AML in ActionAPLYiD + Forms Live

AML obligations: a quick recap

Toby: Most people already have some understanding of the AML obligations, so we'll cover the basics briefly and focus on what operationalising this looks like day-to-day with software, not slides. There are four buckets of obligation: AML policies (largely a one-off before 1 July, with annual review); AML training (with a training log proving which staff completed which training and when); customer due diligence (identity checks, background checks, risk assessment, ongoing monitoring); and record keeping (seven years, plus an annual compliance report to AUSTRAC).

Important context: For residential real estate agents, the vast majority of clients will be low risk. Some agencies may go two to three years without a single suspicious transaction.

Why APLYiD? What sets them apart

Toby: APLYiD has been in the AML space since New Zealand's laws changed in 2018 — we supported New Zealand real estate agencies through that transition and have thousands of customers globally. We're genuinely all-in-one: policy documentation, a full training platform, the CDD workflow, and ongoing record keeping and reporting, all in one subscription. On pricing, we're the only vendor charging per listing rather than per check — one flat fee covers unlimited people for that transaction, which is straightforward to pass on through your administration fees.

AJ: From Forms Live's side, we invested in this integration to make sure the APIs we connect with are best in market and make a real impact on efficiency — compliance shouldn't feel like extra work on top of your day job.

The Forms Live integration: how it works

AJ: The integration is built so agents don't have to leave their existing workflow. You're in Forms Live filling out an agency agreement or sales authority as normal — when you're ready to initiate the AML process, you click a button, and the vendor's details are passed through to APLYiD automatically.

Toby: The most important thing the integration eliminates is re-keying. You arrive in our platform with everything pre-populated — your first action is beginning identity verification, not filling in forms you've already filled in.

How to connect: APLYiD is available through the Connections tab in Forms Live. Once connected for the first time, you won't need to authorise it again.

Demo: vendor onboarding and identity verification

[APLYiD platform demonstration begins]

Toby: For a standard residential transaction — a single individual selling their property — after clicking the button in Forms Live you'd arrive with the listing already set up: property address, transaction reason, and value. In the vendor section, you select the client type, and the platform adapts the steps required based on client type, risk level, and other factors.

At identity verification, the most common option is a text message link the vendor completes on their own phone; there's also an in-person option optimised for mobile.

[Client ID verification video shown]

Toby: That process is 57 seconds. The client confirms their address (verified automatically), takes a photo of their physical ID, and does a live selfie — one ID is enough, no Medicare cards or secondary documents. If they haven't completed it after three days, the system sends an automatic reminder, and you'll get an email as soon as it's done.

Demo: handling a PEP flag

Toby: Once the client completes their check, you're notified to review results, and the system won't let you proceed if something needs attention. The PEP matching system searches for similar names, not exact matches — by design, this kind of flag occurs maybe one in a hundred checks.

In this case, there's a match for a T. Taylor involved in a 1997 bankruptcy case — my date of birth is 1997, so clearly not me. I document my reasoning and overturn the flag to a pass — the notes and decision are permanently recorded for audit purposes.

Key point: A PEP flag doesn't mean your client is a criminal — it means there's a name match that needs investigating and documenting. What matters is that your reasoning is recorded.

Demo: risk assessment and approval

Toby: After identity checks, the next step is the client risk assessment — AUSTRAC questionnaires built directly into the platform, answered yes or no, each carrying a point value that places the client into a risk tier. For this scenario: not anonymous, not overseas, not a PEP, met in person — result: low risk, no additional steps.

If the client comes back high risk, the system requires enhanced due diligence and automatically assigns the case to a compliance officer — a junior agent cannot approve a high-risk case. For most residential agencies, high-risk clients will be rare, perhaps one in a hundred.

What gets pushed back to Forms Live: Only a completed status. Identity documents and all PII remain inside APLYiD.

Demo: joint clients and multiple individuals

Toby: For joint clients, you select Joint/Multiple Individuals when setting up the client. With the Forms Live integration, both people's details carry across automatically. The platform creates a separate identity verification box for each person, and you can use a different method for each.

AJ: The Forms Live integration handles joint vendors the same way — clicking the button passes all vendors on a sales authority through to APLYiD at once.

Audit trails, record keeping, and AUSTRAC reporting

Toby: All records are stored in APLYiD for seven years. When audited, you give the auditor a read-only login — they can filter by risk level, view full client and listing history, and review any decisions including overturned flags. A built-in reporting feature extracts everything needed for the annual AUSTRAC submission.

Everything is traceable to a specific user — if a compliance officer overturns a PEP flag, their name, timestamp, and notes are recorded, and the system blocks a junior agent from approving a high-risk case.

Pricing and getting started

Toby: Pricing is per listing, covering unlimited people per transaction plus the policy builder and training platform. Pay-as-you-go is $125 per listing (identity checks only); monthly plans start at $250 for up to five listings ($50 each), with higher tiers at $45 (10 per month) and $40 (20 per month). All plans are on 30-day terms with no long-term lock-in.

Onboarding starts with a setup session covering customisable elements and custom branding, then policies are created, team training completed, and the Forms Live integration activated. Support includes video walkthroughs, live chat, and a free phone line for clients.

Passing on the cost: The per-listing model is designed to be passed on to vendors through your agency agreement's administration fees clause. Most agencies that do this have effectively zero net cost for AML compliance.