Polar 993 has developed the Polar Client Portal, a secure platform that integrates every major client need into a single environment.
The Portal is designed to serve as both an operational control framework and a client-facing channel, embedding onboarding, custody, fund administration, compliance and business development in one streamlined system.
The Polar Client Portal now forms the primary way in which we communicate with our Clients, replacing fragmented channels such as email, spreadsheets and ad hoc processes. All workflows — from document approvals, payment instructions and compliance attestations to the submission of Proper Instructions — are centralised in one secure environment.
A defining feature of the platform is the Proper Instructions module, which enables Clients to submit formal requests such as payment instructions, NAV confirmations, document execution and marketing approvals. Each request follows a two-level approval process, where once the first approver signs off, the second approver is automatically notified. On completion, the instruction is routed through Polar’s internal dashboards for assignment and processing. Each instruction then flows directly into Polar’s accounting and custody systems, where the necessary custody entries are generated and payment entries are integrated into the bank for authorisation and approval by both the trustee and the investment manager. This provides a fully systematised, auditable and secure process for managing all Proper Instructions and related documentation.
The Polar Client Portal ensures transparency, auditability and a seamless client experience. It has streamlined every form of document execution, document management, compliance, custody and approval process, ensuring that compliance registers, policies, custodial positions and workflow approvals are all managed within a single secure environment. This eliminates the inefficiencies of email-based communication and manual tracking.
Onboarding Workflows
Client and fund onboarding at Polar 993 is managed entirely through the Polar Client Portal. Each onboarding process, whether for a new fund, a corporate authorised representative or an individual, is governed by structured workflows and predefined checklists aligned to compliance obligations. This ensures consistency, accountability and a seamless client experience.
The workflow is staged across clear milestones — Open, Proposal, Onboarding, Client Interim, and Client. Each stage is linked to automated task assignments, internal notifications and client communications. Supporting documents can be uploaded directly into the Portal, where they are securely stored, version-controlled and tracked against the relevant stage.
This systematic approach avoids ad hoc email exchanges and fragmented record-keeping, significantly saving time and costs for Clients. Additionally, the Client has full visibility over progress, responsibilities and outstanding requirements, ensuring a transparent and auditable onboarding journey from start to finish.
Custodial Workflows
The Polar Client Portal provides a fully systematised framework for custody and asset-holding functions. Every investment undertaken by each fund, including purchases, disposals, revaluations and foreign exchange transactions, is recorded within the system. All accounting entries are automatically synchronised into Polar’s accounting systems, ensuring accuracy, timeliness and consistency across the general ledger.
Each investment follows a structured lifecycle, tracked through a clear step-flow process. From initial submission through internal approval, payment processing and final settlement, every stage includes automated status transitions, approval checkpoints and task notifications. This ensures that no step is missed and that every action is fully documented.
For Clients, this creates complete transparency. Instructions and supporting documents are lodged through the Portal, approvals are securely tracked, and the trustee’s oversight is embedded within the workflow. The result is a transparent, auditable and efficient custodial process that integrates seamlessly with fund accounting and banking systems. Client’s also have the ability to view all investment holdings at any time, with every supporting document stored in one central, secure location.
Compliance
The Portal also hosts a suite of AFSL compliance registers covering breaches, complaints, conflicts of interest and insider trading declarations. Clients can lodge updates, upload certificates and track outstanding obligations, while Polar maintains oversight through internal dashboards that display the live status of every fund, individual and authorised representative.
Dashboards provide both the Client and Polar with immediate transparency over all open actions and ensure timely completion of tasks.
Audit Trail
Every workflow within the Polar Client Portal maintains a complete audit trail with time-stamped entries, version-controlled documentation and clear visibility of approval status. Designed to meet and exceed GS 007 audit requirements, the Portal embeds fiduciary integrity directly into its architecture whilst reducing the costs for our clients and the administrative burden.
