The Fill Easy email bot: from request to evidence
The bot turns a company-record request into tracked order items and sourced documents. The thread keeps the request, clarifications and delivered evidence together.
By Matthew Lee
A corporate onboarding file often needs several records for one company and further searches for its shareholders. The practical difficulty is keeping track of what was requested, which company each record belongs to and what remains unresolved. Fill Easy’s email bot organises that work in the email thread your team already uses.
An approved organisational sender emails agent@fill-easy.com with the entities, jurisdictions, requested documents and a case or matter reference. The request can be a sentence, a list, a table or an attached Excel file. The search catalogue helps identify the relevant records; your team chooses which evidence the review needs.
What to include
| Request detail | Why it helps |
|---|---|
| Legal name and jurisdiction | Select the correct registry and entity |
| Registry identifier, where known | Distinguish companies with similar names |
| Named documents | Define the evidence needed for the review |
| Case or matter reference | Reconcile the results to the right file |
| Summary request, if required | Bring document findings together with source references |
An identifier is particularly useful when names have been translated or several group companies share a brand. For Mainland China, supply the exact registered Chinese name or Unified Social Credit Code where available. An English trading name gives the team a lead, but may need clarification before a search can proceed.
Confirmation and clarification
The bot’s reply lists the order items and their status, with request IDs for tracking. Availability, price and expected turnaround are confirmed when the order is accepted. A mixed-country request can therefore be assessed item by item rather than treated as one indistinguishable batch.
Some records will need a decision from your team. A company name may match several entities, a requested document may not exist for that legal form, or a search may show that the company is dissolved. The agent raises the issue in the thread so you can confirm the entity, change the document or decide whether to proceed. An unresolved item should remain visible in the file.
Please retrieve current company particulars, the latest annual return and the BRC for [company name], BRN [number]. Reference: [case reference]. Please include a summary and confirm availability, price and turnaround.
This example defines the customer and the evidence requested. A follow-up can add another document to the same thread, with the relevant reference retained. It is useful when a reviewer finds an ownership change and needs the filing behind it.
The documents and summary
Retrieved company records arrive as PDFs in the same thread. Results carry their source, retrieval time and request ID, together with the reference supplied for the order. The ID helps reconcile a delivered record against the status table, especially where several companies and document types are involved.
An optional summary brings the findings together and points back to the underlying documents. That gives the reviewer a starting point for comparing status, officers and ownership across the file. The document dates still matter: a return retrieved today may describe an earlier ownership position, and a summary needs to be read alongside its evidence.
Where the reviewer takes over
Public records do not supply every part of an onboarding file. Current shareholder records, private control arrangements, mandates and individual identity evidence may need separate collection through an appropriate process. The team uses these alongside registry evidence to resolve gaps and make the onboarding decision.
The email thread can be filed into your organisation’s document management system under its existing retention and access policies. Teams that need results inside their own software can use the API channel. The order-writing guide provides request examples, while the regional guides explain which records commonly support a particular country’s company review.