Work · Operations · Onboarding
24 hrs From application to an approved merchant account
Onboarding a new merchant used to mean weeks of email, missing documents, and manual identity checks. We rebuilt it as one flow: the merchant applies once, the system collects and verifies everything, and an approved account comes back in 24 hours.
24 hour
Onboarding
KYB
Checks built in
Zero
Back-and-forth email
01The problem
Bringing on a new merchant sounds simple. In practice it is a pile of separate tasks: collect an application, chase bank statements and IDs, confirm the business is real and in good standing, and check the owners against watchlists. Most firms run each step by email.
Email is where onboarding dies. Applicants send the wrong file, or half the files, or a photo of a screen. Someone on the team reads each attachment, retypes the details, and writes back asking for what is still missing. Every round trip adds days.
The verification work is worse. Know Your Business checks, the identity and registry checks a firm must run before it can take a company on, were done by hand in separate tools, with results pasted into notes. Nothing enforced that every check ran on every applicant.
The cost shows up in two places. Good applicants walk away while they wait. And staff spend their days as document clerks instead of doing the judgment work they were hired for.
02What we built
We built one intake flow that carries an applicant from first form to approved account, based on origination-platform intake work we have shipped before. The merchant sees a single guided application. Behind it, the system runs the whole checklist.
- Guided document collection. The application asks for exactly what the firm needs, checks each upload as it arrives, and tells the applicant on the spot if a file is wrong or unreadable. Nothing waits for a human to open an inbox.
- Automatic extraction. Uploaded statements, IDs, and registration documents are read into structured fields. No retyping, and the details on the documents are compared against what the applicant entered.
- KYB checks built in. Business registry, ownership, and watchlist checks run automatically as part of the flow. Every applicant gets the same checks in the same order, and the results land in the file.
- One review screen. A reviewer opens a complete file: documents verified, fields extracted, checks passed or flagged. Their job is a decision, not an investigation.
- Automated follow-up. If something is genuinely missing, the system asks the applicant directly and tracks the response. Staff never write a chase email.
03What changed
The headline number is speed. An application submitted in the morning can be an approved merchant account the next day: 24 hours from application to approval, against a process that used to run in weeks.
The back-and-forth email is gone. Because the flow validates documents at upload and asks for corrections immediately, files arrive complete. Staff stopped playing inbox tennis with applicants.
Compliance got stronger, not weaker, as the process got faster. With KYB checks built into the flow, no applicant can reach approval without every check having run, and every result is recorded in the file.
The team's day changed shape. Reviewers now spend their time on the small number of files that need judgment, and the rest move through on their own.
A real engagement, anonymized. Client details are withheld under confidentiality.
Next step
Onboarding still runs on email?
We build intake flows like this inside your stack, in your vocabulary: document collection, verification, and KYB checks in one system your team reviews instead of runs.
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