For mutual fund advisors · investor paperwork
Investor paperwork that files itself
from a chat
A mutual fund advisory had hundreds of investors and every one of them came with identity documents, account papers and a statement every quarter. All of it was filed by hand and found by memory. We gave the paperwork a place to go on its own.
Deployed for a client · Automation · AI · Filing bot · Document census · Names and numbers kept private
For a mutual fund advisory, Digital Pratik built a Telegram filing bot and the folder system behind it. Every investor gets one folder with five drawers: identity documents, account papers, transactions, statements and correspondence. A team member sends a photo or a PDF to the bot, it reads the investor's name, the kind of document and the period, asks only what it cannot read, and files it in the right drawer under the right name. A document census on the command center turns the total into a breakdown by type, with a list you can download. The advisor stopped filing and started finding.
Every investor arrived with a pile of paper
An advisory does not sell paperwork, but it runs on it. Onboarding one investor means identity documents, account forms and mandates. Keeping one means a statement every period, forever. Multiply that by a few hundred investors and the filing is a job in itself, and it was being done by hand, between calls, in whatever folder was open.
The real cost showed up later. A statement from two years ago took an afternoon to find, because the person who filed it was the only index. Nobody could say how many documents were actually on file, or which investors were missing one. The advisor was not short of investors. They were short of a system that remembered for them.
The advisor stopped filing and started finding
Filing became a message
The slowest chore in the office is now a photo sent to a chat. The bot reads it, names it and puts it away.
Every document has an address
Identity, account, transaction, statement, correspondence. Two years from now the statement is one tap away, not one afternoon.
The total means something
The census shows what is on file by type and by investor, so a missing document is visible before it is needed.
A drawer for everything, and a bot that knows which one
- One folder per investor, five drawers. Identity documents, account papers, transactions, statements and correspondence. The tree was designed around how the advisor thinks about an investor, not around how a file system thinks about files.
- A Telegram filing bot. Send an ID or a statement into the chat. The bot reads the investor's name, the document kind and the statement period, shows you exactly what it read, and files it under a name the whole system can count. It only asks when it cannot read something.
- A one-tap document census. Tap the document total on the command center and it opens into a breakdown by type: how many of each kind, for whom, with a downloadable list. The question "what do we actually have on file" now takes one tap.
- The backlog, imported in one run. Years of existing paperwork were loaded by a script that created every investor folder and named every file the same way the bot does, so old and new documents sit in one consistent archive.
The system, in your hands
The same mockup we use on the projects page. Step through the command center, then tap what the team taps in the bot. Names inside are invented.
Questions founders ask about this build
A team member sends a document into a Telegram chat, as a photo or a PDF. The bot reads who it belongs to, what kind of document it is and, for a statement, which period it covers. It shows what it read, asks only for anything it could not read, and files the document in the right investor's folder under a consistent name. Nothing is filed without a human seeing the read first.
Because that is how an advisor thinks about an investor: who they are, what account they hold, what moved, what the statements say and what was said to them. Identity, account, transactions, statements and correspondence. Few meaningful drawers beat many thin ones. A folder nobody files into is noise.
It is the answer to "what do we actually have on file". Tap the document total on the command center and it opens into a breakdown by type and by investor, with a downloadable list. Because the bot names every file the same way, the census can count them. A file named by hand counts as Other, which is why naming is part of the system.
It was imported in one run. A script read the advisor's own intake sheet, created a folder for every investor, downloaded every file and uploaded it under the same naming the bot uses. So the archive is one consistent set, not an old pile and a new system side by side.
Yes, and it has. The same bot pattern has been built for a business setup firm and for a corporate services firm, each with its own folder tree. The part that changes per business is the tree and the document types. The part that stays the same is that paperwork files itself from a chat.
Your paperwork, filed without you
If your business runs on documents that arrive all day and get filed by whoever is free, this is the build that takes that job off your team. Bring one real week of paperwork to a call and I will show you where every file would land.