Checkboard by Kord Integration: AML and KYC Without Leaving the Matter

How the Checkboard by Kord integration works inside OrdoLux; from triggering an identity check to filing the results against the matter; and why doing KYC inside the matter workspace is better than doing it in a separate system.

KYC and AML checks are a legal requirement for UK law firms. They are also one of the most commonly outsourced parts of the client onboarding process; firms use a third-party provider to run identity verification, PEPs and sanctions checks, and source of funds verification.

The problem is not the checks themselves. The problem is the workflow. In most firms, the process looks like this:

1. Open the matter in the practice management system
2. Go to a separate browser tab and log in to the KYC provider
3. Enter the client's details manually
4. Wait for the results
5. Download the results as a PDF
6. Go back to the practice management system
7. Upload the PDF to the matter file
8. Record that the check has been completed

That's eight steps for something that should be one step. Every manual step is a chance for error, delay, or omission. And when the check is filed in a separate system, it's easy to lose track of whether it's been done at all.

OrdoLux integrates Checkboard by Kord directly into the matter workspace. This guide explains how the integration works and what it means for the firm's compliance process.

What Checkboard by Kord does

Checkboard by Kord is a KYC and AML verification platform designed for regulated professions, including law firms. It provides:

• Identity verification; the client's identity is verified using document scanning (passport, driving licence) and biometric checks (selfie match)
• PEPs and sanctions screening; checks against global lists of politically exposed persons and sanctioned individuals
• Source of funds verification; documents and checks to verify where the client's money comes from
• Adverse media checks; screening for negative news about the client
• Ongoing monitoring; re-checking the client's status periodically (relevant for long-running matters)

The client completes the verification process themselves; they receive a link, scan their ID, take a selfie, and upload any source of funds documentation. The firm receives the results, with a pass or fail outcome and the supporting evidence.

How the integration works in OrdoLux

1. Trigger the check from the matter

When a new client is onboarded and the matter is opened in OrdoLux, the fee earner triggers the Checkboard by Kord verification from inside the matter workspace. No separate login, no separate system; the check is initiated with a single click.

The client's details (name, email, phone) are passed to Checkboard by Kord automatically from the matter record. No manual data entry, no copy-paste errors.

2. The client completes the verification

The client receives a link via email or SMS. They click the link and are taken to Checkboard by Kord's verification portal, where they:

• Scan their ID document (passport or driving licence)
• Take a selfie for biometric matching
• Upload any source of funds documents if requested

The process takes 2-5 minutes for the client. They can do it on their phone; no printing, no scanning, no visiting the firm's office.

3. Results filed to the matter automatically

When Checkboard by Kord completes the verification, the results are filed to the matter automatically:

• The verification outcome (pass/fail/review needed) is recorded on the matter
• The supporting evidence (ID document scan, selfie, screening results) is stored in the matter's SharePoint document folder
• The audit trail is updated with the date and time of the check

No manual upload. No downloading from Checkboard by Kord and uploading to the practice management system. The results are in the matter file from the moment the check is completed.

4. Compliance gate

OrdoLux can enforce a compliance gate based on the Checkboard by Kord result. If the check has not been completed; or has returned a fail; the matter can be prevented from proceeding to certain stages (e.g., billing, exchange of contracts). This ensures that no matter progresses without completed KYC.

The compliance gate is configurable; the firm decides which stages require a completed check and which do not.

Why integrated KYC matters

Speed

The traditional KYC workflow introduces delay at every step. Triggering the check, waiting for results, downloading, uploading; each step adds time. With integrated KYC, the check is triggered at matter opening and the results arrive without any manual intervention. The matter can proceed as soon as the check passes.

Accuracy

Manual data entry is a source of errors. A name spelled wrong in the KYC system means the check is done on the wrong person; and the firm has a compliance gap it doesn't know about. With integration, the client's details are passed directly from the matter record. No re-keying, no errors.

Audit trail

When KYC results are filed manually, the audit trail depends on the fee earner remembering to upload the document and record the check. When it's automatic, the audit trail is created by the system; with a timestamp, the matter reference, and the outcome. This is the firm's evidence of compliance if the SRA comes asking.

No missed checks

The most common compliance failure in UK law firms is not doing the KYC check at all; or doing it late, after work has already started. When the check is triggered from the matter at file opening, and the compliance gate prevents progression without it, the firm cannot miss a check. The system enforces the process.

When Checkboard by Kord is needed

Checkboard by Kord is relevant at several points in a matter's lifecycle:

• Client onboarding; the primary trigger. Every new client should be checked at the point of instruction.
• Acting for both parties in a conveyancing transaction; both buyer and seller need to be checked, particularly for source of funds
• Beneficiaries in probate; where the firm is administering an estate, the personal representatives and any beneficiaries receiving funds should be verified
• Ongoing monitoring; for long-running matters, the client's status may change. Periodic re-checking is good practice for high-risk clients.
• At matter closure; if the matter has been running for a long time and the client's circumstances may have changed, a final check before distribution can protect the firm.

Compliance context

The SRA's AML regulations require firms to:

• Conduct customer due diligence (CDD) on all clients
• Conduct enhanced due diligence (EDD) on high-risk clients (including PEPs)
• Verify the source of funds for transactions involving large sums
• Keep records of all checks for at least 5 years
• Have a money laundering reporting officer (MLRO) who oversees the process

Checkboard by Kord helps firms meet these requirements. OrdoLux ensures the checks are done at the right time and the results are stored in the right place. For more on the regulatory framework, see our guides on AI regulatory compliance and regulators and legal AI.

Where OrdoLux fits

This is a product guide; Checkboard by Kord is integrated into OrdoLux and works from inside every matter. Trigger the check, the client completes it, the results are filed, the compliance gate enforces it. No separate system, no manual upload, no missed checks.

OrdoLux also includes Stripe for card payments, SharePoint document storage, built-in e-signature, 350+ HMCTS court forms, and time recording; all in one matter-centric workspace.

See all features or book a demo.

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