[Advisor] Submitting Deliverable Evidence
In this Article:
Deliverables
AdvicePay helps you and your Enterprise firm remain compliant, giving you all the compliance tools necessary in one place -- including submitting deliverable evidence!
Our easy-to-use Deliverables submission feature helps firms avoid the risk of regulatory fines and provides validation to regulators that the plan was delivered to your client for the fees that were charged.
How to Submit Deliverables
Tip: Advisor Admins may, or may not be able to submit Deliverables depending on the firm.
If your Admin cannot submit them, they can prepare a submission, but the advisor would need to submit them on their own via their AdvicePay portal.
If your Enterprise Home Office creates and assigns a Deliverable to you, you'll find it under Deliverables in your left-hand sidebar! You can submit evidence for Deliverables with the status of Open, Past Due, or Approval Rejected.
1. To submit your Deliverable for a client, we have a few options available below:
a. You can click the drop-down menu on each individual Deliverable and select Submit deliverable. (Admin's might see Prepare Submission)
This is a great option if you need to only submit one Deliverable.
b. If you need to submit several Deliverables, you can use the Deliverable table view to select more than one Deliverable and choose Bulk Submit Selected under the Actions dropdown. You can also choose to Bulk Submit All to select all Open, Past Due, or Approval Rejected Deliverables available (without needing to individually choose them). When more than one Deliverable is selected at a time, they will display on one page in individual cards, so keep scrolling to see them all! 💥
Please note that the Client ID displayed in the upper right-hand corner is an AdvicePay-generated Client ID for your firm. This is different from the Client ID found in each client's profile.
2. You can also enter a Deliverable Description if you'd like, but this is optional.
3. Depending on the deliverable requirements (there can be more than one), you will either select a Reviewer from the drop-down menu or the Account Owner will be auto-assigned:
When a Reviewer is selected, depending on the Home Office, they may be required to add an attestation Ihat they did review the Deliverables.
Important: Your firm may require that a Reviewer approve your Deliverables. Depending on the setting that the Firm has in place, you may (or may not) see the ability to choose your own Reviewer when submitting your Deliverable. If the option to choose is available to you, you will also be able to enable a default reviewer in your account settings (see instructions here)! 😃
Since the option for Advisors to select their own feature is managed by the Firm's Home Office, it might not be available on your particular account. If your firm does require approvals for Deliverables, but they do not allow you to choose your own Reviewer, then the approval requirement will default to your Home Office and the drop-down menu will be grayed out.
4. Depending on the deliverable requirements, you may be asked to provide a File ( .pdf, .docx, .png, or .jpeg), Notes, a URL, an Attestation, and/or eSign Document. Please note you can add up to five (5) files/images by continuing to use the drag-and-drop uploader!
If multiple options are available, you can select which type you wish to provide or just choose one.
(If an eSign Document is included, it may or may not be required.)
If uploading a document or image, please note that the file size per individual file is limited to 10 MB. A maximum of 5 files can be added for each Deliverable and each file name needs to be unique. If the name matches a previously uploaded file, it will result in a Duplicate Error appearing.
When an eSign Document is required as an evidence type, the pre-determined eSign document selected by your Enterprise Home Office will be created.
After you select "Send the Document" and the Reviewer (if required), click Finish. From here you will confirm the signer details:
Click Send Document to email the document out for signature.
5. If you have used our Deliverable table view to select Deliverables to be submitted by either Bulk Submit Selected or Bulk Submit, please complete Steps 2 through 4 for each Deliverable to ensure all information is entered for each Deliverable.
Note: At any time during the Deliverable completion process you'd like to save the information you've added, just click the drop-down menu in the upper right-hand corner and select Save Progress. This will save any and all information entered in each of your Deliverables (if more than one was selected) to be able to return to complete them at any time.
6. Once you are ready, click Finish in the upper right-hand corner to submit the Deliverable(s)
(If Admins are submitting but can't, it would show Prepare Submission)
Your deliverables (s) are now submitted! 🙌 If your Deliverable does not require a Reviewer (and once all parties have signed the eSign document -- if required), it will be marked as Completed.
If a Review is required, the Deliverable will show as Pending Review until the Reviewer either approves or rejects the Deliverable.
Note: Account Owners and their Firm Admins + Managing Advisors and their Admins can also submit Deliverable evidence on Advisors' behalf. Only the Reviewer selected + Account Owners and their Firm Admins can approve deliverables requiring a review process.
If your Deliverable is "Rejected" by your Home Office, you will have the opportunity to re-submit Deliverable evidence. Next to the "Rejected" Deliverable, click the drop-down menu and select Submit Deliverable. Then, follow Steps 2-6 above! 👌
Searching, Filtering, and Exporting Deliverables
On the Deliverables page you can view all deliverables that have been created for you. You will see the Status (Open, Past Due, Pending Review, Pending Signatures, or Complete), Due Date, Client, and Deliverable Type.
You can use the Search box to search your created Deliverables by any of the information displayed (e.g. status, client name, etc.) -- or you can use the Filters button for more advanced sorting!
Filter options include:
- Status
- Open (Any deliverable that has not been saved or submitted with a due date in the future)
- In Progress (Any deliverable where progress has been saved by a user)
- Pending Submission (Any deliverable an advisor admin has prepared submission for. Advisor can see a list of deliverables they can review/edit and submit)
- Pending Review (Any deliverable that has been submitted for reviewer approval)
- Pending Signatures (Signatures are still needed for eSign Document)
- Approval Rejected (Any deliverable that has been rejected by a reviewer)
- Complete (Any deliverable that has been submitted and approved by the reviewer)
- Due Date (timeframe)
- Submit Date (timeframe)
- Client
To export a Deliverable report to an Excel file, select Actions > Export to .XLSX:
Items on the report include:
- Status (upcoming, open, pending_signatures, past_due, complete)
- Client Name
- Advisor Name
- Deliverable Type
- Due Date (blank if status = upcoming)
- Submitted Date (blank if not submitted or status = upcoming)
- AdvicePay Engagement ID
- External Engagement ID (If applicable)
- Engagement Name
Frequently Asked Questions
How do I get notified about Open or Past Due deliverables?
Email notification settings for Deliverables are controlled by your Enterprise firm, so we recommend reaching out to your home office for verification of their settings and their preferred notification workflow.
If your Home Office does have Deliverable email notifications active for its advisors and you don't see anything in your inbox, then AdvicePay emails may be getting caught up in Spam/Promo folders! To make sure emails come through to your main inbox without a hitch, we recommend adding info@advicepay.com as a Contact in your email program/app. 🙂