Engagement letters and FICA documents, collected and signed in one go
An engagement letter sets out the work, your fees and who is responsible for what. Kwalify sends one request, by email or WhatsApp, with the upload link for FICA documents and the signing link. It checks the documents against your rules and sends reminders until everything is in. The letter is signed on the signing page with a one-time code.
by Timo van Deventer, Senior AI Product Specialist
Example: a new client, by email
Mahlangu Solar
Engagement letter · example
ID document in and checked
Proof of address in and checked
Company registration document in
Engagement letter signed
Reminded once by email. Nobody on your team chased.
What an engagement letter usually covers
Most engagement letters cover the points below. This is general guidance, not legal advice and not a template: your professional body may require more, so check its rules, and have an attorney look at your own letter.
- Who the client is, and who in your firm is responsible for the work.
- The work you will do, and what is not included.
- Your fees, how they are worked out, and when they are due.
- What the client must give you, and by when.
- How long the engagement lasts, and how either side can end it.
- How you will communicate, and how you will keep the client's information.
How Kwalify gets the letter signed and the FICA documents in
Sends one request
Your client gets one message on the channel you choose, email, WhatsApp or SMS, with an upload link for the FICA documents you ask for and the signing link for the letter.
Checks the documents
Against your rules: the right kind of document, readable and complete, not expired, dated within the months you set, the name and SA ID number matching. Anything unclear goes to a person.
Chases what is missing
Reminders on the client's channel until each item is in, within quiet hours and fixed limits: at most 3 an hour and 6 a day.
Gets the letter signed
The client signs the letter on the signing page, which opens from the same request, and confirms with a one-time code, and you get a sealed PDF with a certificate and an audit trail of who signed and when.
The document checks run when you switch AI document checks on. Otherwise a person on your team checks every file in the Review queue. Kwalify never turns a client away by itself. ID and bank account checks against official records are coming.
Email first, WhatsApp when the client prefers it
Many clients of attorneys and accountants would rather deal by email, so each client gets the channel you choose for them. A partner, a co-director or the client's accountant can take part by email too, each asked only for their part.
Taking a deposit with the letter? See getting paid. More on electronic signatures.
Example: FICA documents for Mahlangu Solar
Reminders by email · example
Monday 09:00 Request sent with the upload and signing links
Wednesday 09:00 Reminder: proof of address still missing
Thursday 14:10 Proof of address in and checked
Everything in, and the engagement letter signed.
What it costs
Collecting and checking the FICA documents is on the Flows plan: R1 950 a month for 100 completed flows, then R15 each, with unlimited users. Signing the letter alone is on the Sign plan, R249 a month for 100 signed documents. Onboarding more than the letter? See client onboarding.
Questions people ask
Who issues an engagement letter?
What is the purpose of a letter of engagement?
Can my client sign the engagement letter by email?
What happens when a FICA document fails one of my rules?
More on Kwalify
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Details, documents and the engagement letter, collected and checked on WhatsApp.
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Read moreHow it works
An application end to end: asks, decides, chases, then signed and paid.
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