How to Upload Compliance Documents in Kintsugi
Ensure smooth and secured compliance by adding your documents with confidenceUpdated 5 days ago
Registration documents like your IRS EIN confirmation letter, certificate of incorporation, or a passport used to travel to us by email or chat. Now there is one place inside Kintsugi to put them.
Upload a document once, and it stays on file for your organization. The next time a registration needs it, our team already has it. You do not have to dig through your inbox and send it again.
Before you start
You need the Owner role. Only users with the Owner role can see the list, upload files, or preview what has been uploaded. Admins and Members will see a short message explaining that they do not have access.
If you are not the Owner on your account, ask your Owner to upload the document. Not sure who that is, or what each role can do? See Understanding User Roles in Kintsugi.
Where to find Compliance Documents
Log in to Kintsugi.
Select Configuration in the left navigation.
Open the Compliance Documents tab.
You will see one list of document types. Every type in the catalog is always shown, whether or not you have uploaded anything for it, so the list doubles as a checklist of what we may ask for. Each row shows the document type, whether it has been uploaded, and when it was last updated.
The list is not filtered by country or by registration. It is a single set of common document types for your whole organization. Kintsugi does not mark any type as required, because what is required depends on the specific registration our Tax Ops team is working on. If you are not sure whether you need to upload something, your Kintsugi contact will tell you.
Upload a document
Go to the Compliance Documents section.
Find the row for the document type you want to upload.
Click the upload button on that row.
Drag your PDF, JPG, or PNG file into the box or click choose files to select files from your device.
If you’re uploading multiple files, repeat the previous step for each document. When all files are placed, click Upload to submit.
Note: This applies only to documents that support multi-file upload.
Preview what you have uploaded
Select the file on a row to preview it in the app. This is a quick way to check that a scan came out legible and that you uploaded the right document.
The row's status changes to Uploaded and the last updated date is set. That document is now on file for your organization and available to the Kintsugi team working on your registrations.
For a description of every document type in the list and which ones hold more than one file, see Compliance Document Types in Kintsugi.
Single-file and multiple-file document types
Document types behave in one of two ways, and the behavior belongs to the type, not to your account.
Single-file types hold exactly one document. Your IRS EIN confirmation letter is a good example: there is only one per entity. Uploading again replaces the file that was there before.
Multiple-file types can hold several documents of the same kind. Passport is the clearest case, since a registration may need identification for more than one owner or officer. Driver's License and Bank Statement work the same way.
Multiple files on the same row are an unordered set. There are no labels or slots, so name your files clearly before uploading. For example, passport-jane-doe.pdf is much easier for our team to work with than scan_0043.pdf.
Replace a document
If a document expires, or you uploaded the wrong file, upload the correct one to the same row. The new file takes the place of the old one.
View the document.
Clck the Replace button.
Drag your PDF, JPG, or PNG file into the box or click choose files to select files from your device. Click Upload to submit.
After you upload
Uploading a document does not by itself start or advance a registration. If our team has asked you for a specific document, let your Kintsugi contact know once it is uploaded so they can pick it up and keep your registration moving.
If you are not sure which document we need, reach out through the chat bubble and our team will tell you exactly which row to fill.
How your documents are kept private
Compliance Documents is deliberately the most locked-down part of Kintsugi.
Only the Owner role can view or manage the list inside your account. Admins and Members cannot see it.
Kin cannot see your documents. Our AI assistant cannot read, surface, summarize, or send you a compliance document. If you ask Kin for one, it will tell you that an Owner needs to open the web app.
They are not exposed through the Kintsugi API or MCP. These files are excluded by design, so an integration or an agent connected to your Kintsugi account cannot pull them.
Inside Kintsugi, only our internal team can retrieve them, and only to do the compliance work you have asked us to do.
This is why we are moving away from email attachments. An emailed passport sits in an inbox with no access control, gets forwarded, and is hard to find again later. A document in Kintsugi does not.
Compliance Documents is not the same as these
A few other places in Kintsugi also take file uploads. They are separate features and the files do not move between them.
If you want to | Go here instead |
|---|---|
Add a customer's exemption certificate | Exemptions tab |
Upload sales or purchase transaction data | Data Sources tab > File Upload |
Verify your identity for Kintsugi Mail | Configuration > Kintsugi Mail. |
Troubleshooting
I do not see a Compliance Documents tab. Your role is Admin or Member. Only the Owner role can access this area.
I see a message saying I do not have permission. Same cause as above. This is expected behavior for non-Owner roles, not an error.
My file will not upload. Check the format first. Kintsugi accepts PDF, JPG, and PNG. A DOCX, HEIC, or ZIP file will not go through. If your file is one of the accepted formats and still fails, reach out through the chat bubble.
I uploaded the wrong file. Upload the correct file to the same row. It replaces what was there.
I asked Kin for a document and it would not give it to me. That is intentional. Compliance documents are never available through Kin. Open the web app as an Owner and go to Configuration > Compliance Documents.
FAQs
Q: Do I have to upload every document in the list?
A: No. The list shows every type we might ask for, not a set of requirements. Upload what our team asks you for, or upload ahead of time if you know a registration is coming.
Q: Can my accountant or bookkeeper upload these for me?
A: Only if they hold the Owner role on your Kintsugi account. If they do not, you can change their role from Configuration > Users, or upload the document yourself.
Q: Does a document expire or get deleted after a registration is finished?
A: No. Files stay on your organization so they are ready for your next registration.
Q: Can I delete a document I uploaded?
A: Not in the app. You can replace a file by uploading a new one to the same row. If you need a document removed entirely, contact our support team.
Q: Will Kintsugi automatically use an uploaded document for my next registration?
A: Our team can see everything you have on file and will use it where it applies. The upload itself does not trigger a registration.
Related articles
Need help?
For further concerns, we're always here to help. If you can't find the answer you're looking for, just reach out to us using the chat in the bottom right corner of your screen.