> For the complete documentation index, see [llms.txt](https://docs.rubica.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.rubica.au/households/gifts-and-benefits-register.md).

# Gifts & Benefits Register

For advisers, client services and compliance: record the gifts you give clients and the gifts or benefits your firm receives, see what each household has been sent, and let AI Assist fill a gift in fr

The Gifts & Benefits Register keeps one record of every gift that moves between your firm and the outside world:

* **Gifts you give**: birthday and Christmas gifts, referral thank-yous, welcome gifts, client lunches and events.
* **Gifts and benefits you receive**: from clients, product providers, fund managers and BDMs, including soft-dollar benefits such as hospitality, conferences and training.

So when a client rings to thank you for their birthday present, anyone in the team can see exactly what was sent. And when a provider takes an adviser to the football, it's on record for compliance.

We use the **Marlowe household** as the example. It's a fictional household with ten gifts over six years: Christmas wine and hampers, birthday flowers, and gifts addressed to each partner.

## Gifts on the household

Open the household and go to the **Gifts** tab.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-03dd38fbca3198a9f08cc917a9f6ff781bbf8c98%2Fgifts-household-card.png?alt=media" alt="The Gifts card on the Marlowe household (fictional example)"><figcaption><p>The Gifts card on the Marlowe household (fictional example)</p></figcaption></figure>

The line under the heading adds the gifts up, and it follows whatever filters you have on:

| Total         | What it shows                                                   |
| ------------- | --------------------------------------------------------------- |
| **Given**     | Estimated value of the gifts your firm has given this household |
| **Received**  | Estimated value of gifts the household has given your firm      |
| **FY**        | Estimated value in the current financial year (July to June)    |
| **Last gift** | When the household was last sent something                      |

Each gift shows what it was, whether it was **Given**, **Planned** (dated in the future) or **Received**, the date, its occasion and type, who in the household it was for, the estimated value and who sent it.

Use **Given / Received / All**, the search box and the **Occasion**, **Type** and **Person** filters to narrow the list.

## Logging a gift

Click **Log Gift** on the household's Gifts card, then choose whether you gave the gift or received it.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-903e25c785d3c57ac3ea6b59cdb185b5b5d29f23%2Fgifts-log-choose.png?alt=media" alt="Choosing whether the gift was given or received"><figcaption><p>Choosing whether the gift was given or received</p></figcaption></figure>

On a household, the gift is **for** (or **from**) that household. Pick a person if it was for one of them, or leave it as the whole household. If it was for or from someone else, a referrer or a provider for example, click the link under the household and choose the institution or type their name.

| Field                     | What to enter                                                                                               |
| ------------------------- | ----------------------------------------------------------------------------------------------------------- |
| **Occasion**              | Birthday, Christmas, referral thank you, welcome, significant event, provider hospitality and so on         |
| **Type**                  | Gift, hamper, wine, flowers, gift voucher, meal or entertainment, event or hospitality, soft-dollar benefit |
| **Icon**                  | Picked for you from the type. Click **Change icon** to choose another                                       |
| **What was it?**          | What was sent or received, in plain words                                                                   |
| **Date**                  | When it was given or received. A future date marks the gift as **Planned**                                  |
| **Estimated value**       | What it cost or is worth, including GST. An estimate is fine                                                |
| **Sent by / Received by** | Who in your team gave or received it                                                                        |

Click **Save**. The gift appears on the household's Gifts card and on its activity timeline straight away.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-416928eb0a4d86646e795219bc0d78b183eddac4%2Fgifts-timeline-entry.png?alt=media" alt="A gift on the household activity timeline"><figcaption><p>A gift on the household activity timeline</p></figcaption></figure>

## Let AI Assist fill it in from a receipt

If you have a receipt, invoice or confirmation, you don't need to type it out. In the gift form, click **Have a receipt or invoice? Let AI Assist fill this in**, then drag the file onto the box or click **Choose a file**. Photos and PDFs up to 3 MB work.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-cc7c0466bb3bfaeed78c6c7d418642f004f0e3ca%2Fgifts-ai-drop.png?alt=media" alt="Dropping a receipt into AI Assist"><figcaption><p>Dropping a receipt into AI Assist</p></figcaption></figure>

AI Assist reads the document and fills in the gift: what it was, the value, the date, the type and the occasion. If the receipt names a provider your firm already has as an institution, it picks that institution. The receipt stays beside the form so you can check each field against it. For a PDF, you see what AI Assist read from it.

<figure><img src="https://3555949013-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FqzoPnlIGiL5ejRdJEq5X%2Fuploads%2Fgit-blob-2b2b0798230ec890a0046ff899849105b3628ca3%2Fgifts-received-with-receipt.png?alt=media" alt="A hospitality confirmation beside the gift form (fictional example)"><figcaption><p>A hospitality confirmation beside the gift form (fictional example)</p></figcaption></figure>

* **Nothing is saved until you click Save.** Change anything that isn't right first.
* If something on the receipt was unclear, a one-line **Check** note tells you what to look at.
* **Clear** removes what AI Assist filled in.
* Leave **Attach the receipt to the gift** ticked to keep a copy of the file on the gift record.

AI Assist runs through rubica's EU AI route with zero data retention: the document isn't stored by the AI provider or used to train models.

## Gifts received over the review threshold

Gifts and benefits your firm receives can create a conflict of interest. Any gift received with an estimated value **at or over your firm's review threshold** is flagged for the compliance team. The default threshold is **$300**. While you log it, the form tells you it will be reviewed.

Compliance reviews flagged gifts in the **Gifts & Benefits register**, which lists every gift across the firm. They click **Review** on a flagged gift and record the decision: **Accepted**, **Declined**, **Returned** or **Shared with team**, with notes. The review records who reviewed it and when.

## Archiving a gift

If a gift was logged by mistake or twice, archive it. Don't delete it. Click the **archive** icon on the gift, then **Yes**.

Archived gifts are kept on record but left out of the totals, the register and the timeline. Click **Archived** in the toolbar to see them, and the **restore** icon to bring one back.

## For admins: setting it up

1. **Access:** give staff the **Rubica Gifts Register** permission set. It covers the gift records, the components and AI Assist.
2. **Place the components:** add **Rubica Gifts** to the household record page (for example as a **Gifts** tab), and **Rubica Gifts & Benefits Register** to the app or home page your compliance team uses.
3. **Review threshold:** set **Gift Review Threshold** on each site in **Site Configuration** if your firm uses a figure other than $300. Leave it blank for $300.
4. **AI Assist:** needs your firm's AI key entered against the **Rubica AI Gateway** credential. Ask rubica if receipts can't be read.
5. **History from a previous CRM:** gifts from your old system can be loaded into the register. Ask rubica to include them in your migration.