seconds — same document list, new portal link.
- Is Jotask secure enough for sensitive insurance documents?
- 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 emailing clients a document checklist?
- 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.
Ready to stop chasing clients for insurance documents?
Set up your first client document request in under 2 minutes. Jotask handles the reminders — you focus on placing cover.