What are customers (clients, ..), matters, workflows (processes) and tasks?

At the heart of your BetterCo workspace are your clients/customers and your shared processes, organized in the digital matter file.

A customer can have many matters, a matter can have many processes (workflows), and a process can have many tasks.

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Your customer / client

Whether you are a lawyer, a tax advisor, a fund or simply a company: with BetterCo you can centrally manage and collaborate with your customers / clients / investors / dealers, whatever you call your customer group, on our platform. Your customers can be legal entities or natural persons.

Under “Clients” you will find your list of clients.

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Matters and processes

A customer can have any number of matters. You will find them under the first tab, “Matters”. A matter can have any number of processes. You can see the list of processes within a matter by "expanding" that matter. Here you see not only the list of processes, but also the progress bar, the status, comments and the date of the last update.

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⚠️ A matter cannot contain the same process twice with the status "open/registered". For example, you cannot start a KYC onboarding flow twice. The first KYC onboarding flow must be completed before you can start a second one. This way you can always provide information on request, stay GwG compliant and keep your data storage clean.

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A process consists of any number of tasks. You can display the list of open tasks either via the context menu or by opening the individual processes.
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List of tasks via the context menu

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List of tasks within the process

When you open an individual process, you will find a menu bar on the left. It shows the tasks within the process: company data, business address, country activities, legal representatives, …

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Our ready-made processes

If you want to add a new process to a matter, you can choose from a wide range of ready-made processes.

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Our process library currently includes the following processes:

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Matter creation

• General inquiry
• Traffic accident
• Employment law
• Document exchange
• Form a GmbH
• Form a UG
• Form a GmbH & Co. KG
• Form an AG
• Form an eGbR
• Change of managing directors
• Amending the articles of association
• Liquidating a company
• Real estate purchase agreement
• Divorce settlement agreement
• Marriage contract
• General and lasting power of attorney
• Lasting power of attorney and/or living will
• Tax advisor power of attorney for the tax office
• Will
• Joint will
• Signature certification
• Initial tax advice inquiry
• SEPA direct debit mandate

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KYC and onboarding

• Legal KYC onboarding (GwG compliant)
• Legal onboarding (without GwG)
• Tax KYC Onboarding
• Investor KYC onboarding
• Master data – for capturing master data
• UBO detection – to identify the beneficial owners

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Risk, conflict & documentation

• Risk assessment
• KYC questionnaire
• Risk compliance screening
• Conflict Check

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Identity verification & signature

• Identity verification – on site
• Identity verification – notarized copy
• Identity verification – certified copy
• Identity verification – third party
• VideoIdent Identify
• VideoIdent IDnow
• Original with handwritten certification
• Signed PDF / scan
• DocuSign

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Documents & templates

• Consents
• Powers of attorney
• Draft resolution

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Synchronization

• Legalsense – create client in LegalSense
• DATEV – create clients in DATEV

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Custom processes

Would you like to create your own processes or make adjustments? That's no problem either. Just contact our support team.

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