Missing Document Detection

Every entity should have a complete set of governance documents — a constitution or trust deed, certificates of registration, officer consent forms, share certificates, and various statutory records. In practice, document collections are often incomplete. Files are lost in email archives, consent forms are 'somewhere in the shared drive', and certificates were 'definitely received but nobody knows where they are'. EntityFlo's Missing Document Detection continuously scans your entity records against the expected document checklist and flags any gaps. Instead of discovering missing documents during a transaction or audit — when the pressure is highest — you know about them proactively and can address them on your own timeline.

EntityFlo maintains a document checklist for each entity type: • Companies: certificate of registration, constitution, officer consents, share certificates, ASIC extracts, solvency declarations, annual financial reports • Trusts: trust deed, deed of variation, trustee consent, beneficiary schedules, trust vesting documentation • Partnerships: partnership agreement, partner details, ABN registration The checklist adapts based on the entity's type, jurisdiction, and lifecycle stage. A newly incorporated company has different document requirements than a company that's been operating for 10 years.

Not all missing documents carry the same risk. A missing certificate of registration is a lower priority than a missing director consent form (which is a legal requirement). EntityFlo prioritises missing document issues by severity: • Critical: legally required documents that must exist (consents, constitutions) • Warning: documents that should exist for good governance (insurance certificates, signed resolutions) • Low: documents that are best practice but not legally required (meeting agendas, internal policies) This prioritisation helps you focus on the most important gaps first, rather than being overwhelmed by a long list of missing items.

When a missing document is identified, you can create an action directly from the compliance issue. EntityFlo will set up the appropriate workflow — for example, generating a consent form and sending it for signature, or creating a task to locate and upload a certificate. Once the document is uploaded and linked to the entity, the compliance issue is automatically resolved and the entity's compliance score is updated. This closed-loop workflow ensures that identified gaps are tracked to resolution, not just flagged and forgotten.