Lodgements and KYC in one workflow: your webinar questions, answered

Darren Hosiosky

22 June 2026

For most firms, 1 July is not the problem. The problem is that AML compliance is landing on top of a lodgement process that is already slow.

A single document still takes around 25 minutes to prepare. Open the PDF, find the right Word template, copy across the entity details and amounts, stitch it together, upload it to a signing tool, then chase the client for weeks. Now add a separate KYC tool on top of that. More steps, more tools, more time.

In our recent webinar, Admiin founder Darren Hosiosky walked through a different approach: one drag-and-drop workflow that takes a lodgement from intake to signed, paid, and verified, with KYC built in as a single click. The same work that took 25 minutes drops to about 4. One firm, Logica, cut their prep time by 84% and was compliant before the deadline.

We had more questions than we could fully cover on the day, so we have answered them all below.

Getting your documents into Admiin

Do I have to upload everything manually? No. You can drag and drop a document, push it across from XPM, or forward it into Admiin from your own unique platform email address. You can forward up to 100 documents at once, and the system ingests them ready to process.

Will it pull client information from Xero or XPM? Yes. The XPM integration is two-way. Update a client's email in Admiin and it updates in XPM, and the other way around.

Which integrations are live right now? XPM and Xero are active today. More are on the roadmap, including FYI, with several partners rolling out over the next two to three months.

Does it sync with Asana, or connect through Zapier or similar? Not at this stage. The active integrations are XPM and Xero, with more coming over the next few months, so there is no Asana or Zapier connection today. If the goal is getting documents in, the flexible path is email forwarding. Every user gets a unique Admiin inbox, so you can forward documents straight into the platform. The team can share what is planned next if a particular tool matters to you.

The lodgement workflow and signing

Is there a review and approval step? Yes. Flag a document for review and it goes to the manager who looks after that client. They can edit it, approve it, or reject it back to the team member who created it.

Is there a downloadable audit trail? Yes. You get a full record of who viewed and signed each document, plus a digital certificate of completion. You can download these one by one or in bulk, which is useful for keeping KYC records.

Can I redact the PRN for individual income tax clients? Yes, there is an option to redact it. Keep in mind the PRN is how the client pays, so if you redact it they can still reach it securely through an encrypted link.

Can I use Admiin for engagement letters and onboarding? Yes. Send your engagement letter for e-signature from a template, attach a payment if there is a retainer, and run KYC in the same flow. If it needs a signature, you can do it in Admiin.

Payments and fees

Does the platform cost the firm anything? No. The core platform is free. Admiin earns when a client chooses to pay their liability by card. Clients can always pay by bank transfer at no cost, so nobody is forced down a payment path.

What is the client card processing fee? A fixed fee of 1.7% for all card types, including Amex. Because it is fixed regardless of card type, it sits outside the variable card surcharge rules.

Do the new surcharge rules apply to this? No. Those rules target variable surcharges that change with the card type. Admiin charges one fixed processing fee, so it does not fall under them. This was confirmed with legal advice.

Can the firm get paid for its own fees through Admiin? Yes. Once your firm is verified, you can receive client payments into a digital wallet and connect your own invoicing. You can on-charge clients or absorb the fees. It is completely optional.

Do we need to declare this in our engagement letters, since the firm benefits from a platform the client pays through? It helps to be clear on the model first. The platform is free to your firm, and the card processing fee on a client payment goes to Admiin, not to you. So your firm does not earn anything from a client paying their ATO liability through Admiin. The only time money flows to your firm is if you choose to use the invoicing feature to collect your own fees, which is optional. Whether anything needs to be disclosed in your engagement terms is a matter for your own professional and TPB obligations, so check with your professional body if you are unsure. Admiin is not a substitute for that advice.

What if the client does not take the payment option? Nothing changes. They can still review and sign as normal. The payment step is optional, and clients can pay by bank transfer at no cost if they prefer. Declining to pay by card does not stop them using the workflow.

KYC and AML

Who actually runs the checks, Admiin or a third party? Admiin aggregates. In the background it connects to around 12 databases, including DVS and ID match, face verification, VEVO, the ABR, ASIC, and international PEP and sanctions lists. You get one simple touch and we run every check behind it.

How is KYC priced? There is no subscription. It is usage based, charged per check, and you can see each cost line by line. An individual starts at about $3.47. Company and UBO checks run higher depending on how deep the structure goes. You can export CSVs per client or per period to reconcile, and most firms on-charge this to their clients.

If a client has 10 entities, do I pay for 10 checks? No. Admiin checks for duplicate UBOs across entities. Once a person is verified, that verification carries across, so you only pay for the checks that are actually needed.

Can I trigger KYC straight from the document screen? Yes. If a client has not started verification, you can fire it off from their screen with one click.

Can anyone on the team run a verification? Yes, everyone can out of the box. If you want to limit it to certain team members, you can set that in your settings.

How do I get my existing client base compliant before 1 July? Bulk verify up to 1,000 clients at once. Send a branded warm-up email first, then Admiin handles the SMS and email onboarding for each client. This is how firms with a large book get compliant without it taking months.

Is the audit trail for KYC checks downloadable, and are client IDs stored after the check? Yes, the audit trail and check results are downloadable, one by one or in bulk, and they make up your compliance record. Identity records are stored securely in line with AML obligations and kept for seven years, so the trail is retained by design rather than deleted after a check.

One thing to watch when comparing providers. Compare like for like. Some tools only run a basic check, which raises the failure rate and can mean paying for a verification twice. And note that Australia Post TPB checks are not AUSTRAC compliant on their own.