Fact-find automation, SOA version control, annual review reminders, and FASEA-compliant document trails
Why AU Financial Planners Drown in Paperwork
An AU financial planner shepherds a client through five critical gates: fact-find intake (KYC + investment profile) → SOA (Statement of Advice) draft and review → SOA signature and storage → annual review scheduling → FDS (Fee Disclosure) renewal and FSG (Financial Services Guide) version tracking. Most still run this through email, Xplan notes, phone calls, and manual reminder calendars. A single missed annual review reminder = breach of RG 146 requirements.
Velocity X orchestrates the entire workflow: adaptive fact-find intake forms (conditional on client profile), white-label secure document portal for ID upload and KYC proof, SOA version control (draft → client review → signed), annual review booking automation, and an immutable FASEA compliance audit trail. No lost documents. No "did we send the FDS?" moments. No missed reviews.
A 4-planner practice in Melbourne implemented Velocity X in March. Annual review booking time dropped from 8 email chains to one SMS link. Document retrieval for FDS renewals went from 45 minutes to 3 minutes. Compliance file prep for SOA audits went from a day to 90 seconds.
Fact-Find Intake — Smart Conditional Forms, Not PDFs
A prospect books a planning session. Instead of emailing a 60-field fact-find PDF, Velocity X sends a single SMS: "Quick 10-min client profile to save time on Monday. [link]" The form is conditional—if they tick "Investor," it branches to investment-experience questions; if "Retiree," it shifts to income-drawdown scenarios. By appointment day, you have employment, income, investment objectives, risk tolerance, dependants, insurance gaps, and KYC data pre-loaded and validated.
During the session, you refine numbers in Velocity X. System auto-calculates KYC compliance flags (Does their age match their risk profile? Are they a politically exposed person?), suggests appropriate investment strategies, and flags conflicts (retiree wanting 90% growth assets). The conversation stays human; the paperwork is already done.
Secure ID Upload & KYC Portal — No More Lost Proofs
After the fact-find, you send the client a branded portal: "Upload driver's licence (front + back), proof of address, tax file number verification." The portal is white-label—shows your branding and name, not "Velocity X." Clients upload via drag-and-drop or mobile camera. System auto-tags uploads (ID_FRONT, ID_BACK, POA_UTILITY) and stores them in encrypted archive. Clients see their submission status: "Proof of Address: Awaiting."
Velocity X auto-sends reminders after 3 days, escalates to you after 7. Every touch is logged with timestamp and user ID—FASEA auditors get a clean trail. No "I sent that 6 months ago" disputes.
SOA Tracking & Version Control — Draft to Signature
You draft the SOA in your tool (Xplan, Wealthpoint, whatever). Velocity X tracks the document: uploaded → version marked "Draft v1" → sent to client → client reviews (timestamp logged) → client signature request → signed SOA stored with immutable timestamp. If you send v2 (strategy change), the system logs why, when, and who approved. No version chaos. No "did they see the old version?"
Clients sign electronically within Velocity X—no separate DocuSign dance. Signature capture is legally valid under Australian consumer law and recorded in the audit trail.
Annual Review Automation & FDS Renewal Reminders
Velocity X tracks review dates from the SOA signature. 90 days before the anniversary, it sends you a nudge: "Client XYZ annual review due in 90 days." 30 days before, it sends the client an SMS: "Time for your annual review. Book here: [link]." They click, see 3 available time slots (pulled from your calendar), and confirm. You get a calendar invite. Their file is automatically flagged "Review Pending." When you complete the review, you upload the new SOA, system logs it, and schedules the next review automatically.
FDS renewals follow the same pattern—system reminds you 6 weeks before the old FDS expires, so you're never caught in a gap. Fee changes are version-controlled the same way as SOAs.
Six Frequently Asked Questions
Does Velocity X replace Xplan or Worksorted?
No. Velocity X sits in front—captures the fact-find, collects KYC docs, manages reviews. Your planning software stays the system of record. Velocity X is the intake and compliance automation layer.
Can we white-label the client portal?
Yes. Domain, branding, logo, colours, tone—all customisable. Clients think it's your system.
Is the audit trail FASEA-compliant?
Built for it. Immutable timestamps, full doc history, every user action logged with date, time, and actor ID. When ASIC/AFCA asks "when was this SOA signed?"—the answer is a click away.
Can we use it for new clients only, or backfill existing ones?
Both. New clients flow through Velocity X from day one. Existing clients can be invited to backfill—you batch-send portal invites with their basic details pre-filled.
What if a client misses their annual review?
System escalates: after the reminder, you get a task "Review overdue" with the client flagged. You can manually send a second SMS or schedule a catch-up call directly from Velocity X.
Does it sync to client accounting software (MYOB, Xero)?
Not directly—but you can export SOA and FDS records as PDF or archive. Contact us for custom integrations if you're a larger practice.
The Bottom Line — Compliance, Not Chaos
Financial planning is a trust business built on documentation: fact-finds, SOAs, annual reviews, FDS renewals. Every missed review is a compliance gap. Every lost document is an audit risk. Velocity X compresses the admin: fact-find in one form instead of three emails, KYC docs collected in one portal, reviews scheduled and tracked automatically, compliance trail built as you go. Your planning software stays the tool of record. Your brand controls the client experience. Check pricing for your practice size. Or compare how it powers loan pipelines for brokers: see our mortgage broker guide.