Transforming Trust Management Through Smart Process Automation 

How a trust and corporate services provider streamlined KYC, risk monitoring, and DNB audit readiness with Emakin. 

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Client Overview 

Kiltoprak is a trust and corporate services provider operating across the Netherlands, Switzerland, and Malta. As a licensed entity under Dutch regulators like the DNB (De Nederlandsche Bank), they face strict AML/CTF and due diligence obligations. With a growing international client base and rising transaction volume, manual processes became a bottleneck, especially around ensuring traceability, cross-border compliance, and audit readiness.

Challenge 

Operating across multiple countries, Kiltoprak faced increasing pressure to strengthen its compliance infrastructure. Their client acceptance and transaction monitoring processes were mostly document-driven, relying heavily on email threads, manual file uploads, and disjointed review cycles. This posed several risks: 


  • Reliance on email and documents for onboarding and reviews 
  • Difficulty enforcing 4-eye compliance and tracking approvals 
  • Inconsistent documentation across branches 
  • Limited visibility into review statuses and risk indicators 
  • High risk of non-compliance during DNB inspections 

Sector:

Finance


Established:

2018


Headquarters:

Netherlands, Switzerland & Malta


Key Processes Managed in Emakin:

Clients & Relations, Transactions Monitoring, Compliance and more

Solution: Emakin’s Process Automation Platform 

Kiltoprak implemented Emakin to digitise and streamline their entire compliance lifecycle—from client onboarding to transaction monitoring and periodic reviews. The system replaced email threads and document-based workflows with structured, auditable, and automated processes. 

Client Acceptance & Periodic Review Automation 

Digitised KYC and review workflows involving compliance officers, branch staff, and auditors—fully traceable from submission to approval. 


  • Smart forms adapt based on jurisdiction, client type, and UBO structure 
  • High-risk cases trigger extra checks and senior-level approvals 
  • All steps logged and version-controlled for internal and DNB audits

Transaction Monitoring Framework 

All transactions are entered into Emakin, categorised, and monitored via structured flows to detect anomalies and document responses. 


  • Transactions grouped by type, country, or risk profile 
  • Red flags auto-identified and escalated via built-in rules 
  • Justification notes and audit fields included for every transaction

External AML/PEP Screening with Real-Time Sync 

Integrated with Relian for automatic and continuous screening against sanction and PEP lists. 


  • Every new client, UBO, or transaction is screened via Relian 
  • Syncs daily to detect changes on existing profiles 
  • Alerts pushed instantly to compliance officers for follow-up

Risk-Based Workflow Logic 

Processes adapt dynamically based on risk scores, jurisdictions, or client traits—ensuring compliance with Wtt 2018. 


  • Country-based triggers for enhanced due diligence 
  • Risk levels influence approval paths and document requirements 
  • Minimises errors and ensures consistency across branches

Audit Trail & Regulatory Reporting 

Every user action is logged for full traceability, making regulatory reporting fast and accurate. 


  • Tracks who submitted, reviewed, approved or rejected actions 
  • Timeline view of every process instance 
  • Auto-generated reports for DNB and internal audits

Client Document Collection Interface 

Clients securely submit onboarding and transaction documents via a web portal, eliminating reliance on email. 


  • Guided forms ensure complete and standardised data 
  • Clients notified of missing information automatically 
  • Compliance teams begin review immediately after submission

Web-Based, Secure, and EU-Compliant 

Runs on Emakin’s cloud infrastructure hosted in Ireland, fully aligned with EU data protection and security standards. 


  • Web-based access with multi-role permissions 
  • Supports hybrid teams and secure remote work 
  • Data stays within the EU under ISO-certified hosting

Scalable for Growth 

Emakin evolves with Kiltoprak—allowing easy updates to workflows, rules, or forms as regulations change. 


  • No-code updates to compliance logic and document flows 
  • Past versions are archived for audit traceability 
  • Continuously improved over the years with feedback from staff

40

USERS

3

BRANCHES

50.000

TRANSACTIONS

Results 

  • Fully aligned with Dutch regulations and Wtt 2018 
  • 100% audit trail coverage for all client files and transactions 
  • Onboarding and reviews completed in days, not weeks 
  • Real-time alerts for PEP/sanction matches 
  • Unified compliance platform across Amsterdam, Zurich, and Valletta 
  • Always inspection-ready with structured and exportable reports 


Thanks to Emakin, Kiltoprak has transformed compliance from a burden into a proactive, transparent, and scalable operation that can stand up to the toughest scrutiny. 

Discover how Emakin can transform your business processes.

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