Smart Fill

Overview

Smart Fill reduces manual data entry by extracting key information from uploaded documents and automatically populating the Fact Find. It supports AI-powered document classification, applicant matching, confidence scoring, Bulk Upload mode, and automatic Document Collection organisation, enabling brokers to spend more time with clients and less time on administration.

What Smart Fill Does

Smart Fill reduces manual data entry by automatically extracting information from uploaded documents and populating the Fact Find.

Key features include the following:

• Upload single documents or an entire document pack in one go
• Automatic document classification and applicant matching
• Auto-populates supported Fact Find fields with confidence scoring
• Automatically creates and expands new Fact Find sections as needed
• Organises files into the correct Document Collection categories
• Supports additional uploads without affecting previously processed documents
• Enterprise controls for supported document types and extraction settings

What's New: Smart Fill Bulk Upload

Smart Fill now supports Bulk Upload, making it even faster to populate a Fact Find from client documents.

Instead of selecting a document type for every upload, you can now upload an entire document pack in a single action. Smart Fill automatically classifies each document, identifies the relevant applicant, extracts key information, updates the Fact Find, and organises documents into the appropriate Document Collection.

Key Benefits

• Upload an entire document pack in one go
• Automatically detects document types—no manual selection required
• Identifies which applicant each document belongs to
• Populates supported fact-find sections automatically
• Files documents into the correct document collection categories
• Upload additional documents later without affecting previously processed files
• Remove uploaded documents directly from Smart Fill, with changes reflected in the Document Collection

Note: Bulk Upload is an enterprise-configurable feature. Administrators can enable or disable it from Enterprise Settings. When disabled, Smart Fill continues to use the existing individual document upload experience.

How Bulk Upload Works

1. Open the Smart Fill tab in the Fact Find.
2. Drag and drop an entire set of supporting documents, or select multiple files to upload.
3. Smart Fill automatically:
   • Detects the document type for each file
   • Uploads and extracts document data
   • Matches documents to the appropriate applicant
   • Populates supported Fact Find fields
   • Organises uploaded documents into the appropriate Document Collection
4. Review the extracted information and confirm any low-confidence fields.
5. Upload additional documents at any time—only the new files will be processed, while existing uploads and extracted data remain intact.

How to Use Smart Fill

1. Open the client’s Fact Find and navigate to the Smart Fill tab.
2. Choose the document type and upload one or more files.
3. Review the extracted fields shown in the preview, including confidence indicators.
4. Accept the suggested values to write them into the Fact Find. If flagged, correct or complete the field before accepting.
5. 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.

Enterprise and Form Configuration

Smart Fill supports both enterprise-level and form-level configuration.

• Enterprise Settings act as a master control for Smart Fill functionality.
• If a document type is disabled at the enterprise level, it will not be available in any form, even if enabled within an individual form.
• Smart Fill components can be added to forms through Admin > Forms by editing the form and adding the Smart Fill page or component.

This allows enterprises to centrally manage which document types are available to brokers and clients.

Supported Documents and Extracted Fields

The Smart Fill settings page displays the supported document types and the fields extracted from each document. These extracted fields reflect the information processed by the Smart Fill engine.

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

Medicare Card

• 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.

Supported employment types include the following:

• PAYG employment documents
• Self-employed income evidence

Supported documents include the following:

• Payslips
• Tax returns
• Notices of Assessment (NoA)
• Self-employed income documents

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

Support for additional self-employed document formats continues to expand over time.

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 or unclear data: fields are flagged and require broker input before completion.
• Confidence warnings: low-confidence extractions trigger a warning and require review.
• Multiple uploads: Upload multiple documents in a single action rather than one by one.
• Applicant detection: Smart Fill attempts to identify which applicant a document belongs to.
• 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 Classification and Applicant Matching

Smart Fill uses AI to automatically classify uploaded documents and extract relevant information.

Current capabilities include:

• Identifying document types (e.g., passport, driver's licence, payslip)
• Extracting key data fields
• Matching documents to the appropriate applicant, where possible
• Processing multiple uploaded documents in a single action

When multiple applicants exist within a fact-find, Smart Fill uses extracted information to determine document ownership.

Future enhancements may further automate document organisation into applicant-specific collections.

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

1. Upload documents to Smart Fill and wait for extraction to complete.
2. Review extracted fields and confidence indicators.
3. Inspect low-confidence flags; correct or confirm values.
4. Review new items created in Assets and Liabilities.
5. Confirm employment details, especially frequency and income types.
6. Accept the extracted values and lock in changes where applicable.

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 or enter it manually in the Address section.

Use the preview pane to verify small print such as card reference numbers and Medicare references.

Privacy, Security, and Compliance

• Only upload documents received with client consent and store them within the client’s record.
• Redact unrelated personal information if not required for 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.

Can I upload multiple documents at once?

Yes. Smart Fill supports bulk uploads, allowing multiple documents to be selected and uploaded in a single action. Smart Fill automatically classifies document types and attempts to identify the correct applicant for each document.

Can Smart Fill determine which applicant a document belongs to?

Yes. Smart Fill can identify document ownership using extracted information such as names and identity details. This helps brokers manage documents for multi-applicant scenarios more efficiently.

What happens if two uploads disagree on a value?

The most recently uploaded document overwrites previously extracted data for the same field.

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.