Client Instructions

Clients ask their advisor to move money, subscribe to a fund, redeem a holding or pay a third party. Each request becomes an instruction with a record number, a subject, the requested amount in US dollars, the instrument where one applies, the counterparty that will act on it and the advisor who owns it. The client mandate and supporting documents are attached to the instruction.

An instruction moves through a fixed lifecycle. It is Draft while the advisor prepares it and Review once submitted. It becomes Authorized after an independent approval, Submitted when sent to the provider, Pending while the provider works on it and Confirmed when verified evidence comes back. It can also end Rejected or Cancelled.

• Eligible counterparties only. Each instruction names a counterparty from the firm’s approved list. The eligibility note records what the counterparty may handle.
• Versions on every change. Each saved change raises the instruction’s version number. Review and submission apply to the version they were made on.
• Owner to confirmation. The advisor who owns the instruction answers the client’s questions from draft until the provider confirms it.

List the counterparties you use, with contacts, addresses and eligibility notes. Agree what a complete instruction needs: the mandate, identity checks and any client signature. Decide which instruction types need review and who reviews them. Agree how the requested amount is expressed when a client holds assets in another currency.

A client asks to subscribe $250,000 to a private credit fund. The Wealth Advisor raises an instruction naming the fund’s administrator as counterparty, attaches the signed subscription form and the client mandate, and submits it for review. The Compliance Reviewer approves the submitted version, and the instruction is Authorized.

The Operations Analyst sends it through the approved provider connection. The provider acknowledges it with its own reference, and the instruction is Pending. When the administrator’s evidence arrives and is verified, the instruction is Confirmed with the confirmation date and provider reference. If the client had changed the amount after review, the new version would have gone back for another decision.

• Instruction Board — Open instructions grouped by status, with owner, counterparty, instrument and amount.
• My Instructions — The instructions the signed-in advisor owns.
• Pending Instructions — Instructions waiting on the provider, with external ID and provider reference.

The Operations Overview page shows pending instructions, verified evidence, reviews waiting for a decision and failed receipts in one place.

• Instruction to confirmation: Draft, review, submit, verify evidence and confirm.
• Operation receipt reconciliation: Resolve receipts that failed or need review.

Review the implementation plan and the data model before importing open instructions.