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Digital process orchestration

Transforming complex regulated procedures into seamless digital operations

Excapsula is the digital operations layer for regulated firms. It turns manual procedures into live, audit-ready workflows that connect teams, protect data and synchronise with your client management ecosystem.

Explore the solution library See how it works
70 - 80% faster processing and onboarding cycles
10 - 30% productivity gains from less chasing and re-keying
Up to 90% fewer errors across key operational processes

Manual process to controlled digital execution

Business benefits built into every workflow

Excapsula combines user-friendly forms, rules-based workflow, evidence capture, integration and reporting into one controlled operational layer.

Interface

White label user-friendly forms

Staff-pleasing, intuitive forms that guide users through the right questions at the right time.

Integrate

External data into forms

Required data can be populated from connected systems, reducing separate lookups.

Data

Reduce errors with API push

Structured data can be returned to core systems, eliminating duplicate entry and drift.

Attach or create

Effortless documents

Attach evidence, auto-create Word and PDF outputs, and file records into the DMS.

Route

Smart process routing

Automated routing based on decisions, risk indicators, role, jurisdiction and outcome.

Audit

Automated audit trails

Comprehensive evidence creation for regulatory confidence, review and internal control.

Report

Rich MI and dashboards

Actionable monitoring, ageing, throughput, exceptions and reporting at your fingertips.

Built to fit your business, not reshape it

Excapsula becomes the procedure

Regulated firms need to evidence decisions, apply policy consistently and reduce operational risk. Yet critical processes often still depend on procedure documents, checklists, email chains, spreadsheets, manual hand-offs and disconnected systems.

Excapsula turns business-critical procedures into live digital processes that guide users through each step, route activity to the right people, capture data and supporting documents, connect with core systems, and create a complete audit trail.

"Most regulated firms have procedures written down. Excapsula makes those procedures operational." From static documentation to demonstrable, real-time compliance and controlled execution.
70 - 80% Faster cycles Processing, onboarding and refresh workflows progress with fewer manual pauses.
10 - 30% Productivity gain Less manual effort, less chasing and less duplicated administration.
up to 90% Fewer errors Structured data capture and integrated updates reduce omissions and re-keying.

Before Excapsula

  • Policy documents and decision trees sit separately from day-to-day execution.
  • Teams chase approvals by email and track progress in spreadsheets.
  • Evidence is gathered retrospectively and often dispersed across systems.
  • Management has limited real-time visibility over queues and exceptions.

With Excapsula

  • The policy, controls, routing and evidencing are embedded into the workflow.
  • Users follow guided steps with mandatory confirmations and contextual questions.
  • Documents, comments, approvals and process history are retained automatically.
  • Dashboards expose progress, ageing, bottlenecks and operational MI.

Your data. Your systems. Your control.

Client data security and control, without disconnected systems

Excapsula sits at the centre of your operating environment, securely orchestrating two-way data flow between core platforms and selected third-party services.

Core systems remain the source of truthClient data, documents and records stay governed within the regulated business environment.
Client management environmentConnect with client records, practice management, accounting, funds administration, Microsoft 365 and DMS platforms.
EXCAPSULA Digital Operations Layer
Client
e-IDV
AEOI
Classifications
Risk
Assessments
Payments
Management
Client
Accounts
Self-Certs
& CDD
Excapsula orchestrates the flowIt connects systems, triggers actions and moves only the required data to the right destination.
Best-of-breed tools, without loss of controlExternal services can be used without users re-keying data or managing fragmented records across platforms.

A continually evolving library

Ready-made regulated automation solutions

Start with one high-impact workflow and expand into a broader library of connected solutions as value is proven.

Integrated e-IDV & Screening

From system trigger to verified identity, orchestrating client engagement, verification, review, approval and system update.

KYC refreshCDDPEP & sanctionsAuto-sync

AEOI FATCA / CRS Classifications

Guided decision logic, FI income calculations, review routing, central escalation and final audit pack retention.

Decision treeCRSFATCAEvidence pack

Client Self-Certification

Structured campaign initiation, secure client links, digital forms, validation, exception handling, reminders and updates.

Bulk initiationRed / amber / greenW-9 logicChasers

Client & Entity Risk Assessments

Guided risk scoring, country and connection capture, mitigation recording, governed review routing and core updates.

Risk scoringMitigationMLCO routeMI

Client Accounts Management

From drafting to billing, with accounts upload, contextual checklists, review approvals, minutes and final evidence capture.

DraftingReviewSigningBilling

Payments Management

Controlled, fraud-sensitive payment execution from request capture through mandatory checks, approvals, banking and filing.

AML checksCall-backSignatory approvalResolution

Product examples

From trigger to evidence pack "fully guided, fully governed"

Each workflow follows the same underlying model: initiate, guide, validate, review, update and retain.

End-to-end digital identity verification, fully orchestrated

Excapsula transforms e-IDV and screening from a fragmented manual process into a guided, connected and auditable journey.

  • Trigger-led initiation from onboarding, periodic review, payment or other internal event.
  • Client data is pre-filled from core systems and users are notified via dashboards or email.
  • Clients complete verification through a secure guided mobile journey.
  • Results route for review, escalation or approval based on risk and policy.
  • Verified data and documents are written back to core systems with full audit trail.
Integrated e-IDV flowSystem trigger to verified identity
Fully evidenced
1
Trigger eventKYC refresh, onboarding, payment or periodic review.
Start
2
Auto-notification and pre-fillClient associate is notified and core data is retrieved.
Data
3
Client verificationID, liveness, address, screening and optional extended checks.
Client
4
CDD reviewResults are routed for review, approval or escalation.
Control
5
Auto-sync and retainVerified records and documents update systems and DMS.
Complete

Guided and fully evidenced AEOI classification workflow

Turns fragmented CRS and FATCA classification procedures into one structured, auditable digital process.

  • Guides users through CRS and FATCA decision logic for standard classifications.
  • Includes FI income calculation using average or any of the last three years.
  • Adapts by entity type with trust and company-specific handling.
  • Supports review, return and central AEOI escalation where specialist judgement is needed.
  • Retains the final PDF audit pack with attachments, history and optional system write-back.
AEOI classification flowFrom trigger to classification
Guided logic
1
InitiateSelect entity, reason and system context.
Start
2
ClassifyGuided CRS / FATCA logic and FI calculation.
Logic
3
ReviewRoute for manager review or central AEOI referral.
Control
4
ConfirmUser confirms outcome and policy alignment.
Decision
5
Update and retainCore settings updated; audit pack and attachments saved.
Evidence

Guided and fully evidenced client self-certification workflow

Transforms bulk self-cert chasers and client responses into a structured digital process.

  • Business initiates requests from a table or bulk upload with mandatory checks.
  • Correct self-cert or CDD templates are selected and sent through secure client links.
  • Clients complete digital self-cert forms with optional identity and address verification.
  • Submitted data is compared against internal records using red, amber and green indicators.
  • Approved changes update core data, save evidence and feed dashboards.
Self-certification flowCampaign control and smart validation
Exception handling
1
Bulk initiationValidate mandatory fields and create request population.
Campaign
2
Client outreachPortal profiles and secure links are created.
Client
3
CompletionClient submits self-cert, CDD, TIN or W-9 details.
Form
4
ValidateSubmitted data is compared with approved internal records.
R/A/G
5
Review and updateAEOI Admin approves, rejects or stops automation.
Govern

Guided and fully evidenced client and entity risk assessments

Transforms manual risk procedures into a single structured, auditable process with scoring, mitigation and review routing.

  • Starts from dashboard, email task or connected system trigger.
  • Pre-fills client or entity details and adapts the journey to the assessment type.
  • Captures connections, country risk and supporting evidence in a structured register.
  • Applies high-risk logic plus configurable scoring or yes/no assessment methods.
  • Records mitigation and routes to Manager, Compliance and MLCO where required.
Risk assessment flowScoring, mitigation and governed review
Controlled assessment
1
InitiateSelect entity, trigger and system context.
Start
2
AssessCapture connections, country risk, score and evidence.
Risk
3
ReviewRoute to Manager, Compliance or MLCO when required.
Review
4
ConfirmRecord mitigation and final rationale.
Decision
5
Update and retainCore settings updated and final audit pack filed.
Evidence

Guided and fully evidenced accounts management workflow

Transforms manual client accounts production into a structured workflow from drafting through signing and billing.

  • Initiated by user or automatically from the prior year with CRM lookups.
  • Accounts can be uploaded or linked from the DMS with context-specific checklists.
  • Routing adapts for review and approvals by managers and directors.
  • Supports tracker updates, minute or resolution creation and approval.
  • Saves final PDF audit pack and starts the subsequent year where required.
Accounts management flowFrom drafting to billing
Operational tracker
1
InitiateSelect client period and users involved.
Start
2
DraftAttach draft accounts and complete drafting review.
Draft
3
Admin reviewComplete context-relevant administration checklists.
Check
4
FinalisationAttach final accounts, minutes or resolutions.
Approve
5
Billing and retainRaise invoice, update status and file final record.
Close

Controlled payments management for regulated firms

Transforms complex, fraud-sensitive and time-critical manual payment procedures into controlled, auditable digital execution.

  • Captures request, client details, recipient, amount, currency and supporting documents.
  • Guides users through request method, sanctions, KYC/CDD, activity, evidence and call-back checks.
  • Routes automatically to manager review, compliance review or rejection where required.
  • Supports banking set-up, authorised signatory approvals and removal if rejected.
  • Creates resolutions where required and stores final PDF audit pack and attachments.
Payments process flowClient instruction to final filing
Fraud control
1
InitiateCapture request, client and supporting details.
Start
2
ValidateComplete sanctions, KYC, call-back and payment checks.
Checks
3
ReviewManager or Compliance reviews where rules require.
Control
4
Approve and resolveSignatory approvals, banking set-up and resolutions.
Approve
5
RetainFinal PDF audit pack and attachments saved to DMS.
Evidence

One platform. Multiple processes. Connected control.

When workflows connect, operational control compounds

A trigger in one process can initiate the next, enabling seamless end-to-end operations across the business.

Trigger event

Payment request captured

A payment request is initiated with client, recipient, amount and supporting evidence in one controlled form.

Embedded control

KYC / e-IDV refresh

If CDD is out of date or the payment creates risk triggers, e-IDV and screening can be initiated automatically.

Risk decision

Risk assessment update

The client or entity risk assessment can be refreshed, with mitigation and escalation routed to the right people.

Data quality

Self-cert or AEOI impact

New or conflicting client data can trigger self-certification, AEOI review or exception handling.

Evidence pack

Systems updated and retained

Approved data, documents, decisions, approvals and audit packs are saved to core systems and DMS.

Continual automated update and two-way synchronisation with integrated systems Reduce re-keying, preserve data integrity, improve visibility and create a more scalable control framework across regulated operations.

Simple to start. Structured to scale.

Achieve benefits through standalone solutions, and expand into a connected ecosystem with increasing discounts.

Excapsula is designed for phased rollout. Year 1 pricing includes the discovery, configuration, integration and implementation work required for the agreed scope, so the first solution establishes a reusable digital operations foundation. As additional solutions are purchased, the applicable multi-solution discounts make it more cost-effective to scale while increasing the compounded benefit of interconnected workflows.

Discuss rollout options
Solution 1 Start with one high-impact workflow Common starting points include onboarding, e-IDV, FATCA/CRS or Payments.
Solution 2 25% discount Extend controls across the next priority operational process.
Solution 3 30% discount Reuse process patterns, data connections, dashboards and control logic.
Solution 4 35% discount Build a broader digital operations ecosystem across teams.
Solution 5 40% discount Move towards a connected library of regulated automation solutions.

Business impact

Controlled digital execution that reflects your existing approach

Excapsula gives regulated firms a practical route to modernise critical operations without forcing teams to work around a disconnected point solution.

Operational consistency

Reduce reliance on manual interpretation by embedding policies, approvals, checks and routing into the process itself.

Connected data, fewer errors

Reduce re-keying and data drift by synchronising key information across client management systems and third-party apps.

Audit-ready by design

Capture decisions, approvals, comments, documents and process history automatically.

Scalable adoption

Start with one workflow and expand into a broader suite of process solutions as business confidence grows.

Continual support

Access technical support for troubleshooting, issue resolution and workflow queries from an award-winning professional services team.

Ready to operationalise your procedures?

Turn your next regulated process into a controlled digital workflow

Whether you start with e-IDV, Payments, AEOI, Risk Assessments, Client Accounts or Self-Certifications, Excapsula gives your team a structured foundation for guided execution, governed data and audit-ready evidence.

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