Anti-money laundering (AML) compliance

Quick answer

Enable the AML app in Settings & Apps to add structured compliance fields to your client records. Configure two automatic task triggers — one for expiring identity documents, one for expiring risk profiles. Uku checks daily and creates reminder tasks automatically for the right people at the right time.

Who can do this

• Company Owners and Company Admins can enable the AML app, configure task triggers, and run manual AML checks.
• Company Members can view and work on AML-generated tasks assigned to them like any other task.
• Requires the Team plan or higher.

What happens when you activate AML

Activating the AML app adds a set of custom fields to all client records in your company account. The exact fields depend on your company’s country:

For Estonian companies:

• Risk profile (Low / Medium / High)
• Profile valid until
• AML Status
• Document NO
• Document valid until

For all other regions:

• Risk profile (Low / Medium / High)
• Next AML check
• Pass/Fail
• ID type (Passport / National ID card / Driving license)
• ID Number
• Date of expiry
• Additional checks

These fields appear on every client’s profile and can be filled in as part of your regular AML due diligence. Do not rename or delete the custom fields created by Uku — the automated reminder logic depends on them.

Enabling the AML app

1. Go to Settings & Apps from the main navigation.
2. Select the company account you want to enable AML for.
3. Find the Anti Money Laundering app card.
4. Click to open it and activate it.

Once activated, the custom fields are added to your client records and the Settings tab becomes available in the app dialog.

Configuring AML task triggers

Open the AML app from Settings & Apps and go to the Settings tab. You can configure two triggers:

Create a task when the document expires

Monitors the identity document expiry date on client records (and their contacts). When the expiry date falls within your configured warning period, Uku creates a reminder task.

Create a task when the risk profile must be updated

Monitors the risk profile review date. When it is time to reassess a client’s risk profile, Uku creates a reminder task.

Settings for each trigger

• Enable/disable toggle — turn the trigger on or off.
• Days before — how many days before the expiry date the task should be created. Default: 7 days for document expiry, 14 days for risk profile expiry.
• Task name — the title that appears on the generated task. Customize it to match your internal naming conventions.
• Assigned — who the task is assigned to. Primary member assigns it to the client’s default responsible person. You can also pick a specific team member.
• Topic — optionally assign a topic to generated tasks for filtering and reporting.
• Note — an optional description included in the task body. The system automatically appends details about which clients and contacts have expiring dates and the specific expiry dates.

After making changes, click Save at the bottom of the dialog.

How the daily check works

Uku runs an automated AML check once per day for every company with the AML app activated. The check scans all active clients (and their contacts) for expiring custom field dates.

When a date falls within the warning window, Uku:

1. Creates a new task linked to the client.
2. Sets the task due date to the expiry date (or today, whichever is later).
3. Assigns it to the configured person (or the client’s primary member).
4. Sends a notification to the assignee.

If multiple entities under the same client (the client record and contacts) have expiring dates for the same trigger in the same month, they are grouped into a single task. Tasks are not duplicated — if a reminder task already exists for the same client, trigger, and month, the system updates its description instead of creating a new one.

Running a manual check

To trigger an AML check immediately without waiting for the daily run:

1. Open the AML app from Settings & Apps.
2. Go to the Settings tab.
3. Click Manual run at the bottom-left of the dialog and confirm.

Tips

• Fill in client fields consistently — AML reminders only work when the date fields (document expiry, risk profile date) are filled in on your client records. Make it part of your client onboarding process.
• Check contacts too — the system monitors both client-level and contact-level AML fields.
• Use topics for reporting — assigning a dedicated AML topic to generated tasks makes it easy to filter your task list and see all outstanding AML work at a glance.
• Review default task names — the defaults are generic. Customize them to match how your team describes these tasks internally.

Troubleshooting

The AML custom fields are not appearing on client records after enabling the app

AML fields are added automatically when the app is activated. If they are not visible, try refreshing the client edit form. If they are still missing, check that the app is fully activated for the correct company account — you may have enabled it for a different account in the account selector.

No tasks are being created even though AML fields have expiry dates filled in

Check that the relevant trigger is enabled in the AML app Settings tab. Also confirm that the Days before threshold matches your expectation — if set to 7 days and the expiry is 10 days away, no task will be created yet. You can run a Manual run to test the current settings immediately.

I accidentally renamed an AML custom field — what do I do?

The automated AML trigger logic is tied to specific field identifiers, not field names. Renaming a field should not break the automation. However, if you deleted an AML field, the trigger for that field type will stop working. Contact your Company Admin to recreate the field, or disable the AML app and re-enable it (note: re-enabling may recreate fields but may not restore deleted values).