Robo-Adviser Compliance Checklist

📅 Updated Dec 2025 ⏱ 22 min read 📋 RIA Compliance

Overview: Navigating Robo-Adviser Compliance

Robo-advisers represent one of the most dynamic sectors in fintech, offering automated, algorithm-driven financial planning services with minimal human intervention. While the technology is cutting-edge, the regulatory framework is decidedly traditional: robo-advisers are investment advisers subject to the full scope of SEC and state regulation.

This comprehensive checklist walks through every major compliance requirement for robo-advisers, from initial RIA registration through ongoing operational compliance. Whether you're launching a new platform or auditing an existing one, this guide provides a systematic framework for building a defensible compliance program.

⚠ Critical Understanding

The SEC does not recognize a separate regulatory category for "robo-advisers." You are subject to the same Investment Advisers Act requirements as traditional RIAs, with heightened scrutiny on algorithm governance, performance claims, and disclosure adequacy.

RIA Registration Requirements for Robo-Advisers

Before launching your robo-adviser, you must determine whether SEC or state registration is required, and complete the registration process properly.

Pre-Registration Assessment

First, confirm that you meet the definition of an investment adviser under Section 202(a)(11) of the Investment Advisers Act. Robo-advisers typically satisfy all three prongs:

💡 The "Pure Software" Myth

Many founders believe that offering "just software" avoids investment adviser registration. The SEC has consistently rejected this distinction. If your software provides personalized investment recommendations, you are providing investment advice.

SEC vs. State Registration

Your registration jurisdiction depends primarily on assets under management (AUM):

AUM Level Registration Required Notes
Under $25 million State registration only Register in states where you have clients
$25M - $100M State (with exceptions) May register with SEC if state doesn't require registration
$100M - $110M May choose SEC or state Buffer zone - either is permissible
Over $110 million SEC registration required Must register with SEC via Form ADV

Registration Checklist

📋 RIA Registration Steps

Determine registration jurisdiction (SEC vs. state) based on AUM
Create IARD account and obtain CRD number
Complete Form ADV Part 1A with full business details
Draft Form ADV Part 2A (brochure) with plain English disclosures
Prepare Form ADV Part 2B for supervised persons
File Form ADV through IARD system
Register investment adviser representatives (IARs) where required
Pay filing fees (SEC: $150; state fees vary)
File notice filings in states where conducting business
Obtain surety bond if required by state law

Form ADV Robo-Specific Disclosures

Form ADV is your primary disclosure document. For robo-advisers, certain sections require special attention and robo-specific language.

Item 5: Fee Schedule and Compensation

Robo-advisers must clearly disclose their fee structure. Common models include:

⚠ Hidden Fees

You must disclose ALL fees clients will pay, including ETF expense ratios, trading costs, and any revenue sharing arrangements. Clients should understand the total cost of investing through your platform.

Item 8: Methods of Analysis and Investment Strategies

This is critical for robo-advisers. You must describe:

📋 Algorithm Disclosure Checklist

Describe investment methodology in plain English (avoid overly technical jargon)
Identify asset classes and securities types used (stocks, bonds, ETFs, etc.)
Explain how client risk tolerance is assessed
Describe portfolio construction process (strategic asset allocation)
Explain rebalancing methodology and frequency
Disclose tax-loss harvesting features and limitations
Describe risk management approach
Explain limitations of automated advice
Disclose circumstances where human review occurs (if any)

Item 10: Financial Industry Activities and Affiliations

Disclose any conflicts of interest, including:

Form CRS (Customer Relationship Summary)

Since June 2020, RIAs must provide Form CRS to retail clients. This four-page summary must explain:

Algorithm Disclosure Requirements

The SEC has issued specific guidance on algorithm-based investment advice. Proper disclosure and governance are essential.

What Clients Must Understand

Your disclosures must enable clients to understand:

💡 SEC Guidance: IM Guidance Update 2017-02

The SEC's 2017 guidance on robo-advisers emphasizes that automated advice must be suitable for each client. Your questionnaire must gather sufficient information to make appropriate recommendations, and your algorithm must use that information properly.

Questionnaire Design Requirements

Your client questionnaire must elicit information about:

📋 Algorithm Governance Checklist

Document algorithm design methodology and assumptions
Conduct backtesting and maintain backtesting records
Implement algorithm testing before deployment
Establish change management process for algorithm updates
Monitor algorithm performance and output
Create error handling and exception procedures
Document human oversight and review procedures
Maintain version control and audit trail for algorithm changes
Conduct periodic third-party validation (if applicable)

Custody Rule Compliance

The Custody Rule (Rule 206(4)-2) is one of the most complex areas of robo-adviser compliance. Most robo-advisers use third-party qualified custodians, but you must still comply with specific requirements.

Custody Rule Basics

You have "custody" if you:

Most robo-advisers have custody due to fee deduction authority or discretionary trading authority over accounts held at custodians.

Qualified Custodian Requirement

Client assets must be maintained with a qualified custodian:

Surprise Examination Exception

If you have custody solely due to fee deduction authority, and you meet all of the following conditions, you are exempt from the surprise examination requirement:

✓ Best Practice

Structure your platform to use a qualified third-party custodian (like Apex, DriveWealth, or Folio) that sends account statements directly to clients. This avoids the surprise examination requirement and significantly reduces compliance costs.

📋 Custody Rule Compliance Checklist

Use qualified custodian for all client assets
Obtain written client authorization for fee deduction
Send itemized invoice or fee calculation to clients with each fee deduction
Ensure custodian sends account statements directly to clients at least quarterly
Verify custodian includes adviser name in account statements
Maintain records of fee calculations and client authorizations
If surprise examination required, engage PCAOB-registered accounting firm
File surprise examination certificate (Form ADV-E) within 120 days of fiscal year end

Marketing Rule & Performance Advertising

The SEC's Marketing Rule (Rule 206(4)-1), which took effect in November 2022, governs all advertising and performance claims by RIAs. For robo-advisers, performance advertising is particularly scrutinized.

What Constitutes "Advertising"

The Marketing Rule broadly defines "advertisement" to include:

General Prohibitions

Your marketing cannot include:

Performance Advertising Requirements

If you show performance results, you must:

⚠ Common Violation: Cherry-Picked Performance

Showing only the best-performing portfolios or time periods is prohibited. The SEC has brought enforcement actions against robo-advisers for selectively displaying favorable results.

Backtested and Hypothetical Performance

Many robo-advisers use backtested performance in marketing. This is permissible only if you:

📋 Marketing Compliance Checklist

Establish written marketing and advertising policy
Implement pre-approval process for all advertising
Review website, app, and social media content for compliance
If showing performance, ensure it includes all relevant accounts
Display performance net of fees (or clearly label as gross)
Label backtested/hypothetical performance clearly and prominently
Include required disclosures for backtested performance
If using testimonials, comply with testimonial disclosure requirements
Maintain records of all advertisements for five years
Document performance calculation methodology

Cybersecurity & Data Protection

Robo-advisers handle sensitive client data and financial accounts, making cybersecurity a critical compliance obligation under both SEC rules and state privacy laws.

SEC Cybersecurity Guidance

The SEC's 2015 cybersecurity guidance and 2024 final rules require:

Regulation S-P Privacy Rule

SEC Regulation S-P requires investment advisers to:

State Privacy Laws

If you have clients in certain states, you may be subject to additional privacy requirements:

📋 Cybersecurity Compliance Checklist

Adopt written cybersecurity policies and procedures
Conduct annual cybersecurity risk assessment
Implement multi-factor authentication for client accounts
Encrypt client data in transit (TLS) and at rest (AES-256 or equivalent)
Establish role-based access controls limiting employee data access
Maintain audit logs of access to client data
Adopt incident response plan for data breaches
Conduct vendor due diligence for third-party service providers
Provide annual cybersecurity training to employees
Deliver Regulation S-P privacy notices to clients
Comply with state privacy laws (CCPA, etc.) where applicable
Establish secure disposal procedures for customer information
Consider cyber insurance coverage

Best Execution for Automated Platforms

As an RIA, you owe clients a duty of best execution derived from your fiduciary obligations. For robo-advisers, this applies to both security selection and trade execution.

Security Selection

Your choice of ETFs, mutual funds, or other securities for client portfolios must be in clients' best interests:

Broker Selection and Monitoring

If you select the broker-dealer for execution, you must:

Trade Execution Practices

For robo-advisers executing trades for clients:

💡 Best Execution Documentation

Maintain a Best Execution Policy that describes your process for selecting securities and brokers. Conduct annual reviews comparing execution quality and costs across available options. Document your conclusions.

Suitability vs Fiduciary Standards

As an RIA, you are held to a fiduciary standard, which is higher than the suitability standard applicable to broker-dealers. Understanding this distinction is essential for robo-adviser compliance.

Fiduciary Duty Components

Your fiduciary duty has two main components:

Suitability for Robo-Advisers

Even with automated advice, you must ensure recommendations are suitable for each client:

⚠ "One Size Fits All" Risk

Robo-advisers with limited portfolio options must be especially careful. If you only offer five model portfolios, you must be able to demonstrate that each client is placed in the appropriate one based on their individual circumstances.

Conflicts of Interest Management

Common conflicts for robo-advisers include:

For each conflict, you must:

  1. Identify and document the conflict
  2. Disclose it to clients in Form ADV Part 2A
  3. Implement controls to mitigate or eliminate it
  4. Monitor compliance with those controls

Compliance Manual Requirements

Rule 206(4)-7 requires every RIA to adopt and implement written policies and procedures reasonably designed to prevent violations of the Advisers Act. Your compliance manual is the foundation of your compliance program.

Required Policies

At a minimum, your compliance manual must address:

Robo-Specific Policies

For robo-advisers, additional policies should cover:

Chief Compliance Officer

You must designate a Chief Compliance Officer (CCO) responsible for:

For small robo-advisers, the founder/CEO often serves as CCO. Larger firms may hire a dedicated compliance professional or outsource to a compliance consultant.

📋 Compliance Manual Checklist

Adopt written compliance policies and procedures
Designate Chief Compliance Officer
Include policies for portfolio management and trading
Establish Code of Ethics with personal trading rules
Create marketing and advertising policy
Adopt custody and safeguarding policy
Implement recordkeeping procedures
Establish business continuity and disaster recovery plan
Create algorithm governance policy
Develop cybersecurity and data protection policy
Adopt vendor management procedures
Train all employees on compliance policies
Obtain acknowledgment from employees that they received and understand policies

Annual Compliance Review Checklist

Rule 206(4)-7 requires you to conduct an annual review of your compliance program to assess its adequacy and effectiveness. The CCO must prepare a written report.

Annual Review Scope

Your annual review should examine:

📋 Annual Compliance Review Checklist

Review Form ADV for accuracy and completeness
Test algorithm for accuracy and appropriate outputs
Review sample client questionnaires and recommendations
Analyze execution quality and broker performance
Review fee calculations for accuracy
Test custody controls (fee deduction authorization, statements, etc.)
Review marketing materials for compliance with Marketing Rule
Audit employee personal trading reports
Review Code of Ethics compliance (holdings reports, pre-clearance)
Test cybersecurity controls and access logs
Evaluate vendor management and third-party oversight
Review business continuity plan and test disaster recovery
Assess recordkeeping compliance (retention, accessibility)
Review conflicts of interest and mitigation measures
Document compliance incidents and remedial actions taken
Update policies and procedures based on findings
Prepare written annual review report for senior management
Obtain board or management approval of annual review

SEC Examination Focus Areas

Understanding what the SEC looks for during examinations helps you prepare proactively. The Division of Examinations publishes annual examination priorities highlighting areas of focus.

Robo-Adviser Specific Examination Areas

When examining robo-advisers, the SEC focuses on:

Focus Area What Examiners Review Common Issues Found
Algorithm Disclosure Form ADV, client disclosures, algorithm documentation Inadequate disclosure of how algorithm works, limitations not explained
Suitability Questionnaires, recommendation logic, client profiles Insufficient client information gathered, inappropriate recommendations
Performance Claims Website, app, marketing materials, backtests Misleading performance, cherry-picked results, inadequate disclosures
Conflicts of Interest Form ADV, affiliated products, custodian relationships Undisclosed conflicts, inadequate mitigation measures
Custody Custodian agreements, client statements, fee deduction Improper fee deduction, missing client authorizations
Cybersecurity Written policies, risk assessment, incident response Outdated policies, no risk assessment, weak access controls
Marketing Rule All advertising, testimonials, performance presentations Prohibited claims, missing disclosures, inadequate substantiation
Form ADV Accuracy Part 1A and 2A for accuracy and completeness Stale information, missing disclosures, inaccurate descriptions

SEC Priorities for 2025

Recent SEC examination priorities relevant to robo-advisers include:

💡 Exam Preparation

Review the SEC's annual examination priorities when published (typically in February). Conduct a self-assessment of your compliance program against stated priorities and address any gaps before examination.

Common Violations and Enforcement Actions

Learning from others' mistakes is valuable. Here are notable robo-adviser enforcement actions and the lessons they teach.

⚠ Notable Robo-Adviser Enforcement Actions

Misleading Performance Claims (2020)
Violation: Robo-adviser advertised hypothetical performance based on unrealistic assumptions without adequate disclosures.
Penalty: $1.25 million fine.
Lesson: Backtested performance must include prominent disclosures and reasonable assumptions.
Custody Rule Failures (2018)
Violation: Failed to obtain written authorization from clients before deducting advisory fees; did not deliver itemized invoices.
Penalty: $850,000 fine.
Lesson: Custody Rule compliance requires strict adherence to all conditions.
Form ADV Inaccuracies (2019)
Violation: Form ADV Part 2A failed to adequately describe algorithm methodology and conflicts of interest from affiliated ETFs.
Penalty: $500,000 fine.
Lesson: Form ADV must provide clear, complete disclosure of how your service works and material conflicts.
Best Execution Failure (2021)
Violation: Selected affiliated broker-dealer for execution without adequate analysis; failed to seek best execution.
Penalty: $2 million fine plus disgorgement.
Lesson: Broker selection must be based on best execution analysis, not convenience or affiliate relationships.
Marketing Rule Violations (2023)
Violation: Used client testimonials without required disclosures; showed performance of only top-performing accounts.
Penalty: $750,000 fine.
Lesson: Marketing Rule requires strict compliance with testimonial and performance advertising requirements.

⚠ Enforcement Trends

The SEC has increased enforcement activity against robo-advisers. Common themes include misleading marketing, inadequate disclosure, and compliance program deficiencies. Penalties often exceed $1 million. Proactive compliance is far less expensive than enforcement defense.

Cost Estimates for Compliance Program

Building a compliant robo-adviser requires investment in legal, technology, and personnel resources. Here are realistic cost estimates for different stages.

Initial Launch Costs

Startup Compliance Budget (Pre-Launch)

Entity formation and initial legal review
$10,000 - $25,000
RIA registration filing and legal assistance
$15,000 - $40,000
Compliance manual development
$10,000 - $30,000
Form ADV preparation
$5,000 - $15,000
Client agreements and disclosures
$5,000 - $15,000
Custodian integration and agreements
$5,000 - $20,000
Cybersecurity assessment and implementation
$10,000 - $30,000
Initial compliance technology (tools, software)
$5,000 - $15,000
TOTAL INITIAL INVESTMENT
$65,000 - $190,000

Ongoing Annual Costs

Annual Compliance Operating Budget

Chief Compliance Officer (salary or consultant)
$50,000 - $150,000
Outside legal counsel (retainer and ad hoc)
$15,000 - $50,000
Form ADV annual amendment
$2,000 - $5,000
Annual compliance review
$10,000 - $25,000
Compliance software and tools
$5,000 - $20,000
Cybersecurity monitoring and updates
$10,000 - $30,000
Training and education
$3,000 - $10,000
Errors & omissions insurance
$5,000 - $25,000
Cyber insurance
$5,000 - $15,000
State registration fees and renewals
$2,000 - $10,000
TOTAL ANNUAL BUDGET
$107,000 - $340,000

Budget Optimization Strategies

✓ Investment Perspective

While compliance costs are significant, they are substantially less than enforcement penalties, litigation costs, or reputational damage from compliance failures. View compliance as risk management investment, not just overhead.

Master Implementation Checklist

This comprehensive checklist consolidates all major compliance requirements for launching and operating a robo-adviser.

📋 Complete Robo-Adviser Compliance Checklist (50+ Items)

Registration & Formation
Form business entity (LLC, corporation)
Obtain EIN and open business bank account
Determine SEC vs. state registration requirement
Complete Form ADV Part 1A and 2A
File RIA registration through IARD
Register investment adviser representatives
File notice filings in applicable states
Compliance Infrastructure
Designate Chief Compliance Officer
Develop comprehensive compliance manual
Adopt Code of Ethics
Create marketing and advertising policy
Establish recordkeeping procedures
Implement business continuity plan
Algorithm & Technology
Document algorithm design and methodology
Conduct backtesting and maintain records
Test algorithm for accuracy and appropriate outputs
Create algorithm governance and change management policy
Implement monitoring for algorithm errors
Design client questionnaire to gather sufficient information
Test questionnaire logic and recommendation engine
Client Documentation
Draft client advisory agreement
Prepare Form CRS (Customer Relationship Summary)
Create Regulation S-P privacy notice
Develop risk disclosure documents
Draft fee deduction authorization form
Custody & Execution
Select and contract with qualified custodian
Ensure custodian sends statements directly to clients
Implement fee deduction procedures compliant with Custody Rule
Conduct broker-dealer due diligence for execution
Adopt best execution policy
Establish trade allocation procedures
Cybersecurity
Adopt written cybersecurity policy
Conduct cybersecurity risk assessment
Implement data encryption (in transit and at rest)
Deploy multi-factor authentication
Establish incident response plan
Conduct vendor security due diligence
Obtain cyber liability insurance
Marketing & Advertising
Review website and app content for compliance
If showing performance, ensure all required disclosures
Label backtested/hypothetical performance clearly
Implement pre-approval process for marketing materials
Maintain records of all advertisements
Operations & Ongoing Compliance
Implement employee personal trading monitoring
Establish quarterly compliance testing procedures
Conduct annual compliance review
Provide annual compliance training to employees
Update Form ADV annually (within 90 days of fiscal year end)
Deliver Form ADV Part 2A to clients annually
Maintain books and records per Rule 204-2
Monitor regulatory developments and update policies
Insurance & Risk Management
Obtain errors & omissions (E&O) insurance
Obtain cyber liability insurance
Consider directors & officers (D&O) insurance
Obtain fidelity bond if required by state
Disclaimer: This checklist provides general information about robo-adviser compliance requirements under federal securities laws. It does not constitute legal advice and is not a substitute for consultation with qualified securities counsel. State law requirements may impose additional obligations. The specific requirements for your robo-adviser will depend on your business model, jurisdiction, and other factors. Always consult with an experienced securities attorney before launching or operating a robo-adviser.