The KYC (Know Your Customer) process is a key element in the fight against money laundering (AML) and terrorist financing (CFT). It verifies the identity of customers and ensures that transactions are legitimate. However, in an increasingly digitalized world, it is becoming essential to adopt modern tools to simplify this process while complying with legal obligations.
The challenges of the KYC process:
The KYC process ensures secure transactions and verifies that customers are not involved in criminal activities. However, an ineffective KYC procedure can lead to customer abandonment, human error, and lack of regulatory compliance.
The main steps of the KYC process:
✔ Customer identification : Information collection basic (name, address, etc.) and verification of legal documents.
✔ Information verification : Validation of information based on official documents and verification of the legitimacy of the company.
✔ Risk assessment : Analysis of risks associated with the client, verification of sanctions or jurisdictions at risk.
✔ Ongoing monitoring : Monitoring of customer information and regularly updated to detect anomalies
How do you set up a frictionless KYC process?
- Organize the steps of your KYC procedure
Clearly list the different steps (identification, verification, risk assessment) and determine the specific tasks for each stage. This structure improves traceability and allows better management of documents and customer information. - Digitalize and automate document collection
Thanks to digital platforms, your customers can easily download their documents, reducing human errors and speeding up the process. Automating document processing and verification simplifies procedures, eliminates the risk of errors, and reduces delays, providing a faster and smoother experience. - Use real-time identity verification solutions
Tools like Onfido or IDnow, integrate real-time identity verification systems. These tools compare submitted documents with official databases, which ensures greater accuracy and allows suspicious behavior to be detected immediately. - Enhance data transparency and security
Ensure that the process meets privacy and security standards, including GDPR. Transparency builds trust and improves the customer experience.
Regulatory Compliance in KYC Processes
Implementing an effective KYC process requires strict adherence to European data protection regulations. Three key legal frameworks currently govern these practices:
-GDPR (General Data Protection Regulation): All personal data collected (identity, address, biometric data, etc.) must be processed with transparency, security, and purpose limitation in mind.
-Cloud Act (USA, 2018) vs. Data Sovereignty: Data hosted outside the EU—especially with providers subject to the U.S. Cloud Act—presents legal and compliance risks. Preference is therefore given to solutions that are operated and hosted entirely within the EU.
-eIDAS Regulation: This European regulation defines levels of assurance for electronic identification methods (low, substantial, high), especially in the context of electronic signatures used in digital KYC workflows.
Adhering to these frameworks ensures legal security for data exchanges, builds user trust, and helps organizations avoid heavy financial penalties in case of non-compliance.
The advantages of a digitalized KYC process:
✅ Time and efficiency savings
Automating verifications makes it possible to speed up customer onboarding while minimizing manual tasks.
✅ Reduction in human errors
Less manual entry means less chance of errors and data inconsistencies.
✅ Better compliance in real time
Digital tools ensure continuous compliance with anti-money laundering (AML) and anti-terrorist financing (CFT) regulations.
✅ Improved fraud detection
Thanks to advanced technologies, such as real-time identity verification, it is easier to identify suspicious behavior.
✅ Simplified customer experience
A fast, frictionless process improves the customer experience and reduces the risk of abandonment.
The all-in-one tool for a simple and smooth KYC
The digitalization of the KYC process not only makes it possible to comply with regulations but also to improve the customer experience by simplifying and automating each step. Solutions like Formulr.io offer an all-in-one platform for document collection, identity verification, task automation, and compliance management, all in real time.
Implementing KYC with Formulr
Use Case 1 – KYC Document Collection & Onboarding Across Sectors
Objective: Rapidly identify each customer or user and build a compliant digital file.
Formulr streamlines and digitises every stage of the KYC process for faster, more secure onboarding.
✔ Secure upload and collection of supporting documents
✔ AI-powered verification: checks for document validity, readability, and consistency
✔ Automated reminders and alerts for missing or invalid files
✔ Full traceability and GDPR compliance
Use Case 2 – Contracts and Electronic Signature
Objective: Formalise client engagement quickly after identity verification.
Formulr enables contract generation and digital signing with no friction.
✔ Automatically generated, customised agreements
✔ Pre-filled contracts with verified KYC data
✔ Legally binding e-signatures (eIDAS-compliant)
✔ Secure storage with audit trail
Use Case 3 – Online Payments & Transaction Traceability
Objective: Seamlessly integrate payment into the end of the KYC journey.
Formulr consolidates payment collection for fees or services directly within the KYC workflow.
✔ Secure online payment processing
✔ Direct link between payment, signed contract, and verified documentation
✔ Automatic invoice and receipt generation
✔ Real-time transaction tracking
