Institutional client onboarding where AI agents read, check and chase every line, and people approve every signer and bank detail
Won mandates funded in weeks, not months, with every signer and bank detail proven.
See one case, screen by screen ↓Institutional client onboarding is the work between winning a mandate from a pension fund, insurer, endowment or other institution and funding its account: the IMA, KYC and AML on the entity, its controllers and signers, tax forms, settlement instructions, custody and accounts, and trading setup. Institutional Client Onboarding runs that work on one map per mandate, with seven AI agents that read, screen, validate, check and chase, while the KYC analyst, the MLRO, the onboarding manager and the client service director prepare, approve, send and sign. It is client onboarding software for financial services firms, and KYC onboarding software is one part of it: the IMA, tax forms, settlement instructions, accounts and trading setup run on the same map as the KYC file.
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Institutional client onboarding starts the day a pension fund or insurer picks you, and the client's money waits until a dozen teams finish. Legal signs the investment management agreement (IMA) and its schedules. KYC verifies the entity, its controllers and its signers, screens every party and sets a risk rating for the MLRO. Tax operations validates the W-8BEN-E or W-9 and the CRS self-certification. Operations proves each signer's authority, calls back every new bank detail, opens custody and cash accounts and sets up the portfolio, while investment compliance codes the guidelines into pre-trade rules and billing loads the fee schedule.
Today that runs on email and spreadsheets, and the documents that matter most arrive in the client's own language: a Dutch registry extract, German articles, a Japanese tax form. They wait for a translator. Signers get accepted without a registry check, bank details get accepted from an email, a tax form disagrees with the CRS form, and the client is asked for the same document three times. The demo firm's median from award to funded was 71 days last year, and every week of delay on a $1.4 billion mandate is about $32,000 of fees not yet earned.
Estimated split of the demo firm's 71-day median, by hand and with the solution; the 45-day total matches the design target.
Seven agents plan, read, screen, validate and check every line to funding; people approve, send and sign.
Stichting Pensioenfonds Veldhaven, a Dutch industry-wide pension fund, awarded Quillfield Capital a $1.40 billion Global Investment Grade Credit mandate on Monday, September 28, funding in euros on Friday, November 20. It is now day 22 of 53. The onboarding manager works the mandate with seven agents: she asks them why in plain words, sees the page behind every answer, and approves or rejects what they propose. Here is what happens next, screen by screen, in the working solution.
Hannah's home shows 46 onboardings in flight, $20.9B to fund across 17 countries, 10 funding in the next 30 days and 5 held by the agents, each waiting on a person with the reason cited. Overnight the KYC agent read 38 documents in 6 languages, the Screening agent screened 64 parties, and the Account setup agent coded 25 of 27 Veldhaven guidelines into pre-trade rules. Her first item: “Veldhaven: the signatory list names 3, the registry authorizes 2.”
“What the agents did since yesterday” — every line cited, and each one opens the screen where the work was done.
The mandate opens as a map: six lines (agreement, KYC and AML, tax forms, signers and bank details, custody and accounts, trading setup), 21 stations, all running to Funded on Fri Nov 20. Thirteen are done and three are held, with 11 business days of slack. Hannah clicks Authorized signers and asks the agents, “Why can't Ruben Stolk sign?” The KYC agent answers with its sources: the registry gives the power to sign to the chair and the secretary together and lists no proxy holders.
“Article 14.3 lets the board grant a power of attorney by resolution, so one board resolution fixes it.” — KYC agent
Page 2 of the Chamber of Commerce (KvK) extract opens with the Dutch original on the left and the English the agents read on the right, the same phrases highlighted: “Gezamenlijk bevoegd (met de secretaris)” — jointly authorized, with the secretary — and “Geen gevolmachtigden ingeschreven” — no proxy holders registered. The passage was read by the KYC agent and re-read by the Check agent. None of the onboarding's 17 documents needed a certified translation.
“Read by the KYC agent and re-read by the Check agent.”
Ravi's file holds 17 documents in Dutch and English, from the KvK extract, the articles (Statuten) and the De Nederlandsche Bank register entry to the board list, passports and the IMA, each extracted value with its page and a Correct button. Eight of 10 KYC policy checks pass; two fail: Ruben Stolk has no authority on the registry and no power of attorney, and the authorized signatory list's “any one alone” contradicts the registry's “jointly”. The Check agent's blind re-read agreed on every value but one: it read the fund's pension assets in the 2025 annual report as €39.4 billion, the KYC agent as €38.6 billion. Neither agent chose and nothing was averaged; both readings went to Ravi to decide.
A foundation has no shareholders, so no one owns 25%; the six board members control it, and the chair and secretary are the senior managing officials.
The settlement instructions letter of Oct 14 — EUR account NL57 RBBK 0417 2290 55 at the custodian — passes the account-name, custodian and BIC checks, but it is signed by Ruben Stolk alone. The Settlement agent does not accept it. It builds the call-back instead: once his authority is proven, Daniel Cho calls Ingrid van Dalen on +31 30 721 4400, the number in the CRM that Tomás Arriaga verified on March 3 during the manager search, never the number on the letter, and Wen Li Tan approves as the second person.
The Settlement agent never verifies bank details itself and never releases them.
The Check agent re-read all four documents blind and agreed. The Planner agent worked out the slack — funding on Nov 20 holds if the resolution arrives by Nov 4 — while custody, cash accounts and trading setup keep moving. It drafted one letter to Ingrid van Dalen, Secretary of the Board, asking the board for one of two things — a resolution giving Mr. Stolk a power of attorney, or a new signatory list without him, signed by the chair and the secretary together — and for the chair and the secretary to confirm the bank details with their signatures. Hannah approves it as the maker; she cannot send it.
“One request instead of three: the signer, the signing rule and the bank-details signatures all have one fix, a board decision.” — Planner agent
Hannah approved the request; Tomás sends it through the client portal and email. The portal shows it exactly as Ingrid van Dalen sees it, with no internal checks and no agent names. Her Global Investment Grade Credit account shows 4 of 6 steps complete and one thing needed: the board resolution or a new signatory list, received by November 4 to stay on track for November 20.
“One thing we need from you.” — the client's portal
The Screening agent screened 11 parties: 9 clear, one domestic PEP confirmed — board member Annelies Brandsma, a member of the Provincial Council of Gelderland from 2015 to 2023 — and one adverse-media hit ruled out as a different entity. Ravi prepared a Standard rating; a PEP on the board means the MLRO approves. Claire signs with the reason code “Approved — PEP, domestic, no adverse findings.” Ravi could not have approved it: he prepared it.
“Signed as Claire Dunmore, Money Laundering Reporting Officer · recorded in the audit trail.”
Custody account RBB-4471-0920 is open at the client's custodian, the EUR cash account is confirmed and the USD one is pending. Portfolio QF-GIGC-VELD01 is set up in portfolio accounting and the order management system, the fee schedule — 14 bp on the first $500 million, 11 bp above — is in billing, and the W-8BEN-E passed 16 of 16 checks. Two guidelines, the thermal-coal exclusion and the 5% limit on BBB- with negative outlook, go to investment compliance. The go-live sign-off lists five prerequisites still open.
One onboarding manager signs the go-live and a second checks it; the Account setup agent never switches an account live.
The audit trail shows the morning in order: the KYC agent's hold, the Settlement agent's refusal, the Check agent's blind re-read and the one disagreement it sent to Ravi with both readings, the Planner agent's draft, Hannah's approval, Tomás's send and Claire's signature, with the reason code on every decision, the evidence for every action and each agent's version. One click builds the complete onboarding file for an auditor or a regulator: 17 documents original and English, every decision with its signatures, the agents' runs with their versions and the hash chain.
“Each action carries the hash of the one before it, so a changed or removed action breaks every link after it.”
The same mandate, seen by five of the people who carry it — what onboarding looked like, and what it looks like now.
Seven agents plan, read, screen, validate and check every line to funding; people approve, send and sign.
Turns the CRM award into the onboarding map: stations, owners and dates set back from the funding date. It chases owners, recomputes the slack each morning and drafts plain client requests and status updates.
Reads registry extracts, articles, trust and foundation deeds, regulator registers and board lists in the original language, extracts every value with its page, applies the KYC policy, builds the control and ownership chart and compares the registry's signing rule with the signatory list.
Screens every party against sanctions (US, EU, UK, UN), PEP and adverse media, rescreens nightly, and proposes a disposition for each alert with its evidence.
Validates the W-8BEN-E, W-9 and CRS self-certification field by field, computes the expiry and compares the FATCA status with the CRS status; drafts the request when a form needs correcting.
Reads settlement instructions, checks the signer's authority, account name, BIC and country, and creates the call-back task on a number from an independent source, with the script.
Opens the requests in the custodian, portfolio accounting, order management system, compliance rule library and billing, and codes each IMA guideline into a rule with its clause cited.
Re-reads every document blind and re-runs every check without seeing the first agent's answer, on a model independent of the first reader; any disagreement goes to the station's owner with both readings.
Prepare, approve, send, check. The agents propose; a named person decides.
Ask about a station, a signer, a deadline or a KYC refresh file — or tell the agents what you want. Answers cite their records; anything that changes a record goes to a person.
Why can't Ruben Stolk sign?
Because the registry gives the power to sign only to the chair and the secretary together, and lists no proxy holders. Article 14.3 lets the board grant a power of attorney by resolution, so one board resolution fixes it. The list also says any one may sign alone, which the articles do not allow.
What if it arrives late?
Each business day after Wed Nov 4 moves funding by about a day: a resolution on Nov 11 means funding on Fri Nov 27, and about $32,000 of fees a week not yet earned. I will warn Tomás Arriaga on Oct 28 if nothing has arrived, so he can call the client.
Open the account and hold only the bank details
I can't propose that: policy KYC-7.3 needs every signer proven before an account opens, because a signer can instruct the account. What I can do is keep custody, cash accounts and trading setup moving, which they are. Ask Claire Dunmore for a policy exception if the client cannot meet Nov 4.
What exactly did you check on a no-change file?
For each one: the registry re-pulled in its own language and compared field by field, every party rescreened, signers compared with the registry, the tax form's expiry, and a blind re-read. If any of those differs, the file is not in the no-change group. The analyst still signs the confirmation, and the MLRO samples 5%.
13 screens from the working solution, on its sample data. Pick one to see it large.
Thresholds, refresh cycles and the rules every onboarding is checked against are settings. The administrator proposes a change; the MLRO approves it, and it is logged.
| Setting | Default | Choose from |
|---|---|---|
| Ownership threshold | 25% (10% for high risk) | Any percentage, proposed by the administrator, approved by the MLRO |
| KYC refresh cycle | 12 months high risk · 24 standard · 36 low | Months per risk level, proposed and approved |
| Registry extract maximum age at account opening | 3 months | Months, proposed and approved |
| Agents may propose without a person first at | 95% confidence | Below it, a person reads first |
| Enhanced due diligence triggers | Foreign PEP · high-risk country · more than 2 ownership layers | Each On or Off |
| Signer evidence | Registry, board resolution or notarized power of attorney | Required |
| Call-back | Independent number from the CRM or the registry; a second person approves | Required |
| Check agent disagreement | Always escalated to the station owner; never averaged | Required |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (a survey of 600 financial firms, including asset managers, published by a client lifecycle software vendor in October 2025 — 70% said they lost clients to slow or inefficient onboarding in the past year; FBI IC3 2024 Internet Crime Report — $2.77 billion of business email compromise losses; FinCEN customer due diligence rule, 31 CFR 1010.230 — 25% ownership and one control person). The 71-day median is the demo firm's baseline. People, companies, funds, banks and account numbers named on this page are fictional — characters and sample data in the working solution.
Institutional client onboarding is the work between winning a mandate from a pension fund, insurer, endowment or other institution and funding its account: the IMA, KYC and AML on the entity, its controllers and signers, tax forms, settlement instructions, custody and accounts, and trading setup. Institutional Client Onboarding runs that work on one map per mandate, with seven AI agents that read, screen, validate, check and chase, while the KYC analyst, the MLRO, the onboarding manager and the client service director prepare, approve, send and sign. It is client onboarding software for financial services firms, and KYC onboarding software is one part of it: the IMA, tax forms, settlement instructions, accounts and trading setup run on the same map as the KYC file.
It runs from the CRM award through the IMA and its schedules; entity KYC with beneficial ownership, screening and a risk rating; the W-8BEN-E or W-9 and the CRS self-certification; the authorized signatory list and standing settlement instructions with a call-back; custody and cash accounts, portfolio setup and guideline coding; billing; then go-live and funding. In the solution this work sits on the six lines of the onboarding map, and every station shows its status, owner and document. Because the KYC, tax and bank-details lines run in parallel, a hold on one line stops only the stations that depend on it.
The demo firm's median from award to funded was 71 days last year. The design target is about 35% fewer days, measured in the live solution. The Planner agent dates every station back from the funding day, recomputes the slack each morning and warns the owner at two days of negative slack, and one plain request replaces separate asks from each team.
When new standing settlement instructions (SSIs) arrive, the Settlement agent checks the signer's authority, the account name, the BIC and the country, and never verifies anything itself. It creates a call-back on a number from an independent source — the CRM or the registry, never the letter — with a script. A person makes and records the call, a second person approves, and details changed after a call-back are held again.
Yes. The KYC agent reads registry extracts, articles, foundation and trust deeds and board lists as they are, in Dutch, German, French, Japanese and other languages, and shows the original passage beside the English with the same phrase highlighted. It builds the control and ownership chart against your ownership threshold — 25% by default, the line the FinCEN customer due diligence rule draws for US beneficial ownership — and compares the registry's signing rule with the client's authorized signatory list.
For periodic KYC review the agents pre-build each file before it is due: the registry re-pulled in its own language, every party rescreened, signers and tax-form expiry re-checked, and a blind re-read. In the demo, 188 of 214 files due in 90 days were pre-built and 141 showed no change. The KYC analyst confirms them with an attestation, the MLRO samples 5%, and changes go to a person. That keeps each KYC file current for the life of the relationship, the part of client lifecycle management that follows onboarding.
Yes. Agents propose and hold; people decide. The KYC analyst prepares and the MLRO approves risk ratings, operations records call-backs and operations control approves them, a manager approves every client request and the client service director sends it, and two managers sign and check every go-live, each with a reason code on the audit trail.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your KYC policy and risk matrix, roles, systems and a sample of past onboardings — and it goes live once every quality gate has passed. We will walk you through it on your own mandates first.
Every consultant profile current each quarter, every figure tied to its source.
1-min demoPitch Book CreationFinals decks the same day, with every number stamped to its source.
1-min demoClient Inquiry ManagementClient requests answered from the source systems, every figure cited and cleared.
1-min demoWe'll run Institutional Client Onboarding on a sample of your own recent onboardings: awards, KYC files, tax forms and settlement instructions.