"Can you show us what you told the client?"
A supplier's broker team, reviewing a contract you placed, asks for evidence of the commission you disclosed to the client before they signed. The account manager who handled it is sure it was in the quote. The quote was a PDF generated from a spreadsheet and sent from their inbox. The client's acceptance came by reply email, then a signed contract through the supplier's own process.
Pulling that together takes an afternoon, and relies on the account manager still being with you and still having the emails.
Why disclosure evidence is scattered
Most brokers do disclose. The problem is that disclosure happens across several documents and conversations, and the evidence is not kept together.
- Quotes are generated in different ways by different account managers.
- The commission figure or uplift is in the quote, in an email or said on a call.
- Client acceptance arrives by email, e-signature or a supplier's own process.
- Nothing links the quote, the disclosure and the final contract together.
- Records live in personal inboxes that leave with the person.
Why a weak record is a risk
When a supplier, a client or anyone else asks what was disclosed, a consultancy that cannot answer quickly looks worse than it probably is. A client who later disputes the commission is harder to deal with when the evidence is scattered.
Assembling evidence after the event is slow, and it depends on the people involved and their inboxes. As the consultancy grows, the gap between what was done and what can be shown grows with it.
Disclosure records tied to each contract
We build disclosure records into your quoting and contract process.
- Quotes are generated from one template for all account managers, including the commission information in the form your own compliance advice says it should take.
- Each quote is stored with its date, the prices shown, the commission disclosed and who sent it.
- Client acceptance, whether by e-signature, email reply or a recorded call note, is captured and linked to the quote.
- When the supplier contract is signed, it is linked to the quote and acceptance, so the three form one record.
- Any change to the uplift between quote and contract is flagged for review, and a revised disclosure is recorded if one is sent.
- Evidence packs for a contract can be produced in one click: quote, disclosure, acceptance and contract.
| Evidence | Scattered today | Disclosure record |
|---|---|---|
| Quote | PDF in an inbox | Stored with date and sender |
| Commission disclosed | In the quote or an email | Recorded as a field on the quote |
| Client acceptance | Email or supplier process | Linked to the quote |
| Contract | Supplier portal or email | Linked to quote and acceptance |
| Evidence request | An afternoon of searching | Evidence pack produced |
What must be disclosed, and how, is set by your own compliance advice, following the rules that apply to your business. We build the record to match it; we do not decide it.
Evidence in one click
When a supplier or client asks what was disclosed on a contract, you open the record and produce the pack: quote with commission shown, the client's acceptance with its date, and the final contract. It takes a minute and does not depend on who handled the sale.
Account managers use one quote template, so disclosure is consistent across the team. Changes between quote and contract are caught before signature, not afterwards.
Is your disclosure evidence scattered?
- Quotes are produced differently by each account manager.
- Evidence of disclosure lives in personal inboxes.
- Quotes, acceptances and contracts are not linked.
- Producing evidence for one contract takes hours.
- Changes to uplift after the quote are not tracked.