Set Up Compliance Monitoring with KYB

What Is KYB and Why It Matters

Know Your Business (KYB) is Camtom's compliance management module. Every customs broker and trade service provider is required to maintain up-to-date records of their clients — tax identification, legal incorporation documents, powers of attorney, proof of address, and trade authorizations. Non-compliance can result in fines, delayed shipments, and in severe cases, loss of your customs broker license. KYB digitizes this entire process and keeps you audit-ready at all times.

Step 1: Create a New Client Profile

From the KYB module, click New Client. Enter the client's tax identification number (EIN, RFC, NIT, or equivalent) and the system will pre-populate available public records — legal name, registered address, and entity type. This eliminates manual data entry errors and ensures that your records match the official registries from the start.

Fill in the remaining fields: primary contact name, email, phone, trade roles (importer, exporter, or both), and the products or industries they typically deal with. This profile becomes the single source of truth for all compliance information related to this client.

Step 2: Upload Required Documentation

1. Tax registration certificate or tax status letter (must be current within 90 days).
2. Articles of incorporation or equivalent legal formation document.
3. Government-issued ID of the authorized legal representative.
4. Proof of address (utility bill or bank statement, not older than 90 days).
5. Power of attorney authorizing your firm to act on the client's behalf.
6. Signed customs broker engagement letter.

Step 3: Configure Compliance Checks

For each client, you can enable automated compliance checks that run before every transaction. These include verification of the client's tax status (active, suspended, or cancelled), screening against government denied-party and sanctions lists, validation of the power of attorney, and cross-referencing the registered address against the proof on file. Any failed check immediately flags the client profile and blocks new filings until the issue is resolved.

Step 4: Set Up Monitoring Alerts

Navigate to the Alerts tab within any client profile to configure notifications. KYB supports email and in-app alerts for document expirations, failed compliance checks, changes in the client's public registry status, and new entries on sanctions or denied-party lists. You can set alert recipients per client — useful when different team members manage different accounts.

Step 5: Use the Compliance Dashboard

The KYB dashboard gives you a bird's-eye view of your entire client portfolio. Clients are categorized as compliant (green), expiring soon (yellow), or non-compliant (red). You can filter by status, sort by expiration date, and click into any profile for full details. The dashboard also shows aggregate statistics — total clients, compliance rate, documents expiring this month, and overdue items.

Managing Multiple Clients at Scale

If you manage dozens or hundreds of clients, KYB's bulk tools help you stay on top of compliance. Use the bulk import feature to onboard multiple clients from a spreadsheet. Set up client groups (by industry, region, or risk level) to apply compliance templates. And use the export feature to generate audit reports for internal reviews or regulatory inspections — every document, check result, and status change is timestamped and logged.

Best Practices for Compliance Monitoring

• Onboard new clients into KYB immediately — do not wait until the first shipment.
• Set 90-day renewal reminders for time-sensitive documents like tax status letters.
• Run a monthly compliance review using the dashboard to catch any overlooked flags.
• Keep an audit trail by never deleting old documents — archive them instead.
• Train your team to check KYB status before initiating any new filing or transaction.