Document management
Every document against the deal it belongs to.
Generate the paperwork, collect the signatures, and hold every supporting file in one versioned, searchable place. No more hunting for the latest attachment in an inbox.
- 30 minutes
- No slide deck
- No obligation
Actual Xova platform view showing document management.
Generated, not retyped
Terms of Business Agreements, privacy notices and client letters are produced from the record with the right details already in them. Your templates, your wording, populated automatically and consistently.
- TOBAs and privacy notices from templates
- Merged from live client data
- Version history on every template
Signatures without the round trip
Send for e-signature from inside the file and watch it come back to the same place. Signed copies are stored against the deal with the certificate attached, so the evidence sits with the document.
- Built-in e-signature
- Reminders on unsigned documents
- Signature certificates stored on file
Signature request
Terms of Business Agreement
Sent for signature today, 09:42
Evidence
Certificate attached
One versioned store
Bank statements, management accounts, valuations and ID, all held against the client and the deal, with versions kept rather than overwritten. Search by name, type, date or content and find it in seconds.
- Versioned rather than overwritten
- Search across client and deal documents
- Permissions by role and by case
Document library
See document management on one of your own cases.
A 30-minute walkthrough configured around the products you broker.
- 30 minutes
- No slide deck
- No obligation
UK hosted
Client data stays in the United Kingdom.
Full audit trail
Every check, document and decision is time stamped.
Built for UK GDPR
Retention, access and consent handled inside the client record.
API first
Connects to the tools your desk already runs on.
How it works
Document management in four steps
Request
Ask for what the file needs; the client sees a clear checklist in the portal.
Collect
Uploads land against the right requirement, and the checklist updates itself.
Generate and sign
Produce your own paperwork and send it for signature in the same place.
Retain
Everything stays versioned, searchable and exportable for as long as you need it.
“If finding the current version of a document takes more than one search, it is not a document store.”
Questions
Frequently asked
Can we use our own document templates?
Yes. Your templates are loaded into Xova and populated from the live record, so the output is your paperwork rather than ours.
Is e-signature included?
Signing is built in, so there is no separate signature tool to buy, connect or reconcile.
Who can see a document?
Access is controlled by role and by case, and every view is recorded in the audit trail.
Further reading
From the Insights desk
Compliance
Data protection for finance brokers: UK GDPR in day-to-day practice
A practical guide to UK GDPR for commercial finance brokers: lawful basis, retention, sharing data with lenders, subject access requests, and what to do if something goes wrong.
Craig Peterson · 9 September 2026 · 8 min read
Read articleLending
Packaging buy-to-let and portfolio landlord cases lenders can say yes to
Portfolio landlord cases fail on stress testing and missing schedules more often than on the underlying asset. Here's what a lender actually needs to see.
Craig Peterson · 8 September 2026 · 8 min read
Read articleOperations
How to chase documents without chasing your clients
Chasing documents eats more broker time than almost any other task, and most of that time is avoidable. Here's how to fix the loop rather than work harder inside it.
Craig Peterson · 8 September 2026 · 8 min read
Read articleSee document management against your own process.
We’ll configure a walkthrough around the products you broker.