Switching KYC systems is rarely about leaving paper behind. Client due diligence often already sits in the firm’s everyday tools, but the flow is slow and the history is hard to show.
Most firms already have Fortnox, Blikk, or something similar. What’s missing is a flow where client due diligence is quick, and where you can promptly show what applied, when, and who stood behind it.
If onboarding, finding evidence, or answering ahead of supervision takes too long, it is worth seriously considering switching KYC systems.
There is rarely a perfect date. Patterns show up, though, whether the files sit in Fortnox, Blikk, custom templates, or spreadsheets:
You may still meet the requirements. The question is how much time it costs every time someone actually asks to see them.
Leave the vendor aside: ask questions concrete enough that the answer can be checked.
If a vendor can’t show history, and how long the work takes, look elsewhere.
Hesitation is fair. What we hear most often:
The worry makes sense. You solve it by planning the transition, not by postponing the switch while day-to-day friction grows.
With us, import is part of the switch. You bring client due diligence, general risk assessments, and AML manuals. You don’t rebuild everything from scratch, and you don’t spend time or money moving the history yourselves.
Material is transferred so retention periods hold. What you are required to keep under the Swedish Anti-Money Laundering Act (often at least five years after a business relationship ends) should still be there and findable, without gaps between the old and new system.
Meanwhile the new system can run side by side with the old one until you are confident everything is in place.
KYC files, risk assessments, manuals, and other documentation you need to keep.
Keep taking on clients as usual until the flow in the new system is checked.
Not only that the files arrived, but that you can find and understand a few typical clients.
A short, concrete walkthrough of the flow you actually use. Then the old one can be closed.
Qapla is built for Swedish accounting firms that need to show client due diligence, not only have done it.
You get a guided flow for risk and client checks, history you can pull up when someone asks, and help bringing existing material into the system. The product aim is simple: finish what must be done, without unnecessary steps and without losing the evidence chain. You keep control of your data and can export it.
What usually decides it is less time searching, more time on the engagement itself, with the same obligations still in place.
If you want to start smaller first, there is also our anti-money laundering checklist, which covers what is typically asked for in supervision. And if you are still comparing options, we have a guide on how to choose a KYC system for your firm.
Not every KYC system solves the same problem. A tool built for bank onboarding does not help a firm that must show client due diligence, risk assessment, and routines to the County Administrative Board.
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Risk assessment, KYC, and audit trail, inspection-ready in one place.