Correct completion of Verifica is essential to ensure legal compliance and the security of real estate operations. By carefully following each of the indicated steps, you ensure a rigorous, efficient identity verification process in compliance with anti-money laundering standards, guaranteeing the reliability of the information provided and the protection of all parties involved.
1. Request a Verifica Link
To generate a Verifica link, you can:
- Select the Request Verifica option in the left side menu; or
- Go to the Verifica Cases page and click the “Request new Verifica link” button; or
- On the homepage, select the Request a Verifica link button.
1.1 Choose the link type
Before starting to fill in the form, you must choose between:
- Organization Link: can be reused multiple times by the same organization.
- Unique Link: for single use, and may or may not be linked to an existing real estate process.
1.2 Configure the Organization Link
- Choose between Client Form (KYC) or Supplier Form (KYS)
- Depending on the form type configured for the organization, the Compliance Officer may also need to fill in client-related information in the creation modal — for example, purpose of the KYC or investment value.
- Copy the link for manual sharing, or fill in an email for sending the link.
1.3 Configure the Unique Link
In the unique link request modal, you must define all form options before generating the link
- Client Form (KYC), Supplier Form (KYS)
- Individual or corporate person;
- Generate link without sending email or indicate an email for sending the link;
- Name of the person who will fill in the form;
- Email to receive the results;
- Digital signature (optional). For additional support, see our digital signature guide;
- Include World-Check verification step (additional cost) (optional). For more details, see the World-Check integration guide.
- Depending on the form type configured for the organization, the Compliance Officer may also need to fill in client-related information in the request modal — for example, purpose of the KYC or investment value. The fields shown vary according to the active form package. For more details, see What form types are available in the Verifica system.
Note: Unlike the organization link, in the unique link these settings are chosen in the request modal and not within the form.
Note: The organization link is reusable and intended for multiple submissions. The unique link is for single use.
2. Access the Verifica Link
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After the link is generated and/or sent to the client, it will be visible on the Verifica Cases page, which can also be accessed through the side menu (Verifica Cases).
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On this page, you can view all created Verifica cases in a table, as well as their associated information, including:
- Related property ID (when applicable);
- Address To, including the tax identification number when that information is available;
- Sending email, where the link was sent;
- Creator name, indicating who generated the link;
- Creation date;
- Periodicity;
- Risk Level, when assigned;
- Status, which can be “Requested” or “Completed”;
- Case ID, assigned automatically when the case is Completed. It is a consistent reference for tracking and audit.
2.1 Continuous Monitoring and Risk
- You can activate continuous monitoring for each Verifica process: 1 year, 2 years, or 3 years.
- The Compliance Officer will receive an email when monitoring is nearing expiration to resend the link.
- You can also define the risk level: none, low, medium, or high.
2.2. Perform actions
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Depending on the status of the Verifica process, different actions are available:
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If it is “Requested”, you can copy the link (URL) again for manual sharing.
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If it is “Completed”, you can view and download all case documents in the app, and manually add documents to the case (see Verifica documents on VeriCasa Vault below).
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If digital signature was chosen, the digital signature will be available on the Digital Signatures page, with the respective signatories and digital signature status.
2.3 Verifica Details page
From the Verifica Cases listing, open a process to access the Verifica Details page. This is the central page for reviewing submitted information, managing corrections, running World-Check analysis, and completing the compliance workflow.
Case History on this page lists changes to the process — including case events, World-Check resolutions, and Risk Matrix edits — with filters and Excel export. See Case History Documentation.
Use View all files on this page to access everything stored on VeriCasa Vault (see section 2.4).
2.4 Verifica documents on VeriCasa Vault
All Verifica documents are stored on VeriCasa Vault (on VeriCasa’s side). Authorized users can view and download them directly in the app — there is no need to use an external folder path.
On the Verifica Details page, use View all files to open the full document set:
- Files generated by VeriCasa: World-Check files, summary, JSON export, and Final Report (when generated);
- Documents uploaded by the person who filled in the form;
- Documents added manually to the case by an authorized user.
You can upload documents directly to an existing Verifica case. Use this when a file must be added after the form has already been submitted. Those files are stored with the rest of the case documents on the details page.
The same files are available in other compliance workflows where documents matter — for example, on the Final Check page (checklist section) and on Request additional documents, where the compliance officer can open attachments without leaving the page.
When the compliance review is finished — including risk assessment and final report, when applicable — click “Close case” to formally close the Verifica process. This action replaces the previous “Complete transaction” button.
Note: Verifica processes allow tracking the progress of verifications and maintaining a complete record of collected information, ensuring compliance with anti-money laundering and customer identification standards. It is also possible to request corrections on an already submitted form. Organizations with legacy KYC data can use the Legacy KYC Cases page to track imported cases and Renew them when due. You receive website notifications when an action is required, when correction forms or additional documents are sent, when there are ongoing monitoring updates, or when a legacy case must be renewed — see the notifications and profile guide.
3. How to Fill in the AML Form
Filling in the Verifica form was designed to be simple and highly intuitive, ensuring that the user can complete the process without difficulty and in full compliance with legal requirements.
3.1 Smart Interface and User Support
- Guidance Tooltips: Several form fields have explanatory tooltips. When hovering over the help icons, the user receives clear instructions on what to fill in or which document to attach, minimizing errors.
- VeriAssistant: On any form page, the user can consult VeriAssistant to clarify questions about the fields to fill in, find out which documents are accepted, request examples, or understand the meaning of a field. For more details, see the VeriAssistant guide.
- Dynamic Fields: Visible fields and sections vary dynamically according to the defined form type (for example, individual or corporate person, KYC or KYS Form). In the unique link, these options are defined in the request modal; in the organization link, they are chosen by whoever fills in the form. To understand these variations in detail, see the page What form types are available in the Verifica system.
3.2 Automatic Data Extraction via Document Upload
To make the process faster, the form has advanced data reading and extraction technology. The user can choose between:
- Upload all documents at once: Upload all required documents in batch. Files are automatically categorized and extracted information fills in the correct form fields.
- Section-by-section upload (manual): Alternatively, you can go section by section, uploading the identification document or proof in each specific area. The system extracts and automatically fills in the data in the respective fields.
Filling Tip: To ensure maximum effectiveness in automatic data extraction, make sure uploaded documents are clearly legible, without cuts, and with good lighting. If the system has difficulty reading any data, the form will keep default values in the affected fields so you can validate or fill them in manually.
3.3 Document consistency and overwrite warnings
The AML form includes additional checks when documents are uploaded or data is extracted:
- Inconsistency warning: If the name on the ID document does not match names on other uploaded documents (for example, proof of profession or proof of address), the form shows: “The uploaded documents appear to belong to different individuals. Please review the files.”
- Overwrite warning: If extracted information differs from data already filled in on the form, a modal compares current vs. extracted values. Choose Overwrite to accept the extracted data or Keep existing to retain what was already entered.
3.4 Incorporation date (corporate forms)
For corporate Verifica forms, incorporation date is collected on the form. On the Risk Matrix page, the platform explains how company age affects the Total Score. It is also used on the Final Check page when calculating risk level and appears on the Final Report as a factor considered in that calculation.
4. Request Corrections on a Verifica Form
It is possible to request corrections on an already submitted Verifica form — for example, to request missing documents, update documents, or correct outdated or incorrect information.
4.1 How to request a correction
- Go to the Verifica Details page of the process in question.
- Click the Correction button.
- Choose the correction type:
- Document correction(s) — to request additional, missing, or updated documents, without filling in a new form;
- Form correction — to send a new pre-filled form with the previous information.
4.2 Document correction(s)
If you choose Document correction(s) (Request additional documents):
- Indicate which documents are required or should be updated;
- The compliance officer can view existing case documents on this page while preparing the request;
- The client receives a request only to send or update those documents, keeping the rest of the information already submitted.
4.3 Form correction
If you choose form correction:
- Indicate the reason for the correction;
- Choose generate the link without sending email or indicate an email for sending;
- Define whether you want to include digital signature and World-Check verification in the new form;
- Copy the form link or send it directly to the chosen email.
The correction form already comes pre-filled with all information from the previous form. The link shared with the person filling in the form already includes the previously uploaded documents, so they do not need to upload the same files again unless something must be replaced. Change only the outdated or incorrect information and submit again.
If you choose not to include a new World-Check verification, some fields cannot be changed, namely name, date of birth, and nationality.
4.4 Effects on the previous process
When requesting a correction:
- If the previous form included the digital signature step, that digital signature will be automatically cancelled;
- If the previous Verifica process had continuous monitoring (ongoing monitoring), this will also be automatically cancelled;
- If a new correction is requested while another is already in progress, the previous correction will be automatically cancelled.
Note: For more details on World-Check verification, see the World-Check integration guide. For digital signatures, see the digital signature guide.