Fiduciary Services

Collect client documents for trust and estate management

Request financial statements, identity documents, and legal forms from beneficiaries and clients. Track every submission with full audit trails.

EU-HostedAll data stored on Hetzner servers in GermanyGDPR CompliantFull compliance with EU data protection regulations including DPATLS EncryptedAll connections secured with TLS 1.2+ encryptionAntivirus ProtectedEvery uploaded file is automatically scanned for malware2FA ReadyOptional two-factor authentication via authenticator appsFull Audit TrailEvery upload, reminder, and status change is logged

The problem

Beneficiaries are slow to respond

Trust and estate matters require documents from multiple beneficiaries who may not treat your requests as urgent.

Sensitive documents exchanged insecurely

Passports, financial statements, and power-of-attorney documents arrive as unencrypted email attachments.

Complex multi-party coordination

Fiduciary work involves beneficiaries, attorneys, banks, and tax advisors — all with different timelines and compliance requirements.

Regulatory documentation gaps

Missing KYC documents or unsigned declarations create compliance risk and delay asset distribution.

The solution

Per-beneficiary checklists

Create individual checklists for each beneficiary or client. Track who has submitted and who is outstanding.

Escalating reminders

Automatic reminders with configurable frequency. Urgency increases as the deadline approaches.

Secure upload portal

Beneficiaries access a branded portal via a unique link. No passwords, no app installs, works on any device.

Audit-ready compliance records

Every document submission is logged with timestamps. Export audit trails as CSV for regulatory reviews.

See it in action

This is what your clients experience — a simple, secure upload portal.

Client upload portal

Secure upload portal

Request from Apex Accounting

Q1 2025 Tax Documents

Due Mar 15, 2025

W-2 / 1099 formsUploaded
Prior year tax returnUploaded
Business expenses summaryUpload

Audit trail

Audit trail

Sarah Chen Uploaded W-2 / 1099 forms

Today, 2:14 PM

Sarah Chen Opened magic link

Today, 2:12 PM

FolioDoc Sent reminder to James Wilson

Today, 10:00 AM

Maria Garcia Uploaded lease agreement

Yesterday

FolioDoc Request created by you

Yesterday

How it works

1

Create a document request

List the required documents: identity verification, financial statements, signed declarations, power of attorney.

2

Add beneficiaries and parties

Enter email addresses for each beneficiary or counterparty. Each receives their own secure upload link.

3

Parties upload documents

Beneficiaries open the link, see their personalized checklist, and upload documents from any device.

4

Review and manage files

Track completion across all parties. Download files individually or as a ZIP. Export the audit trail for compliance.

Why FolioDoc

  • Built for multi-party document collection
  • Secure portal — no accounts needed for beneficiaries
  • Full audit trail for regulatory compliance
  • GDPR-compliant with EU-hosted infrastructure
  • Automatic reminders reduce manual follow-ups
  • Configurable data retention and deletion policies

Learn more about FolioDoc

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Ready to stop chasing documents?

Create a free request and see what your clients experience. No credit card required.