Using Marloo Forms
Automatically fill client forms using your meeting notes, files, and client data
Marloo Forms lets your team upload fillable PDF forms once, then use AI to complete them for any client, drawing on meeting transcripts, uploaded files, notes, emails, and adviser profiles, removing the manual copy-paste work that typically surrounds client paperwork.
Please note: Marloo Forms only supports digital, fillable PDFs with interactive form fields. Scanned forms and image-based PDFs are not supported and cannot be processed.
Setting Up Your Form Library
Your firm's form library lives under Settings > Forms. Any team member can manage it, and the library is shared across your whole organisation. Forms only need to be uploaded once.
Uploading a form
Go to Settings > Forms.
Click Upload Form, or drag and drop a PDF anywhere on the page.
Marloo will display a placeholder card while the form is processed. Once complete, it will appear in the library and be available to use across all clients.
Password-protected, scanned, or non-fillable PDFs will be rejected with an error message.
During processing, Marloo automatically extracts any values already present in the PDF (such as a pre-printed firm address or default selections) and carries them over as fixed values in the template.
Editing a template
Click any form in the library to open the template editor. This displays the PDF with every interactive field overlaid, so you can configure it before it's used.
From here, you can:
Rename the template - click the title at the top to give it a clearer internal name.
Set fixed values - click into any field and type a value to pre-fill it on every future output (firm name, office address, standard disclosures, etc.). Changes save automatically.
Disable fields - right-click any field and select Disable field. Disabled fields are skipped entirely when Marloo fills the form, so the output PDF will leave them blank. Right-click again and choose Enable field to reverse this.
Disabling fields is particularly useful for sections your firm never uses, such as a "Trust Information" block or alternate-contact fields. Setting this once at the template level means Marloo will never populate those fields, regardless of what context is provided later.
Filling a Form for a Client
Open the relevant client's profile and click the Forms tab.
Click New Form. This launches a four-step wizard:
Client - pre-selected when opened from a client profile, or choose from a searchable list.
Form - select any processed form from the company library.
Context - choose the source material Marloo should draw on. Available tabs include Meetings, Files, Notes, Emails, Company Uploads, and Team. At least one source is required.
Prompt (optional) - add any specific instructions, select a saved prompt, or dictate via the microphone.
Click to submit. Marloo will combine the template's fixed values with information inferred from your selected context, skipping any disabled fields.
The completed form will appear in the client's Forms tab, where you can preview it, edit individual fields in the inline editor, download it, or delete it.
Tips for Getting the Best Results
Set up your templates thoroughly. A few minutes configuring fixed values and disabling unused fields pays off on every fill afterwards. Treat the template editor as a one-time setup.
Select rich context. The quality of a completed form depends on what you give Marloo to work with. Combining the relevant meeting, the client's intake notes, and any related files will consistently produce better results than a single source.
Use the Team tab for adviser details. The Team context lets you select a specific adviser's profile, so their name, credentials, contact information, and licence numbers populate the right fields automatically. This is especially useful for support staff completing forms on behalf of an adviser - simply select the correct adviser and Marloo uses their details.
Save prompts you use regularly. If you find yourself typing the same instructions each time (for example, "leave the fee section blank" or "use the joint applicant as primary contact"), save these as Form Filling prompts so they're available in one click.
Keep the library up to date. Upload the latest version of each form and remove superseded ones. The library is shared across your whole team, so keeping it tidy reduces errors.
Always review before sending. Open each completed form, check every field in the inline editor, and make corrections as needed. Marloo saves changes in place. Treat AI-filled forms as a strong first draft, not a finished document.
Check your PDFs are fillable. If a form is a scan or a flattened PDF, recreate it as a digital fillable PDF before uploading. Marloo can only populate forms with real interactive fields.
Related articles
Understanding Clients View
Adding Notes and Context to Meetings
Invite and Manage Team Members