A client fact-find inside the document they sign
The questions your adviser needs, answered in the same document as the scope and fees, while identity documents stay in your secure process.
- 5/5 on G2
- 4.2 on Capterra
- Building QuoteCloud since 2013
On the Business plan, QuoteCloud's Forms block puts fact-find questions inside a document: text fields, choices and checkboxes the client fills in before or as they sign. The answers come back with the document, and a submitted form can start a Zapier automation. Tax ID numbers, ID and account numbers stay in your own secure process.
A phone showing a sample fact-find inside a document from a fictional firm, Ferrowby Advice & Lending. Alicia Brennan's answers fill in one by one: who the advice is for (Tom and Alicia), when they'd like to stop full-time work (around 60), their main goals and their accountant. Then the answers are submitted. Beside the phone, set apart behind a padlock, a card lists what never goes in the document and comes through the firm's secure process: tax ID numbers, identity documents, bank account numbers, and pension and policy numbers.
The questions, answered where the clients read your fees
Alicia opened the proposal on her phone and answered Nadia's questions in the fact-find block, between the scope and the fees. Nadia had what she needed to start the advice, without retyping a PDF form or chasing an email.
The block asks for goals and circumstances in the client's own words. Anything sensitive gets a plain line saying it comes another way.
- Text, long-text, choice and tick-box fields inside the document
- Answers come back with the signed proposal
- A submitted form can start a Zapier automation
Forms block: Business plan
Forms inside documentsYour details for Nadia
Forms blockFact-find · answered in this document before Nadia prepares your advice
Tax ID numbers, identity documents, account and policy numbers: please don't type them here. We collect them through our secure process.
Submitted by Alicia Brennan · Tue 20 Oct
Before you sign
Locked wording · your team can't edit it
- We have read the services and fees in this proposal.
- We understand our advice will be in a separate document from Nadia, and nothing in this proposal is advice.
- We understand the ongoing service fee is set out in this agreement and we can end the service at any time by telling Ferrowby.
- We have given our details for the fact-find and will send identity documents through Ferrowby's secure process.
What to ask in the document, and what to keep out of it
A fact-find inside the proposal works best for what your adviser needs to plan. Identifiers and documents travel through the secure process you already use.
Ask in the documentForms block fields the client fills in
- Who is the advice for?ChoiceOne of you, both of you, or a trust or company, so the right people are added as signers.
- Your main goalsLong textIn the client's own words: the starting point for the advice.
- When would you like to stop work?TextTiming the adviser can plan around.
- Who else advises you?TextTheir accountant, solicitor or broker, so your adviser knows who to work with.
- What do you hold now?Long textFunds, policies and loans described in general terms, with statements sent securely.
Forms block: Business plan
Collect through your secure processNever typed into a QuoteCloud document
- Tax ID numbers Not in the documentAsk for them the way your firm already does, never in a form field.
- Identity documents Not in the documentLicences, passports and certified copies through your own identity process.
- Bank account numbers Not in the documentAccount and card details stay out of the document; fees on signing go through Stripe or PayPal.
- Pension and policy numbers Not in the documentMember and policy numbers with the statements, through the secure upload or portal you use.
QuoteCloud doesn't verify anyone's identity. The optional email passcode only checks that the person signing can open the signer's email. Your firm decides what it collects and how.
When the fact-find comes back, your CRM can know
Zapier's Form Submitted on Document trigger can start a zap when a client submits the fact-find: create a task for the paraplanner, or add a note to the client record in your CRM.
What happens next is the automation you build in Zapier for your own CRM or planning software. QuoteCloud sends the event; it doesn't move the answers into another system by itself.
- Zapier trigger: Form Submitted on Document
- Also: Recipient Signed Document, Document Payment Event
- Zapier, Make and the API from the Essentials plan
Activity
- Proposal openedAlicia Brennan, on her phone
- Fact-find submittedForms block · Form Submitted on Document
- Debt structure added+$330.00 incl. tax
- Signed by Tom and AliciaCertificate of authenticity attached
- Paid on signing$1,815.00 via Stripe
- Client record updatedIn your CRM, through Zapier
Put your fact-find inside the proposal
Free for 14 days, no credit card required. Send us your current fact-find and we'll help you turn it into a Forms block during the trial.
Who answers the questions, and when
The same block works before the first meeting, with the fee proposal or at a review.
Before the first meeting
A short fact-find as its own document, so the first meeting starts with the basics already known.
With the fee proposal
The detailed questions in the proposal, answered before the clients sign and the advice starts.
Advice fee proposalsAt the yearly review
What's changed this year, inside the renewal agreement the clients sign.
Ongoing fee renewalsFor a home loan
The borrowers' plans and timing in the broker service proposal, with documents sent through the broker's secure process.
Broker service proposalsFor both partners
One fact-find for a couple; either partner can fill it in, and both sign the document.
Couples & trusteesFor the paraplanner
The answers come back in the document, ready for whoever prepares the advice in your planning software.
Add a fact-find to your proposal in four steps
Build it once in your template; every adviser's proposal then carries the same questions.
Add a Forms block
Place it where the questions make sense, usually after the scope and before the fees.
Write the questions
Text, long-text, choice and tick-box fields in your own words, with help text where it's useful.
Add the secure-process line
A locked line telling clients not to type identifiers, and how to send them instead.
Connect the answers
Optionally, a Zapier zap on Form Submitted on Document to create a task in your CRM.
Fact-find questions, answered
Can clients fill in a fact-find inside a QuoteCloud document?
Yes, with the Forms block on the Business plan. It puts text, long-text, choice and tick-box fields inside a proposal or agreement, so clients answer your questions in the same document they read and sign. The answers come back with the document. It is a form inside a document, not a form on your website.
Should clients enter tax ID numbers or ID in the fact-find?
No. Keep tax ID numbers, identity documents, bank account numbers and policy numbers out of the document and collect them through your firm's own secure process. Add a locked line to the fact-find telling clients not to type them and explaining how to send them instead.
Does QuoteCloud verify a client's identity?
No. QuoteCloud can email an optional one-time passcode to each signer before they sign, which checks they can open that email address. It is not an identity check. Your firm verifies identity through its own process.
Can a submitted fact-find update our CRM?
Through Zapier, yes. The Form Submitted on Document trigger can start a zap that creates a task, adds a note or updates a record in a CRM with a Zapier connector. Make and the QuoteCloud API are also available from the Essentials plan. What the zap does is set up by your team.
Can both partners answer the same fact-find?
The fact-find sits in one document that both partners can open. Either can fill in the answers, and both sign the document as separate signers. You can see in the activity when the form was submitted and who has signed.
Do we need the Business plan for fact-finds?
The Forms block is on the Business plan. On Essentials you can still send the fact-find questions as text in the document and ask clients to reply in comments, but the structured form fields and the Form Submitted on Document trigger need Business.
More for advice and broking firms
Every page of the QuoteCloud mortgage & financial planning microsite.
-
Advice service & fee proposalsYour scope of service, the initial advice fee and the ongoing service fee options, in one proposal the client signs before the advice starts.Explore
-
Engagement letters & termsYour firm's engagement wording in locked blocks, the services and fees beside it, signed online by every client.Explore
-
CRM, planning software & aggregator connectionsSigned proposals to your CRM, planning software or aggregator platform through Zapier, Make or the QuoteCloud API.Explore
- Couples, trustees & multiple signersBoth partners, every trustee or each company director signs the same document, in their own browser, with no account.
- Ongoing fee arrangement renewalsRenewal dates as expiry dates, the Expiring Soon filter, a new version to sign and bulk send for the clients due this month.
- Paraplanning & outsourced services quotesParaplanning and support businesses quoting advice firms: a price per piece of work, monthly capacity and terms, signed by the principal.
- Mortgage broker service proposalsYour service, a lender comparison you type in and your fee and commission wording, accepted and signed by every borrower.
- Asset & commercial finance quotesEquipment, vehicle and commercial finance quotes with the term options and repayment estimates you type, signed by each director.
- Fee discount approvalsA proposal with a fee discount over your limit goes to a principal to approve before the client sees it (Business plan).
- Mortgage & financial templatesReal QuoteCloud templates for mortgage services, loan and funding proposals, made into your own fee and engagement documents.
- QuoteCloud implementation for advice & broking firmsFee proposal and engagement templates converted, your wording locked, Stripe or PayPal connected and the team trained.
- FAQAnswers to the questions planners, advisers, brokers and paraplanners ask most.
Your fact-find, answered in the document
Free for 14 days. No credit card required.