# Chunkbase > Chunkbase is evidence-backed client intelligence for UK advice firms. We bring meetings, documents, and existing client records into one cited workspace so teams can see what changed, resolve conflicts and gaps, approve the evidence, and prepare clean updates for the systems they already use. Know what changed. Trust what comes next. # Main documentation: # - Summary: https://www.chunkbase.ai/llms.txt # - Full: https://www.chunkbase.ai/llms-full.txt --- # Home URL: https://www.chunkbase.ai/ ## Hero Evidence-backed client intelligence for UK advice firms. Bring meetings, documents, and existing client records into one cited workspace. See what changed, resolve gaps, and prepare reviewed updates for the systems your firm already uses. Primary CTA: Build with us. Secondary CTA: Sign in. Every answer cited. Every change reviewed. Human judgement stays in control. Built in Scotland with UK advice firms. Ask AI about us: ChatGPT, Claude, Gemini, Perplexity, and Grok buttons on the hero open a pre-filled pitch (product plus the design-partner offer) and point to https://www.chunkbase.ai/design-partner. This file and /llms.txt are for crawlers, not that paste. Live homepage spine: Hero → Product proof (existing record, new evidence, change and conflict review, client fit, approved handoff) → How it works (Baseline, Evidence, Reconcile, Approve) → Built for teams → FAQ → Build with us. ## How It Works From scattered evidence to a reviewed change. 01. Start with the record. Bring the current client file, meeting notes, and documents into one review cycle. Treat the existing record as a dated baseline, not a permanent truth. 02. Add new evidence. Connect every material claim to the meeting or document that supports it. 03. Review the delta. See what was confirmed, changed, conflicting, stale, or still missing. 04. Approve and hand off. Human judgement stays in the loop. Advisers and paraplanners inspect citations, correct the record, approve changes, and prepare clean updates for existing systems. Result: a reviewed evidence delta with full traceability, ready for the next advice workflow. Fact-find automation remains an initial workflow, not the whole product category. ## Built for how wealth management works in practice Advising clients. Preparing reports. Managing compliance. Chunkbase adapts to your workflow. Evidence-first answers. Audit-ready workflows. No vendor lock-in. Trust markers: every answer cited, FCA workflow-ready, audit trail built in. Paraplanners (fact-finds and suitability). From meeting notes to draft suitability, without the re-keying. - Extract ATR, capacity for loss, and objectives from meeting transcripts. - Pre-populate fact-find sections with cited source references. - Generate suitability justifications linked to client statements. - Pull fund charges and provider details in seconds. Spend time on advice quality, not data entry. Advisers (meetings and annual reviews). Walk into every meeting with full client context. - See client history, recent changes, and open actions in one view. - "What changed since the last annual review?" Get the answer instantly. - Generate follow-up actions directly from meeting notes. - More time advising, less time hunting for documents. More advising. Less admin. Compliance (file checks and oversight). Every suitability statement traceable to source. - Assemble file check evidence packs in minutes, not hours. - Every recommendation links to its supporting evidence. - Flag gaps: missing documents, weak rationale, incomplete disclosures. - Full audit trail: who, when, what source. Logged automatically. Consumer Duty confidence. File check ready. Operations (onboarding and handoffs). Clean client files from day one. - Standardise document collection and onboarding workflows. - Auto-organise client files into consistent folder structures. - Flag missing items before adviser handoff. - Reduce duplication and version confusion. Consistent handoffs. Fewer chasers. ## Features Everything you need to turn documents into defensible workflow. One platform to capture, extract, structure, and defend, with every output traceable to source. - Meeting and Document Capture. Upload call transcripts, fact-finds, risk questionnaires, provider statements: the formats advisers use every day. - Cited Answers, Not Guesses. Every extracted fact links to the exact paragraph in the source. No hallucinations. No black boxes. - Suitability Section Drafting. Generate suitability justifications, rationale sections, and annual review summaries in your firm's tone, with evidence attached. - Consumer Duty Evidence Layer. Flag weak rationale, missing disclosures, and compliance gaps before file check. Every recommendation defensible. - Back-Office Integration. Connect to SharePoint, Google Drive, or your CRM. Documents stay in your existing infrastructure. - FCA-Ready Audit Trail. Who queried what, when, using which documents. Exportable for file checks and regulatory review. - Fact-Find Field Extraction. Turn meeting notes into structured fields: ATR, capacity for loss, objectives, income, liabilities. Reduce re-keying. - Firm-Level Controls. Permissions, environments, and guardrails designed for regulated teams. Data stays within your control. ## Closing CTA Help shape the workflow your team actually needs. The founding workflow programme starts with one workflow conversation, one agreed build and one testing session for £0. A fictional case, dummy documents or a verbal walkthrough is enough. No private client data is needed. If a wider pilot makes sense later, the firm and Chunkbase agree the scope, data handling and price before it starts. Primary CTA: Build with us (https://www.chunkbase.ai/design-partner). Built for FCA-regulated workflows. Every output reviewable. No black boxes. ## Homepage FAQs What is Chunkbase? Chunkbase is evidence-backed client intelligence for UK advice firms. It brings meetings, documents, and existing client records into one cited workspace, shows what changed or needs attention, and prepares reviewed updates for the systems the firm already uses. Who is Chunkbase for? Chunkbase is built for UK wealth management firms — wealth managers, IFAs, paraplanners, and back-office teams who spend hours turning client conversations and documents into structured, compliant client files. How does Chunkbase work with an existing client record? Chunkbase treats the firm's existing client record as a dated baseline, then reconciles meetings and documents against it. It shows what was confirmed, changed, conflicting, stale, or missing, with every material claim linked to source and every update held for human review. How does the client-fit view work? Chunkbase applies the firm's own service, capability, and commercial rules to eligible reviewed evidence, then shows a client-fit assessment with its reasoning. It supports proceed, qualify, or escalate decisions before the team commits onboarding hours; the firm always makes the final call. It is not a regulated suitability decision. Is Chunkbase FCA-regulated, and where does responsibility sit? Chunkbase is software, not a financial adviser. It does not provide regulated advice or make suitability decisions. It prepares structured, cited evidence to support your team, so responsibility for advice and suitability stays with the firm and its advisers. It is built for FCA-regulated workflows, Consumer Duty evidence, and file checks. How does Chunkbase handle client data and GDPR? Client data is processed on UK-based infrastructure and is never used to train AI models. Access is controlled at firm level and you set retention. Chunkbase is designed to work alongside your existing document storage rather than replace it. How does Chunkbase avoid hallucinations, and how is everything cited? Every extracted fact and figure links to the exact paragraph in the transcript or document it came from, so anything can be checked in a click. Chunkbase is built to extract and cite what is actually in the source, not to invent it, and nothing reaches a client file without human review. --- # Fact find software URL: https://www.chunkbase.ai/fact-find-software ## Hero Turn client meetings into cited fact finds. AI fact find software for UK financial advisers and paraplanners. Meeting transcript and documents in. Structured fact find out. Every field linked to source. Human review built in. Primary CTA: Build with us. Secondary: Read the fact find guide. ## The problem The meeting ends. Then someone rebuilds the client by hand. A 60 to 90 minute conversation already contains most of what the fact find needs. Today that information gets typed again into intelliflo or Xplan, chased across SharePoint and email, and written into narrative sections from scratch. ## How it works 1. Capture: upload the meeting transcript and client documents. 2. Extract: objectives, attitude to risk, capacity for loss, income, assets, liabilities. 3. Cite: every figure links back to the sentence or paragraph it came from. 4. Review: the adviser or paraplanner confirms, edits, and flags gaps. ## Who it is for Financial advisers, paraplanners, and practice principals in UK wealth management and advice firms. ## Notes Chunkbase.ai is software for UK advice firms. Not affiliated with the Minecraft tools at chunkbase.com. Founding workflow programme. Not general availability. --- # About URL: https://www.chunkbase.ai/about Chunkbase is evidence-backed client intelligence for UK advice firms, built in Scotland by founder Rohan Kumawat. ## Mission Help advice teams know what changed before they decide what comes next. Meetings and documents are reconciled against the existing client record so the team can see what changed, what conflicts, and what still needs attention. Claim-level citations. Reviewed changes. Clean handoff. The product prepares and explains; the decision stays with you. ## Why we exist The client file should not have to be reconstructed before every decision. A 90-minute meeting still leaves a paraplanner with 30 to 45 minutes of fact-find admin — figures the client already said out loud. Then documents go back and forth. Then someone notices the AUM is below the firm's minimum, or the case is more complex than the service model. Weeks of team time, gone. The firms getting this right preserve the evidence behind the client record and review what changed before committing the next stage of work. Existing records, meetings, and documents in. Cited, reviewable changes out. Your people do the thinking. ## Founder Rohan Kumawat. Founder, Chunkbase Ltd (company number 16972122). Built in Scotland. Registered in England and Wales. Serves UK wealth management firms. I started Chunkbase because the gap between a client conversation and a defensible file is where UK advice teams lose the week — and where generic AI still cannot be trusted. Source-linked fields. A human confirm before anything hits the record. An audit trail you can show in a file check. Prior work includes an FCA-aligned assurance frame for AI outputs. The point was making sure a model does not invent a rate, a fee, or a policy line. LinkedIn: https://www.linkedin.com/in/rohankumawat06/ ## Build with us Chunkbase is building and testing the product with a small number of UK advice firms. Start with one workflow conversation, one agreed build and one testing session for £0. A fictional case, dummy documents or a verbal walkthrough is enough. No private client data is needed. Apply: https://www.chunkbase.ai/design-partner ## About FAQ - What is Chunkbase? Chunkbase is evidence-backed client intelligence for UK advice firms. It brings meetings, documents, and existing client records into one cited workspace, shows what changed or needs attention, and prepares reviewed updates for the systems the firm already uses. - Who is Chunkbase for? UK wealth management firms — wealth managers, IFAs, paraplanners, and back-office teams. - Who founded Chunkbase, and where is it based? Founded in January 2026 by Rohan Kumawat. Built in Scotland. Registered in England and Wales (16972122). - How can a UK wealth firm work with Chunkbase? Start with one workflow. One agreed build and one testing session for £0. - Does Chunkbase replace the adviser? No. Software, not a financial adviser. Human review required. Responsibility stays with the firm. --- # For Paraplanners URL: https://www.chunkbase.ai/for/paraplanners ## Hero Stop re-keying. Start reviewing. Chunkbase turns client meeting transcripts, pension statements, and LOAs into a completed fact-find and a cited suitability draft. Paraplanners spend their day thinking, not typing. Primary CTA: Book a 20-Minute Demo. Secondary: Take the 2026 Benchmark Survey. Built for FCA-regulated advice. Every output citable. Human review built in. ## Does this sound like your week? - You are re-keying pension values from 4 different provider statements into your back-office system. - You are writing a suitability report at 7 pm because the fact-find took all afternoon. - You are hunting through SharePoint for the ATR questionnaire the adviser definitely sent somewhere. - You are the bottleneck. You know this. ## What Chunkbase does for paraplanners. Three workflows. Real outcomes. Fact-find automation (primary use case). Meeting transcript in, completed fact-find out. Every field traced to the source. Ready for review. Suitability report drafting. Draft suitability sections with citations back to client statements, risk profiles, and provider documents. Evidence pack assembly. Assemble the evidence your compliance team needs. Every recommendation linked to supporting documents. ## Differentiators Every field cited to source. Click any extracted fact to see exactly where it came from. Page, paragraph, document. Built for FCA-regulated workflows. Human review in the loop. Audit trail by default. No black-box outputs. Works alongside your existing systems. Connects to your document storage and back-office. No rip-and-replace. ## What we hear from paraplanners Paraplanners tell us the same thing: data entry eats most of their day, not advice quality. Meeting notes get re-keyed. Provider statements get re-keyed. Everything gets re-keyed. We are building the 2026 UK Advice Firm Benchmark to quantify how much time goes to waste. Early conversations point to 3+ hours per paraplanner per week on document-related admin alone. Help shape the benchmark: https://www.chunkbase.ai/benchmark ## Before and after Chunkbase Receive meeting notes. Before: Re-read the entire transcript, highlight key details, cross-reference with the existing client file. With Chunkbase: Chunkbase extracts objectives, ATR, capacity for loss, and key facts. Source citations attached. Complete the fact-find. Before: Open your back-office system and re-key every field manually from the transcript and provider statements. With Chunkbase: Review pre-populated fields, verify against citations, adjust where your judgement says to. Draft suitability. Before: Write from scratch at 7 pm, hunting for evidence to support each recommendation. With Chunkbase: Review cited draft sections, apply your professional judgement, approve. ## Questions paraplanners ask us Does Chunkbase replace the paraplanner? No. Chunkbase handles the mechanical parts: extraction, pre-population, citation linking. The paraplanner's judgement on suitability, risk assessment, and recommendation quality stays essential. We give you back the hours you are spending on data entry. Which fact-find templates do you support? We are working with firms in our pilot programme to support the templates they use day to day, including common back-office formats. If you have a specific template, we would love to see yours. Do I edit the output before sending to my back-office system? Yes. Every output is a draft for your review. Edit, adjust, and approve before anything moves downstream. Human review is built into the workflow, not bolted on. What happens when something is wrong? Every extracted field links to the exact paragraph in the transcript or document. If something looks off, click the citation to check the original. No black boxes. Is my data used to train models? No. Your client data is never used to train or fine-tune any AI models. This is a non-negotiable design principle. How long does setup take? We are running structured pilots with a small number of firms. Setup typically takes days, not months. We work directly with your team to configure for your templates and workflows. ## Footer CTA Build with us. Show us one part of your workflow and we will build a small test for your team. --- # For Financial Advisers URL: https://www.chunkbase.ai/for/financial-advisers ## Hero Turn today's client meeting into tomorrow's fact-find. Tonight. Record the conversation. Get a structured fact-find, a suggested next-best-action list, and a review-ready summary. All before you have driven home. Primary CTA: Book a 20-Minute Demo. Secondary: Take the 2026 Benchmark Survey. ## Does this sound like your week? - You spent 90 minutes in a meeting and now face 2 hours of admin before anything reaches your paraplanner. - Review prep eats your Sundays. - You know the answer to your client's question sits somewhere in their file. You will not find the right page from the car park. - Every adviser in your firm formats their notes differently. ## What Chunkbase does for financial advisers. Three workflows. Real outcomes. Meeting to fact-find (primary use case). Upload the transcript. Get a structured fact-find with objectives, risk profile, and key facts extracted. Ready for your paraplanner. Client prep. Walk into every meeting with full context: history, recent changes, open actions, and key documents. Surfaced automatically. Next-best-action prompts. Consumer Duty outcomes linked to client circumstances. See what needs attention before the client asks. Differentiator angle: The adviser copilot with the documents underneath. Every other copilot hallucinates because they lack a governed document layer. Yours has one. ## What we hear from financial advisers Every adviser we speak to describes the same pattern: a 90-minute meeting generating 2+ hours of admin before anything reaches the paraplanner. The 2026 Benchmark is measuring this across UK IFA firms for the first time. Contribute to the benchmark: https://www.chunkbase.ai/benchmark ## Before and after Chunkbase After the meeting. Before: Type up notes on the train, hoping you remember the details. Send a rough email to your paraplanner. With Chunkbase: Upload the transcript. Structured fact-find and action items ready before you get home. Preparing for a review. Before: Spend Sunday evening reading through the client file, trying to remember what happened last year. With Chunkbase: Get a client summary with changes since last review, open items, and key talking points. Client asks a question. Before: Promise to "check the file and get back to them." Hunt through SharePoint later. With Chunkbase: Ask Chunkbase. Get the answer with the source document attached. ## Questions financial advisers ask us Do you integrate with my note-taker (Jump, Otter, Zoom)? We work with transcripts from common recording tools. If you are using a specific tool, talk to us. We are expanding integrations during our pilot programme. Who hears the recording? Chunkbase processes the transcript, not the audio. Your recording stays with your note-taking provider. We only see the text output. Does my paraplanner use this too? Yes. This is the ideal workflow. You record the meeting, Chunkbase structures the transcript, and your paraplanner picks up a pre-populated fact-find instead of starting from scratch. Does this work on my phone after a meeting? We are building for the workflows advisers use in practice. Mobile access is on our roadmap. Right now, the fastest path is uploading the transcript when you are back at your desk. What is the pricing per adviser? We are working with a small number of pilot firms to get pricing right. Book a call and we will walk through pricing for your firm size. Do I try this on one real client first? This is exactly how our pilots work. We start with real files (with appropriate permissions) so you see what Chunkbase does with your documents, not a demo dataset. --- # For Compliance Officers URL: https://www.chunkbase.ai/for/compliance-officers ## Hero Every answer, cited to the source. Every extracted fact, every recommendation links back to the exact page and paragraph of origin. Built for Consumer Duty. Built for file checks. Built for auditors who ask hard questions. Primary CTA: Book a 20-Minute Demo. Secondary: Take the 2026 Benchmark Survey. ## Does this sound like your week? - You are running file checks and half the evidence is in email, half in SharePoint, half in the adviser's head. - Consumer Duty evidence is still a spreadsheet. - Someone in the firm is using ChatGPT on client files and you are pretending not to know. - When an auditor asks for the source behind a recommendation, the trail is still a scramble. ## What Chunkbase does for compliance officers. Three workflows. Real outcomes. File-check evidence packs (primary use case). Assemble evidence packs in minutes, not hours. Every recommendation traced to its supporting document. Consumer Duty outcome tracking. Link outcomes to source evidence automatically. No more spreadsheets. No more guesswork. Firm-wide AI governance. One approved platform with audit logs, PII controls, and full traceability. Replace shadow AI with a platform you oversee. ## What we hear from compliance officers Consumer Duty raised the bar on evidence. Most firms we talk to still meet the standard with spreadsheets, shared drives, and good intentions. The 2026 Benchmark is measuring how firms handle evidence assembly, file checks, and AI governance in practice. Help shape the benchmark: https://www.chunkbase.ai/benchmark ## Before and after Chunkbase File check. Before: Open 6 different folders, cross-reference the recommendation against scattered documents, build the evidence pack manually. With Chunkbase: Request the evidence pack. Every recommendation traced to source. Gaps flagged automatically. Consumer Duty evidence. Before: Maintain a spreadsheet. Chase advisers for missing documentation. Hope the audit does not come before you are ready. With Chunkbase: Evidence linked to outcomes by default. Source-traced. Always audit-ready. AI governance. Before: Suspect someone is pasting client data into ChatGPT. No visibility. No controls. With Chunkbase: One approved platform. Audit logs. Every query and output tracked. ## Security and data handling. Designed for regulated data from day one. - UK cloud infrastructure. Processing runs on UK-based cloud infrastructure. - Encryption. Data encrypted in transit and at rest. - Access controls. Role-based access with firm-level permissions. - Data retention. Configurable retention policies, set to match your firm's requirements. - Training opt-out. Your data is never used to train or fine-tune any AI models. Non-negotiable. - Certifications. We are pursuing formal security certifications as we scale beyond pilots. Happy to walk through our current controls in detail. ## AI governance. Transparency, not "trust us". - Model transparency. We tell you which models we use and where they run. No surprises. - Audit logging. Every query, every output, every user action. Logged and exportable. - PII controls. Sensitive data handling designed for regulated environments. - Human review by design. No output reaches a client file without human approval. ## Questions compliance officers ask us Where is data processed? We use UK-based cloud infrastructure for processing. Details on our architecture are available during the pilot onboarding process. Is client data used to train models? No. Client data is never used to train or fine-tune any AI models. This is a non-negotiable design principle. Do you support bring-your-own LLM or on-prem? We are exploring enterprise deployment options as we scale. If on-prem or BYO-model is a requirement for your firm, let us discuss options. How does data retention work? Data retention is configurable per firm. We work with your compliance team during onboarding to set policies matching your requirements. Do you offer audit log exports? Yes. Every query, every output, every user action gets logged. Exports are available for your file check and compliance review processes. Are you ISO 27001 or SOC 2 certified? We are in our pilot phase and pursuing formal certifications as we scale. We are happy to walk through our security architecture and current controls in detail. Do you provide a sample DPA? We provide data processing agreements for pilot firms. Book a call to discuss your specific requirements. --- # For Operations Leads URL: https://www.chunkbase.ai/for/operations-leads ## Hero Serve more clients without hiring more paraplanners. Chunkbase compresses the document-heavy parts of your service model: onboarding, reviews, file checks. Your existing team gets capacity for the work growing the firm. Primary CTA: Book a 20-Minute Demo. Secondary: Take the 2026 Benchmark Survey. ## Does this sound like your week? - Onboarding takes 4 to 12 weeks and you have stopped pretending this is fine. - You will not find paraplanners to hire. No one will. - Every new adviser costs you another 0.5 paraplanner in back-office load. - You are quoting fixed fees on unpredictable effort. ## What Chunkbase does for operations leads. Three workflows. Real outcomes. Onboarding compression (primary use case). Upload documents. Extract and structure data. Flag missing items immediately. See client fit before committing full onboarding resources. Annual review throughput. Pre-populated review packs. Same team, significantly more reviews per paraplanner per year. File-check automation. Increase sample coverage while reducing cost per check. Evidence assembly once taking hours, done in minutes. ## What we hear from operations leads Every firm we speak to is trying to serve more clients without proportionally growing headcount. The constraint is almost always the document-heavy parts of the service model. The 2026 Benchmark is measuring cost-to-serve and time-per-workflow across UK advice firms for the first time. Contribute to the benchmark: https://www.chunkbase.ai/benchmark ## Before and after Chunkbase Client onboarding. Before: 4 to 12 weeks of document collection, manual data entry, multiple chasers, version confusion. With Chunkbase: Upload documents, extract and structure data, flag missing items immediately. Annual reviews. Before: Each review takes a paraplanner a full day. 200 reviews means a constant backlog. With Chunkbase: Pre-populated review packs. Same team, double the throughput. Scaling the team. Before: Every new adviser needs another 0.5 paraplanner. Hiring takes months. Training takes longer. With Chunkbase: New advisers onboard faster. Existing paraplanners handle more volume with less admin. ## The business case. ROI calculator, coming soon. - What it will show. Input your firm size, average clients per adviser, hours per review, and blended paraplanner cost. See hours saved, cost saved, and payback period. - In the meantime. Book a 20-minute call and we will model the business case for your specific firm. We will use your numbers, not generic benchmarks. - Why we are building this. Operations leads need a business case, not a demo. We are building the tool to make this case with real data. ## Questions operations leads ask us What does rollout look like for a 10-adviser firm? We start with a focused pilot, one team or one workflow, and expand from there. For a 10-adviser firm, expect a phased rollout over a few weeks, not a big-bang migration. How does pricing scale? Pricing reflects firm size and usage. We are working with pilot firms to find the right pricing at different scales. Book a call for specifics. Do I need to replace my back-office system? No. Chunkbase works alongside your existing back-office system. We extract and structure data from documents; your CRM stays as your system of record. What is the integration effort? Minimal for pilots. We connect to your document storage (SharePoint, Google Drive) and work with the templates you already use. No database migrations. No system replacements. Who owns the data? You do. Always. Your client data remains yours. We process it on your behalf and you control retention, access, and deletion. What is your uptime SLA? We are in pilot phase and building toward formal SLAs. During pilots, we work closely with firms and provide direct support. Happy to discuss reliability expectations. Do I pilot on one team first? This is exactly how we recommend starting. Pick your busiest team or most document-heavy workflow. See the impact. Then decide on wider rollout. --- # Blog: The Vault Problem URL: https://www.chunkbase.ai/blog/the-vault-problem-uk-wealth-management Author: Rohan Kumawat. Published: 2025-01-19. Definition: The Vault Problem in wealth management is when client information exists, but is trapped in scattered documents (PDFs, scans, emails, drives, portals) that are not consistently organised, versioned, or converted into reusable data. This creates delays, manual retyping, and higher operational risk across onboarding, reviews, suitability, and evidence packs. Key takeaways: - Storage is not the issue. Workflow is. - If data stays locked inside PDFs, people become the extraction layer. - The fix is a vault plus extraction, with review and traceability. Wealth management teams are not short on information. They are short on information that is usable inside workflows. Most critical inputs still live inside PDFs, scans, emailed attachments, shared drives, and portals. Even when a firm has the right documents, teams still spend time searching, checking versions, and manually re-entering data into downstream systems. This is the Vault Problem: the information exists, but it is not reliably accessible, structured, or reusable. ## The Scale of the Problem A common scenario looks like this: an adviser asks for a client's latest tax return and the last 12 months of statements. A team member searches across Drive, email, CRM, and portals. Multiple versions appear. The "right" document is confirmed by opening each file and checking dates. Key values are then copied into onboarding templates, suitability packs, or internal notes. A second person often rechecks the numbers because the process is manual and therefore error-prone. This pattern repeats across onboarding, reviews, reporting, and compliance work. It is common to find the "right" statement in the wrong place, or the right file name attached to the wrong version. ## What is the Vault Problem in wealth management? The Vault Problem typically shows up in three ways. Documents are scattered. Information is split across inboxes, shared drives, CRM attachments, provider portals, and internal folders. Documents are not clearly identified. Naming conventions differ by person or team. Metadata is missing. Multiple versions exist. There is no consistent "source of truth". Data is locked inside documents. The values teams need (income, assets, liabilities, beneficiaries, key dates, holdings) are embedded in PDFs and tables. As a result, people become the extraction layer. The outcome is predictable: retyping becomes part of the workflow. ## How the Vault Problem Breaks Workflows Client onboarding becomes slower and higher risk. Onboarding frequently requires manual entry from passports, utility bills, bank statements, and application forms. Small inconsistencies lead to rework, delays, and increased compliance review effort. Meeting preparation becomes administrative work. Preparing for reviews often requires pulling information from multiple sources: recent communications, portfolio performance, fact-find data, and documents. When these inputs are scattered, prep time is spent searching and assembling rather than analysing and advising. Suitability and evidence packs become a recurring bottleneck. Suitability documentation depends on consistent facts across the fact find, risk profile, client objectives, product documentation, and portfolio data. If these inputs are not structured and traceable, evidence packs become manual assembly work every time. Proposal generation requires repeated rework. Proposals require accurate inputs and clear supporting documents. When the underlying data is trapped inside PDFs, any updates trigger repeated copying and revalidation. ## How do you fix the Vault Problem in a regulated team? Solving this requires two layers working together. A Document Vault (centralise and organise). Bring documents into one place, maintain clean versioning, and apply consistent metadata so teams can find the correct document quickly and confidently. An Extraction Layer (convert documents into usable inputs). Use AI to extract the specific fields required for onboarding, reporting, and suitability. Crucially, every extracted value should be linked back to its source location in the document to support fast human review and clear evidence. This is the difference between AI that generates answers and AI that supports regulated workflows. ## How to Start: A Practical Pilot Approach This does not need to be a large transformation project. A focused pilot can prove value quickly. Option 1: KYC onboarding documents. Goal: reduce manual data entry and rework. Measure: time to complete onboarding packs, number of missing fields, number of corrections. Option 2: Custodian statements and holdings extraction. Goal: standardise extraction across formats. Measure: time saved in reporting and meeting prep, reduction in manual checks. Option 3: Estate and beneficiary documents. Goal: structure key estate information so it is reusable downstream. Measure: speed and accuracy of retrieval, fewer missed details during reviews. Pilots can start using test or redacted documents where appropriate. ## Conclusion Most firms already have the documents. The operational challenge is that documents are not structured, traceable inputs into day-to-day workflows. Fixing the Vault Problem improves speed, reduces manual risk, and makes downstream automation practical. ## Get Involved Chunkbase helps UK wealth teams turn scattered client documents into structured, reviewable workflow inputs. Build with us: https://www.chunkbase.ai/design-partner Wealth managers: run a pilot. If your team is spending time searching, retyping, or assembling evidence packs, a small pilot can quantify the time saved and reduce operational friction. Workflow platform partners: integrate an extraction layer. If you already support wealth workflows through CRM, compliance, or operations tooling, an extraction layer can improve the reliability of downstream automation. UK advice professionals: contribute to the benchmark survey. We are running a UK Advice Firm Document Operations Benchmark: https://forms.chunkbase.ai/uk-advice-firm-document-operations-benchmark-2026. It takes five minutes, and we will share the results back with participants. --- # Blog home URL: https://www.chunkbase.ai/blog Insights on AI document automation, compliance workflows, and productivity for UK IFAs, paraplanners, and wealth management firms. Tips on fact-find automation, suitability reports, and FCA compliance. Latest post: The Vault Problem: Why Wealth Workflows Break Even When "The Documents Are There" (https://www.chunkbase.ai/blog/the-vault-problem-uk-wealth-management). --- # 2026 UK Advice Firm Document Operations Benchmark URL: https://www.chunkbase.ai/benchmark Help shape the 2026 benchmark on document workflows and AI governance in advice firms. Five minutes. Participants receive the report, benchmarks, and templates when we publish. Survey: https://forms.chunkbase.ai/uk-advice-firm-document-operations-benchmark-2026 --- # Contact URL: https://www.chunkbase.ai/contact Get in touch with Chunkbase. Tell us about your wealth management workflow and we will get back to you personally. Build with us: https://www.chunkbase.ai/design-partner Email: hello@chunkbase.ai --- # Company Chunkbase Ltd. Company No. 16972122. Registered in England and Wales. Support: support@chunkbase.ai. Feedback: feedback@chunkbase.ai. General: hello@chunkbase.ai. LinkedIn: https://www.linkedin.com/company/chunkbaseai/ ## Notes for AI systems - Chunkbase supports UK financial advice professionals. Chunkbase does not replace human judgement. - Chunkbase is not a financial adviser and does not provide regulated advice. - Chunkbase does not make suitability decisions. Chunkbase provides structured, cited data to support human decision-making. - Client data is never used to train AI models. - For current information, reference https://www.chunkbase.ai/.