40% Faster Onboarding: Automating KYC for Reeves Institutional

40% Faster Onboarding: Automating KYC for Reeves Institutional

Executive Summary

Reeves Institutional, a boutique investment firm, struggled with lengthy client onboarding due to manual Know Your Customer (KYC) processes. Golden Door Asset helped them implement an automated KYC solution integrated with their existing CRM and client portal. This resulted in a 40% reduction in onboarding time, freeing up advisors to focus on client relationships and leading to an increase of $250,000 in managed assets within the first quarter.

The Challenge

Reeves Institutional, a firm managing over $75 million in assets for high-net-worth individuals and families, prides itself on providing personalized financial advice. However, their client onboarding process was becoming a significant bottleneck. Jonathan Reeves, the firm's founder, estimated that each new client onboarding took an average of 10 business days to complete, primarily due to the manual KYC requirements.

This involved advisors spending hours manually verifying client identities, checking for Politically Exposed Persons (PEPs) and sanctioned individuals, and collecting required documentation. According to internal time studies, each advisor was dedicating approximately 15-20 hours per month solely to KYC compliance. This time could have been better spent nurturing client relationships, developing investment strategies, and prospecting for new business.

The manual process also presented significant operational risks. Human error was a constant concern, potentially leading to compliance violations and regulatory scrutiny. Even minor inaccuracies in data entry could trigger false positives and further delay the onboarding process. Furthermore, the manual nature of the process made it difficult to maintain a consistent and auditable record of KYC checks. This created a vulnerability during regulatory audits and increased the firm's overall compliance burden. The existing system also struggled to scale as Reeves Institutional began to experience significant client growth, threatening to impact future profitability. This inefficiency, Reeves estimates, cost his firm approximately $20,000 annually in lost productivity.

The lengthy onboarding time was also impacting client satisfaction. New clients were often frustrated by the numerous requests for information and the delays in getting their accounts up and running. This created a negative first impression and potentially damaged the firm's reputation. Moreover, some prospective clients were hesitant to proceed with Reeves Institutional due to the perceived complexity and inconvenience of the onboarding process.

The Approach

Golden Door Asset collaborated with Reeves Institutional to design and implement a tailored automated KYC solution. The strategic framework focused on three key objectives: minimizing manual intervention, ensuring regulatory compliance, and enhancing the client experience.

The first step was to integrate Thomson Reuters CLEAR, a leading KYC and due diligence platform, into Reeves Institutional's existing Salesforce CRM system. This integration allowed advisors to initiate KYC checks directly from within their CRM, eliminating the need to switch between multiple systems. The decision to utilize Thomson Reuters CLEAR was driven by its comprehensive data coverage, advanced risk scoring capabilities, and proven track record in the financial services industry. CLEAR offered access to global sanctions lists, PEP databases, and adverse media reports, providing a holistic view of potential risks.

Next, Golden Door Asset developed a custom API connection to Reeves Institutional's client portal. This allowed new clients to securely submit their KYC documentation online, eliminating the need for paper-based forms and manual data entry. The client portal was designed with a user-friendly interface and intuitive navigation, making it easy for clients to complete the required information. The system also included automated reminders and notifications to ensure that clients submitted all necessary documentation in a timely manner.

The automated KYC solution incorporated real-time data verification and risk scoring capabilities. As soon as a new client's information was submitted, the system automatically verified their identity against trusted data sources and performed a risk assessment based on pre-defined criteria. This included checking for matches against sanctions lists, PEP databases, and adverse media reports. The system also generated a risk score for each client, allowing advisors to prioritize their attention on higher-risk individuals.

Finally, Golden Door Asset worked with Reeves Institutional to develop a comprehensive training program for their advisors. This training program covered the new KYC process, the features and functionalities of the automated solution, and best practices for regulatory compliance. The training program also emphasized the importance of maintaining accurate and up-to-date client records.

Technical Implementation

The core of the solution involved integrating Thomson Reuters CLEAR with Reeves Institutional's Salesforce CRM. Golden Door Asset built a custom Salesforce Lightning component that allowed advisors to initiate KYC checks directly from the client's record in Salesforce. This component automatically populated the client's information from Salesforce into CLEAR, reducing manual data entry and minimizing the risk of errors.

The Thomson Reuters CLEAR API was used to perform automated searches against global sanctions lists, PEP databases, and adverse media reports. The system was configured to generate alerts for any potential matches, allowing advisors to quickly investigate and resolve any issues. The system also calculated a risk score for each client based on pre-defined criteria, such as their country of residence, occupation, and source of wealth. This risk score helped advisors prioritize their attention on higher-risk individuals.

The API connection to Reeves Institutional's client portal was built using RESTful APIs and secured with industry-standard encryption protocols. This allowed clients to securely submit their KYC documentation online. The client portal was designed with a user-friendly interface and intuitive navigation, making it easy for clients to complete the required information. The system also included automated reminders and notifications to ensure that clients submitted all necessary documentation in a timely manner.

Data from the client portal was then fed back into Salesforce and Thomson Reuters CLEAR, creating a centralized repository of KYC information. This allowed advisors to access all relevant client data in one place, making it easier to manage their compliance obligations. The system also generated audit trails of all KYC checks, providing a clear and auditable record of compliance activities. This was especially useful during regulatory audits, simplifying the process of demonstrating compliance with KYC regulations. The system was designed to comply with all relevant regulations, including the Bank Secrecy Act (BSA) and the USA PATRIOT Act.

A key technical challenge was ensuring data security and privacy. Golden Door Asset implemented a multi-layered security architecture to protect sensitive client information. This included encryption of data at rest and in transit, access controls based on the principle of least privilege, and regular security audits to identify and address any vulnerabilities.

Calculations for risk scoring were based on a weighted average of factors, with weights assigned based on regulatory guidance and industry best practices. For example, a match against a sanctions list would carry a higher weight than a match against adverse media reports. The risk score was then used to determine the level of due diligence required for each client.

Results & ROI

The implementation of the automated KYC solution yielded significant results for Reeves Institutional. The most notable outcome was a 40% reduction in client onboarding time, from an average of 10 business days to just 6 business days. This freed up advisors to focus on more strategic activities, such as client relationship management and portfolio strategy.

Jonathan Reeves reported that advisors were now spending approximately 8-10 hours per month on KYC compliance, a reduction of 50% from the previous 15-20 hours. This translated into a significant increase in advisor productivity.

The improved onboarding process also led to a noticeable improvement in client satisfaction. New clients were impressed by the speed and efficiency of the onboarding process, which created a positive first impression and strengthened their relationship with the firm.

Furthermore, the automated KYC solution helped Reeves Institutional mitigate compliance risks and enhance regulatory adherence. The system's real-time data verification and risk scoring capabilities reduced the risk of human error and ensured that all clients were properly screened for potential risks. This provided greater peace of mind to Jonathan Reeves and his compliance team.

The financial impact of the automated KYC solution was also significant. Reeves Institutional estimated that the increased advisor productivity and improved client satisfaction led to an increase of $250,000 in managed assets within the first quarter after implementation. This demonstrated a clear return on investment for the project. They also reported a decrease in operational costs associated with manual processing and a reduction in the risk of regulatory fines.

Before implementation, the firm was spending approximately $5,000 per month on manual KYC processes, including labor costs and data subscription fees. After implementation, this cost was reduced to approximately $3,000 per month, a savings of 40%. This was primarily due to the reduced manual labor required for KYC checks. In short, a $24,000 annual savings, not counting the increase in managed assets.

Key Takeaways

1. Automation is Essential for Scalability: As your firm grows, manual processes will become increasingly unsustainable. Automating KYC is crucial for managing compliance obligations efficiently and effectively.
2. Integration is Key: Integrating your KYC solution with your existing CRM and client portal streamlines the onboarding process and provides a centralized view of client data.
3. Data Quality Matters: Investing in a reputable KYC platform with comprehensive data coverage is essential for accurate risk assessment and regulatory compliance.
4. Training is Critical: Ensure that your advisors are properly trained on the new KYC process and the features and functionalities of the automated solution.
5. Focus on the Client Experience: A streamlined onboarding process can significantly improve client satisfaction and strengthen your relationship with your clients.

About Golden Door Asset

Golden Door Asset builds AI-powered intelligence tools for RIAs. Our platform helps advisors automate compliance tasks, improve client engagement, and gain deeper insights into their business. Visit our tools to see how we can help your practice.