FICA & Onboarding Clerk

Asks each new customer for the documents FICA requires, reads and checks every one as it arrives, screens every person and company against sanctions and PEP lists, and chases until the file is complete.

Client onboarding and KYC 1 system From R4,500 / month Up to 150 onboardings and re-screens a month included

Billed in South African Rand. Prices are indicative of a typical engagement – volumes and the number of systems move them.

Hire a FICA & Onboarding Clerk

What the FICA & Onboarding Clerk actually does

The whole job, in the order it happens – not a feature list.

1

Asks the customer

You open a file with the customer's name and email; it emails them a secure link listing exactly what FICA asks of someone like them — a person, a minor, a company, a trust, a close corporation or a partnership.

2

Reads each document as it arrives

Every upload is checked for viruses, then read: the ID number, the date on a proof of address, the registration number. One that is not in a form you accept, or is too old, is refused on the spot, saying why.

3

Screens every party

Each person and company on the file, and each director, trustee and owner of 25% or more, is screened against sanctions, politically-exposed-person and watchlist data through OpenSanctions.

4

Chases until it is complete

Every two days it asks again for what is still missing, with a fresh link, by email and WhatsApp if you choose.

5

Brings you what needs a decision

A possible sanctions match, a check that fails, or a customer who stops answering goes to your team, who decide.

6

Has each customer accepted

A complete, clean file goes to the person you name to accept; the clerk never accepts a customer itself.

Its rules

What it does on its own, what waits for a named person, and what it never does. These are checked against the process it runs, not just written here.

It does on its own

  • Emails each customer a secure link to upload what FICA requires of them, and asks again for what is still missing.
  • Reads every uploaded document after a virus check, and refuses one that is not in a form you accept, saying why.
  • Screens every person and company on a file against sanctions and PEP lists through OpenSanctions.
  • Keeps each customer's file for five years after it closes, as FICA requires, and then deletes it.

Only when a named person signs off

  • A customer is accepted only when the person you name approves their complete file.
  • The person who accepts can never be the person who started the run.
  • A possible sanctions or PEP match, a failed check and a customer who stops answering go to your team: the clerk never decides them.

It never

  • Accepts or onboards a customer on its own.
  • Verifies an identity with Home Affairs or a bank account — that stays with your team, or the verifier you contract.
  • Treats a party it could not screen as clear.
  • Opens a document before its virus check.

What it puts on your dashboard

A digital worker you cannot measure is one you cannot trust. Every run is logged, and the numbers below are reported without being asked for.

  • Cases waiting on you now
  • Cases you settled

The systems it works in

1 pre-built connection, ready on day one. Where a system publishes an API, the digital worker uses it directly from the cloud.

Sanctions and PEP

OpenSanctions

OpenSanctions

And the systems with no API at all

Systems with no API — a records system or portal you can only reach by signing in — are driven through their own screens by the Automize bot on your machine. That is set up with you separately; hiring installs the cloud worker described here.

This is the part a cloud-only tool cannot do. The Automize bot runs on your own machine, so anything a person can open, it can work in – the desktop accounting package, the bank portal, the supplier site with no integration.

Where it runs, and what you control

On your machine

The bot is installed where the work happens, so it can reach the systems that never got an API.

Credentials, your way

Keep passwords in the machine's own keychain, your AWS Secrets Manager, or our encrypted vault. You choose.

POPIA and GDPR by design

Client financial data is processed on your machine, and you choose what the bot sends. Our servers are in AWS Ireland.

Every step audited

Step-by-step logs, screenshots and timestamps for every run – and a record of who approved what.

How the platform is built Read the Trust Center

Questions about the FICA & Onboarding Clerk

It reads and checks them: the ID number is valid and matches the document, the proof of address is under three months old and in a form you accept. It does not confirm an identity with Home Affairs; that stays with the verifier you contract.

OpenSanctions scores each candidate; 0.7 or more is what it calls a match. A party whose closest candidate scores that high goes to your team, who decide.

The documents customers upload and what was read from them, encrypted, for five years after each file closes, as FICA asks — also if you switch Cases off or end the clerk. An AI service reads each document.

Yes. Each kind of customer is a record type you edit: add a document, change the forms a document is accepted in, or link another party, without code.

Works well alongside

Trust Account Clerk

Places each deposit on your trust statement with the matter it names, and gives the person you name the allocation schedule to check and capture.

Tax & Compliance Clerk

Watches your returns register and puts every return that is late or due soon in front of the person you name, so nothing reaches a SARS deadline unassigned.

See all the digital workers

Put a FICA & Onboarding Clerk to work in 7 days

Onboarding one client properly is two to three hours of somebody senior chasing documents. Most firms do it badly rather than slowly.

Hire a FICA & Onboarding Clerk Start free See the 7-day proof-of-value