Effi Smart Fill: Document-Ingestion and Auto-Population for Fact Finds – effi

Overview

Smart Fill reduces manual data entry by extracting key information from uploaded documents and automatically populating the Fact Find. This enables brokers to spend more time in client conversations and less time on administration.

What Smart Fill Does

Extracts and maps document data to the right fact-find sections in real time, auto-expanding sections when new items are detected.

Centralised upload via the Smart Fill tab inside the Fact Find
Automated field mapping with confidence scoring
Live expansion of sections when new items are created (e.g., new addresses, employment entries, assets, liabilities)
Data versioning rules for conflicts and updates

How to Use Smart Fill

Open the client’s Fact Find and navigate to the Smart Fill tab.
Choose the document type and upload one or more files.
Review the extracted fields shown in the preview, including confidence indicators.
Accept the suggested values to write them into the Fact Find. If flagged, correct or complete the field before accepting.
Switch to other Fact Find tabs (Identity, Employment, Assets, Liabilities) to view auto-populated entries created by the upload.

Upload the clearest and most recent versions of documents to improve extraction accuracy and reduce manual follow-up.

Supported Documents and Extracted Fields

Identity Documents

When uploaded to Smart Fill, these values populate the Identity and Address sections and any related Know Your Client requirements.

Driver Licence
- Full name
- Date of birth
- Residential address
- Card and licence number
- Expiry date
Passport
- Full name
- Date of birth
- Passport number
- Issuing country
Medicard
- Medicare number (including reference number mapped to the correct field)
- Full name
- Card colour
- Expiry date

Income and Employment Documents

Uploads here populate the Employment tab and income details. For self-employed clients, Smart Fill supports a growing list of evidence types.

Payslips
Tax returns
Notices of Assessment (NoA)
Self-employed: evolving support for multiple income evidence formats

When multiple payslips from different pay periods match the same employer, Smart Fill updates the same employment record rather than creating duplicates.

Assets and Liabilities (Phase 2)

Assets

Rental Income Statement
Mortgage Statement
Superfund Statement
SMSF Statement
Investment Statement
Savings Statement

Liabilities

Credit Card Statement
Store Card Statement

Data Handling Rules

Conflict resolution: the most recently uploaded document overwrites previously extracted values for the same field.
Insufficient/unclear data: fields are flagged and require broker input before completion.
Confidence warnings: low-confidence extractions trigger a warning and require review.
Multiple uploads: You can upload more than one file per document type field to improve completeness.
Record creation: each upload creates new items in the Fact Find when new entities are detected (e.g., additional accounts and new liabilities). Exception: matching payslips across different periods updates the same employment item.
Document requirements: document uploads are optional except for proof of identity and proof of income, which are required.

Field Mapping Overview

Document	Extracted Fields	Mapped Fact Find Section
Driver Licence	Name, DOB, Address, Licence/Card No., Expiry	Identity > Personal Details; Identity > Address
Passport	Name, DOB, Passport No., Issuing Country	Identity > Personal Details
Medicare	Medicare No. + Reference, Name, Colour, Expiry	Identity > Government IDs
Payslip	Employer, Pay Period, Gross/Net, YTD, Tax, Super	Employment > Current Employment; Income Details
Tax Return / NoA	Taxable Income, Deductions, Assessable Amounts	Employment > Income Evidence; Self-Employed (if applicable)
Rental Income Statement	Property Address, Rent Received, Expenses	Assets > Investment Properties; Income > Rental
Mortgage Statement	Lender, Account No., Balance, Limit, Repayments, Rate	Liabilities > Home Loans; Assets > Property (link)
Super/SMSF Statement	Fund Name, Member No., Balance, Contributions	Assets > Superannuation; Self-Employed > SMSF
Investment/Savings Statement	Institution, Account No., Balance, Transactions	Assets > Investments; Assets > Savings
Credit/Store Card Statement	Issuer, Card No., Limit, Balance, Min Payment	Liabilities > Credit/Store Cards

Best Practices for High-Quality Imports

Use original PDFs where possible; avoid screenshots or photos.
Ensure the full page is visible and not cropped; include both sides where relevant (e.g., licence).
Check that names and addresses match across documents to minimise reconciliation work.
Upload the latest period statements for the clearest picture of balances and limits.
Group related uploads together (e.g., two most recent payslips) for faster verification.

Do not rely on Smart Fill to correct inconsistent legal names or outdated addresses. Always verify identity and critical financial values before submission to lenders.

Review and Reconciliation Workflow

Upload documents to Smart Fill and wait for extraction to complete.
Inspect low-confidence flags; correct or confirm values.
Review new items created in Assets and Liabilities; link properties to mortgages if prompted.
Confirm employment details, especially frequency (weekly/fortnightly/monthly) and income types (base, overtime, allowances).
Lock in accepted values to prevent unintended overwrites from later uploads.

Error Handling and Warnings

Low confidence: fields appear with a warning; manual confirmation is required.
Unreadable document: flagged for re-upload; try a clearer source file.
Partial extraction: populated where confident; remaining fields await broker input.
Overwrite alert: shown when a newer upload replaces existing values.

If a payslip doesn’t update the existing employment record, verify the employer name and ABN formatting match prior uploads.
For multi-page statements, ensure all pages are included to capture limits, rates, and closing balances.
If an address fails to map, upload a secondary proof (e.g., utility bill) or enter it manually in the Address section.
Use the preview pane zoom to verify small print (e.g., card reference numbers and Medicare reference position).

Privacy, Security, and Compliance

Only upload documents received with client consent and store them within the client’s record.
Redact unrelated PII if not required for the Fact Find fields.
Follow organisational retention policies for identity and income documentation.

FAQs

Can I upload multiple documents of the same type?

Yes. Multiple documents can be uploaded for each document type. Smart Fill creates new items when it detects new entities and updates existing ones when documents clearly match the same record (e.g., sequential payslips).

What happens if two uploads disagree on a value?

The most recently uploaded document overwrites previously extracted data for the same field. You will see an overwrite alert when this occurs.

Are ID and income documents mandatory?

Yes. Identity proof and income proof are required to complete the Fact Find. Other documents are optional but recommended for accuracy and speed.

How are low-confidence fields indicated?

Smart Fill displays a warning on fields with low confidence. These must be reviewed and either corrected or confirmed before finalising.

Does Smart Fill support new self-employed document types?

Yes. Support is actively expanded as new document formats are encountered. Upload the document, review the extraction, and provide feedback to your admin team if mapping is needed.

If you have questions or need a new document type supported, contact Effi Support at support@effi.com.au.