How we filled pension records and checked 33 rules before sign-off
The system reads each adviser pack and fills the record, then two people sign it off.
- Client
- International pension administrator
- Documents
- Application forms, passports, utility bills, bank letters and certificates
- What we built
- A review screen with filled records, rule checks and separate approval
- Volume
- 150 to 230 adviser requests a month
- Built in
- Nine days from the first call
Change of address, 3 attachments
33 rules, checked on every case.
We wrote all 33 rules in plain English, the way the compliance team already talks about them.
- Passport copy is certifiedPass
- Passport is in datePass
- Proof of address is under three months oldPass
- Bank account matches the bank letterPass
- Lump sum is within the 30% limitPass
- Beneficiary shares add up to 100%90%
- Proof of address: 41 days oldagrees
- Bank account check digitsagrees
- Lump sum: 24% of the potagrees
- Shares: 50% + 40% = 90%flagged
Draft reply to the adviserfor the team to check and send
Thank you for the request. The beneficiary shares on page 3 add up to 90%. Could the member confirm who should receive the remaining 10%? Everything else is in order.
- 68 secto read an adviser’s pack and fill the record
- 75values filled for a new member, each linked to its source
- 33plain-English rules checked on every case
- 9 daysfrom the first call to a working build
“That’s brilliant. It’s exactly what we’re trying to achieve.”
Read the full story
A pension administrator typed every adviser request into its system by hand. We built a review screen that reads the pack, fills the record and checks 33 rules. An administrator checks the result and a second person approves it.
“It’s very much robotic typing.”
Every request arrives as a PDF. Every value gets typed in by hand, then checked by someone else.
Financial advisers send the paperwork: a change of address, a new member joining, a request to take benefits. One pack can hold a form, a passport copy, a utility bill, a bank letter and a certificate or two. An administrator reads it all, types around 100 fields into the in-house system, and a manager approves it.
The team handles 100 to 150 change requests and 50 to 80 new applications a month, at about 25 minutes each and longer for someone new. Alongside the typing, staff check for expired passports, uncertified copies and bills that are four months old.
“Right now, nothing moves the data from our forms and emails into our system.”
The whole pack, read in one go.
AI reads the whole adviser pack together because a value on one form may need checking against another page.
When a pack arrives, the system identifies the forms and supporting papers, finds the member on the register and fills the record in the same order as the firm’s admin system. Each value carries the exact words it came from.
Click a value and the source page opens at that spot. The administrator can compare the entry directly with the form, passport, bill or bank letter.
A pack goes from upload to a filled record in just over a minute. A new member’s pack fills 75 values.
33 rules, checked on every case.
We researched the rules and wrote all 33 in plain English, the way the compliance team already talks about them. Their business analyst, a former administrator, went through them and found no discrepancy.
The checks cover certified passport copies, proof of address less than three months old and bank details that match the bank letter. They also check the firm’s 30% lump-sum limit and that beneficiary shares add up to 100%.
The system checks the pack against each rule. Our code separately checks account numbers and recalculates dates and percentages. If the checks disagree, a person reviews the case.
When a check fails, the system drafts a reply naming what is missing and why it is needed. A person checks the reply and sends it.
Two people sign off. Every step is on record.
The system prevents the person who prepares a case from approving it.
A second person reviews the filled record, the checks and any replies, then approves it. The approved record is ready to import into the admin system.
Every case records what the system read and flagged, alongside each person’s decision. An auditor can follow a value back to its source in one click.
When the client saw it, they asked whether documents could be checked while the adviser is still uploading them. We built it the next day: an online form that checks the proof of address on upload and won’t submit until the shares add up to 100%. Requests land in the queue already checked.
Check a pack against your own rules.
Send us some recent packs with the personal details removed. We’ll show you each one read, checked and ready to approve.