Settle — Business Requirements Document

Section 01

Executive Summary

When a family member dies, the people left behind face an immediate, chaotic, and largely invisible administrative burden. The average executor spends 570–600 hours over 16–18 months closing accounts, filing documents, notifying institutions, settling debts, and transferring assets — all while grieving. Families spend an average of $12,616 in total death-related expenses, with legal fees alone frequently exceeding $10,000 on estates over $1 million.

Settle is a direct-to-consumer web application that transforms estate administration from an opaque, stressful ordeal into a guided, sequenced, and emotionally supportive experience. It is not a legal service. It is not a document filing tool. It is the organized, knowledgeable friend who has done this before — one who knows which phone calls to make today, what documents to gather, when to involve an attorney, and how to detect benefits the family didn't know existed.

Core Objective: Reduce executor time-to-completion and out-of-pocket administrative cost by at least 40% while delivering a compassionate, jargon-free experience that a grief-impaired adult can navigate on the worst week of their life.

3.1M

US deaths per year requiring some settlement activity

570h

Average executor hours per estate (EstateExec)

$12,616

Average family admin cost per estate (Empathy 2024)

16 mo

Average time to settle an estate

$15.8B

Estate admin services market (2025, global)

Section 02

Problem Statement

The Executor's Burden

The executor — almost always a first-timer, almost always a family member, almost always unpaid — inherits a 150+ step process with no instruction manual, no map, and no institutional support. They don't know what they don't know. They make errors of omission: missing benefit claims, failing to freeze credit, overpaying attorneys for tasks they could have completed themselves, or paying estate debts before understanding state-law priority rules.

The Grief Multiplier

Acute grief impairs cognitive function. Research consistently shows reduced working memory, executive function, and decision-making capacity in the months following a significant loss. Yet the legal and financial system generates hard deadlines — some within 30 days of death — with no accommodation for this reality. Settle must be designed assuming cognitive impairment of the primary user, not as an edge case but as the baseline condition.

The Information Asymmetry Problem

Institutions (banks, insurance companies, government agencies) hold tremendous power in the settlement process. They have standardized scripts and procedures that executors do not know. They may reject improperly filed documents, require notarizations that aren't legally required, or delay processing indefinitely if the caller doesn't know the right words. Settle levels this asymmetry by putting institutional knowledge in the executor's hands before every call.

The Legal Complexity Problem

Probate law is state-specific. Small estate thresholds range from $5,000 (Pennsylvania) to $184,500 (California). What requires a lawyer in one state may be a simple form in another. Digital assets (email, social media, crypto, cloud storage) are governed by RUFADAA — a relatively new uniform law adopted inconsistently across states. Settle must provide state-accurate, current guidance without crossing into the unauthorized practice of law.

Section 03

Market Context

Competitive Landscape

The estate settlement technology market has attracted significant venture capital: Empathy ($162M), Atticus ($107M), Alix ($30M). Despite this, no product has achieved mass direct-to-consumer penetration. Empathy requires an employer or insurance carrier relationship. Atticus's form-heavy UX overwhelms grieving users. Alix is early stage. ClearEstate's $20,000 minimum fee eliminates the majority of estates.

Settle's differentiated position: Direct-to-consumer access, grief-first UX design, state-specific adaptive sequencing, and hands-on call preparation — not just guidance. We help families do the work, not just understand it.

Distribution Opportunity

While Settle launches direct-to-consumer, natural B2B2C distribution partners exist: funeral homes (point-of-sale, high intent), hospice organizations (pre-need, proactive), life insurance carriers (post-claim trigger), banks and credit unions (estate notification triggers), and employers (bereavement benefit). These channels may be pursued post-MVP.

Section 04

User Personas

These four personas represent the primary design targets. All product decisions should be tested against the question: "Would Diego be able to do this on day 3 of grief?" and "Would Sandra find this sufficient for a complex estate?"

Sandra Kowalski

Power User & Repeat Executor

Background

54, Chicago. Served as executor for her father (2019) and aunt (2024). Financial analyst by profession. Has a deep distrust of tools that hide complexity from her. Wants full plan visibility, access to raw checklists, and the ability to override system recommendations.

Goals

Complete settlement in under 12 months. Track all open items on a single dashboard. Minimize attorney time and cost.

Pain Points

Frustrated by tools that over-simplify and hide the full task list. Wants to see dependencies. Needs to delegate subtasks to siblings.

Power Mode Full Visibility Multi-Executor Delegation

"Don't give me a to-do list. Give me a project plan with dependencies. I'm going to finish this estate right."

Marcus Webb

Estate Attorney & Expert Advisor

Background

47, Atlanta. Estate planning and probate attorney with 18 years of experience. His clients regularly come to him having made costly mistakes with DIY tools that gave incorrect or oversimplified legal guidance. He supports technology that stays in its lane.

Goals

Refer clients to Settle for the administrative tasks while retaining the legal work that genuinely requires counsel. Wants the tool to accurately distinguish between information and legal advice.

Pain Points

Tools that practice law without a license. Incorrect state-specific guidance. Clients who delay calling him because a tool told them they didn't need a lawyer.

UPL Compliance Attorney Escalation State Accuracy

"I want Settle to make my clients informed and organized before they call me — not to replace me for things that require a lawyer."

Diego Reyes

First-Time Executor & Cross-Border Case

Background

38, Los Angeles. Father died suddenly; his mother, a Mexican citizen, is the primary beneficiary of a modest estate (home, car, checking account, small 401k). Diego has never done this before. He speaks English well but is navigating grief, a grieving mother, and cross-border asset considerations simultaneously.

Goals

Understand what he needs to do right now. Not be overwhelmed. Not miss anything important. Not have to become an expert in probate law.

Pain Points

Legal jargon. Not knowing what he doesn't know. Fear of making expensive mistakes. Unclear cross-border considerations. Cognitive fog from grief.

Plain Language First-Timer Grief-Impaired Phone Scripts

"I don't know where to start. I just need someone to tell me: what do I do today?"

Dr. Amara Osei

Grief Researcher & Equity Advocate

Background

51, Boston. Associate professor of clinical psychology, specializing in complicated grief and health equity. Consultant to Settle on UX design and feature prioritization. She holds the product accountable to the research on grief-impaired cognition and to equity outcomes across race, income, and geography.

Goals

Ensure Settle does not exploit vulnerability. Ensure it reduces, not amplifies, existing inequities in estate administration. Validate emotional support features against clinical evidence.

Pain Points

Tools that optimize for completion speed at the expense of emotional safety. Features that perform care without providing it. Equity gaps in who can access and use the platform.

Accessibility Equity Clinical Evidence Check-Ins

"Grief impairs executive function. Every design decision needs to account for a person who is cognitively compromised but legally responsible."

Section 05

Product Vision & Principles

Vision Statement

Settle is the organized, knowledgeable companion that guides every American family through estate administration — from the first phone call to the final account closure — with the clarity of a trusted advisor, the warmth of a friend who has done this before, and the precision of a system that doesn't let anything fall through the cracks.

Design Principles

1. Grief First. The user is cognitively impaired. Assume this. Design for it. Never prioritize administrative efficiency over emotional safety.

2. Progressive Disclosure. Show only what is needed right now. The full complexity of estate administration should be accessible but never forced. Diego sees Daily Three. Sandra sees the full dependency graph — when she asks for it.

3. Information, Not Advice. Settle explains what the law says and what options exist. It does not tell users what to do in situations that require legal judgment. The line between information and advice is a compliance line, not a design choice.

4. Adaptive, Not Static. The task plan is not a checklist printed at intake. It is a living document that evolves as discoveries are made. Found a brokerage account on day 12? The plan updates. Discover the estate qualifies for a small estate exemption? The probate tasks collapse.

5. Institutional Knowledge Equity. Phone scripts, institutional rules, escalation paths — this knowledge exists but is unevenly distributed. Families with attorneys or experienced relatives get it for free. Settle makes it universally accessible.

Section 06

Intake & Onboarding Requirements

P0 Must have at launch

P1 High priority, V1.1

P2 Medium priority

P3 Future consideration

ID	Requirement	Description & Acceptance Criteria	Priority
INT-01	Conversational Intake Interview	The onboarding flow presents one question at a time in plain, conversational language. No page of form fields. No legal jargon without inline explanation. Maximum 20 questions before first task is surfaced. No legal term appears without a plain-language tooltip or inline definition Each question has a visible "I'm not sure" option that never blocks progression Estimated completion time shown at start ("About 8 minutes") Progress indicator shows steps remaining	P0
INT-02	"I'm Not Sure" Always Available	Every intake question must include an "I'm not sure" response path that does not block task generation. When selected, Settle flags the item for later resolution and generates a conservative task set based on assumptions. "I'm not sure" answers are tracked as unresolved items surfaced in onboarding follow-up tasks Conservative assumptions are documented and visible to the user System never blocks progression on uncertainty	P0
INT-03	State of Residence Capture	Intake must capture the state in which the deceased was a legal resident at time of death. This field determines which probate rules, small estate thresholds, and statutory deadlines apply to the entire task plan. State is confirmed with user before plan generation If state changes post-intake (e.g., winter resident), system offers re-calibration Multi-state property ownership flagged for attorney escalation	P0
INT-04	Asset Class Inventory	Intake collects high-level asset categories (real property, financial accounts, vehicles, retirement accounts, life insurance, digital assets, business interests, foreign assets). Specific account details are not required at intake. Asset class selection uses plain labels ("retirement accounts like 401k or IRA") not legal terminology Foreign asset flag immediately surfaces attorney escalation recommendation Estimated total estate value range (not exact) determines probate path recommendation	P0
INT-05	Executor Role Confirmation & Education	Intake confirms whether a will exists and names the user as executor. If the user is unsure of their legal authority, Settle explains the distinction between executor (will), administrator (no will), and next-of-kin (no legal appointment needed for some tasks). Three paths: named executor, no will / appointed administrator, no formal appointment Each path generates a different initial task set Intestate succession overview provided when no will is indicated	P0
INT-06	Death Certificate Count Guidance	Based on asset inventory, Settle recommends how many certified copies of the death certificate to order. Most institutions require an original; digital copies are not accepted. System generates a specific recommended count. Default recommendation: 10–15 certified copies for typical estate Per-institution DC requirement tracked in institution database Recommendation adjusts if real property, vehicles, retirement accounts, or probate detected	P0
INT-07	Beneficiary & Heir Count	Intake captures whether there are multiple heirs, minor beneficiaries, or disputed inheritance situations — each of which affects probate complexity and creates specific task requirements. Minor beneficiary flag triggers guardianship/custodianship task generation Disputed/contested flag immediately surfaces attorney escalation recommendation Co-executor identification enables delegation features (P1)	P0
INT-08	Plan Generation with Inline Explanation	After intake, Settle generates the initial task plan and presents a summary screen explaining: (a) why each major task category was included, (b) what assumptions were made for "I'm not sure" answers, and (c) what will change as discoveries are made. Summary screen uses plain language, not task IDs or legal categories Each assumption is visible and editable from the summary screen User can begin without reviewing summary (never blocked)	P0
INT-09	Return User Resume Flow	A user who begins intake and abandons can return and resume from exactly where they left off. Partial intake data is preserved for 30 days. Email or magic link allows return to exact intake step No requirement to re-enter previously provided data Abandoned intake reminder sent at 24h and 72h (opt-out available)	P1
INT-10	Multi-Executor / Delegate Access	The primary executor can invite co-executors or family helpers with role-based access levels (full access, task view only, specific task assignment). Each user has their own authenticated session. Invite via email with secure token link Three access levels: Administrator, Collaborator, Viewer Activity log shows who completed or modified each task	P1

Section 07

Task Management & Sequencing Requirements

ID	Requirement	Description & Acceptance Criteria	Priority
TSK-01	State-Specific Dependency-Ordered Task Sequence	The task plan is a directed acyclic graph (DAG) of tasks, not a flat checklist. Each task has prerequisite relationships. Settle surfaces only tasks whose dependencies are satisfied. State of death determines which tasks exist and their required order. Task graph includes at minimum: immediate (0–7 days), short-term (7–30 days), medium-term (30–90 days), long-term (90+ days) phases Dependency violations are visually indicated with clear explanation Power users can view full DAG (Sandra persona) State-specific statutory deadlines are attached to time-sensitive tasks	P0
TSK-02	Adaptive Task List (Discovery-Driven Updates)	When a user discovers a new asset, institution, or complication, marking it in Settle automatically generates new tasks and inserts them into the plan at the appropriate dependency position. The plan is always the current ground truth. "I found a new account" flow available from any screen Adding an institution creates institution-specific tasks (notify, close/transfer, document) User notified of plan changes with plain-language explanation of what was added and why Task count delta shown ("3 new tasks added to your plan")	P0
TSK-03	Statutory Deadline Tracking	Tasks with legal deadlines (creditor notice periods, tax filing deadlines, probate filing windows) display a deadline date, days-remaining countdown, and consequence summary if the deadline is missed. Deadline dates calculated from date of death captured at intake Overdue tasks surface immediately in Daily Three Email/push reminder at 14 days, 7 days, 3 days before deadline Consequence language reviewed by licensed attorney; updated quarterly	P0
TSK-04	Task Detail View	Each task has a detail view containing: why this task matters, step-by-step instructions, what documents are needed, estimated time, whether an attorney is recommended, and a link to any associated phone script or document template. Instructions use plain language (max 8th grade reading level target) Attorney recommendation flag is prominent and non-dismissible on legally sensitive tasks Estimated time range shown ("Usually takes 20–45 minutes")	P0
TSK-05	Task Status Workflow	Tasks move through statuses: Locked (dependency not met), Available, In Progress, Waiting (action taken, awaiting institution response), Complete, Skipped (with reason). Waiting status includes a follow-up reminder. Waiting status captures: date actioned, institution contacted, follow-up date Follow-up reminder fires on the follow-up date Skipped tasks require a skip reason from a fixed list or free text	P0
TSK-06	Phase Overview / Full Plan View	A "Full Plan" view shows all tasks organized by phase, with completion counts and overall estate progress percentage. Toggling between simplified (Diego) and power (Sandra) view affects density and detail shown. Overall progress shown as percentage of non-skipped tasks complete Phase completion indicators (0 of 12 immediate tasks complete) Power Mode toggle (P0 feature, see Section 8) unlocks dependency graph and full detail	P0
TSK-07	Probate Path Determination	Based on estate value, state of death, and asset types, Settle determines and displays which probate path applies: full probate, simplified/summary administration, small estate affidavit, or no probate required. Each path generates a different task set. State-specific small estate thresholds stored and maintained in institutional rules database Determination displayed with plain-language explanation and reasoning Re-determination triggered if estate value estimate changes Attorney escalation recommended for full probate in all states	P0
TSK-08	Task Notes & Call Log	Each task includes a free-text notes field and a call log where the user can record: date/time, contact name, reference number, outcome, and next steps. This log becomes a legal record of the administration. Call log entries are timestamped and immutable after 24 hours Exportable as PDF for attorney or court use Reference number field auto-formatted to common patterns (e.g., case numbers)	P1

Section 08

Daily Three & Power Mode Requirements

The Daily Three is Settle's primary interface for grief-impaired users. Estate administration is a marathon. The Daily Three reduces it to three manageable tasks per day, protecting the user from decision fatigue and cognitive overload while maintaining consistent forward progress.

Completion screen uses warm, non-performative language
If deadline is within 7 days, one additional urgent task may be surfaced with explicit explanation
No "you're on a streak!" gamification language

ID	Requirement	Description & Acceptance Criteria	Priority
D3-01	Daily Three Task Selection Algorithm	Each day, Settle surfaces exactly three tasks, selected by a prioritization algorithm that weighs: (1) deadline urgency, (2) dependency-unlocking value, (3) estimated time under 30 minutes each, (4) task type variety (not three phone calls in one day). Overdue tasks always appear in Daily Three until complete Algorithm avoids surfacing emotionally heavy tasks on consecutive days when possible Today's three cannot include more than one phone call task unless overdue Selection is recalculated each day at midnight local time	P0
D3-02	Daily Three Home Screen	The default landing screen after login shows the Daily Three with large, tappable task cards. Each card shows task name, estimated time, a one-sentence "why this matters" description, and completion controls. Nothing else competes for attention on this screen. Three tasks maximum shown by default Each card includes: task name, time estimate, "why it matters" (max 20 words), and complete button "See full plan" link available but not prominent on default view Completed tasks replace with subtle celebration and next-day preview	P0
D3-03	Power Mode Toggle	A persistent toggle in the interface switches between Standard Mode (Daily Three, simplified view) and Power Mode (full task plan, dependency view, all tasks visible, batch operations). Power Mode is remembered per user session but resets to Standard Mode on next login. Toggle is accessible from the main navigation, not buried in settings Mode state persists for current session Power Mode unlocks: full task DAG, batch task completion, dependency editing (within constraints), export functions Toggle is labeled clearly ("Simplified" / "Full Plan") without value judgment	P0
D3-04	Swap Task Option	Users can swap one of their Daily Three tasks for an alternate available task. The system offers three alternatives. Swapped tasks are not penalized and reappear in future Daily Three cycles. Swap available once per task per day Alternatives suggested by same prioritization algorithm as primary selection No judgment language around swapping ("Need to do something else today?" not "Skip this task")	P0
D3-05	All Three Done — Celebration & Rest Prompt	When all three daily tasks are marked complete, the screen acknowledges the accomplishment and encourages rest. It does not push additional tasks on completion day unless a deadline is imminent.	P0
D3-06	Streak & Progress Tracking (Power Mode)	In Power Mode, a progress panel shows estate completion percentage, tasks completed this week, and estimated completion date range. Streak tracking is visible but not the primary metric. Estimated completion date uses historical completion velocity Progress visible without gamified language (no trophies, levels, or badges) Weekly summary email opt-in available (P2)	P2

Section 09

Phone Scripts & Call Preparation Requirements

One of Settle's most differentiated features. Executors lose hours to institutional hold times, misdirected calls, and rejections due to incomplete information. Phone scripts level the asymmetry between executor and institution by providing the right words, the right department request, and the right documentation checklist before every call.

Bereavement department phone numbers stored and maintained for top 100 institutions
Hold time estimates based on historical data or crowd-sourced reports
Institution database updated quarterly minimum

ID	Requirement	Description & Acceptance Criteria	Priority
SCR-01	Generated Opening Script	For every institution-contact task requiring a phone call, Settle generates a ready-to-read opening statement. The script includes the caller's name, relationship to deceased, account identification, and the specific action being requested. Script is personalized with user-provided data (name, relationship, account numbers if known) Opening statement is 3–5 sentences, readable in under 30 seconds Script includes: "I need to reach your estate/bereavement department" routing language Copy-to-clipboard button available	P1
SCR-02	Document Checklist Before Call	Each call preparation screen includes a checklist of documents the caller should have physically available before dialing: death certificate, executor letters, account numbers, SSN of deceased, etc. Checklist is institution-specific where data is available. Institution-specific document requirements stored in institutional rules database Documents already uploaded to Settle document inbox are flagged as "Ready" Missing documents link to the task to obtain them	P1
SCR-03	Anticipated Pushback Scripts	Settle provides scripted responses for common institutional deflections: "We need the original death certificate" (when a copy was submitted), "You need to come in person," "We can't release information without Letters Testamentary," and similar. Minimum 5 pushback scenarios per major institution category (bank, insurance, SSA, retirement) Pushback scripts include accurate legal information (e.g., state rules on document acceptance) Scripts reviewed by licensed estate attorney before publication Scripts reviewed quarterly for accuracy	P1
SCR-04	Best Call Time & Routing Guidance	Where available from the institutional rules database, Settle displays: best phone number for estate/bereavement department, best days/times to call (avoid Monday mornings, month-end), and estimated hold time.	P1
SCR-05	Post-Call Recording	After completing a call, the user is prompted to log the outcome using structured fields: success/partial/no progress, representative name, reference number, what was agreed, and next action required. This populates the task call log. Post-call prompt appears immediately after task "I made the call" is tapped Skippable but prompted once per call task completion Reference number field is persistent and visible throughout subsequent task interactions	P1
SCR-06	Escalation Script (When Call Fails)	If a call results in "no progress" three times for the same task, Settle surfaces an escalation script: supervisor escalation language, regulatory complaint threat language (CFPB, state banking regulator), and attorney letter template option. Escalation trigger: 3 failed call logs on same task Regulatory body reference is state-specific and institution-type-specific Attorney escalation option always available regardless of call count	P2

Section 10

Notification Service Requirements

Settle's notification service addresses the most time-intensive part of estate administration: notifying the 20–40+ institutions that must be informed of the death. Three service tiers accommodate different executor needs and willingness to pay.

Tier 1 — Auto Automated dispatch, no human involvement

Digital-first institutions (streaming, subscriptions, some utilities)
Settle sends notification on executor's behalf via API or email
Confirmation tracked automatically
Included in base subscription

Tier 2 — Managed Human agent completes on executor's behalf

Banks, credit cards, utilities requiring phone contact
Settle agent calls, navigates hold, completes notification
Outcome logged and returned to executor
Premium add-on, per-institution or bundle pricing

Tier 3 — Prep Executor makes call with full preparation

Complex institutions requiring executor presence
Attorney-required matters
Settle provides full script and document checklist
Included in base subscription

ID	Requirement	Description & Acceptance Criteria	Priority
NOT-01	Institution Classification Engine	Each institution in the estate is automatically classified into Tier 1, 2, or 3 based on notification method, complexity, and legal requirements for executor presence. Classification is displayed to the user before dispatch. Classification rules stored in institutional rules database User can override classification (triggers review, not automatic acceptance) Tier 1 candidates include: Netflix, Spotify, gym memberships, most email providers, some utilities Tier 2 candidates include: bank accounts, credit cards, retirement accounts, insurance Tier 3 mandatory for: probate filings, title transfers, IRS communications	P1
NOT-02	Tier 1 Automated Notification Dispatch	For Tier 1 institutions with API or email-based notification pathways, Settle generates and sends the death notification on the executor's behalf. The executor reviews and approves the notification before dispatch. Executor approval required before any notification is sent Notification text is shown to executor in preview before dispatch Confirmation receipt stored in document inbox Failed deliveries escalated to Tier 3 with explanation	P1
NOT-03	Tier 2 Managed Call Service	For Tier 2 institutions, a Settle agent calls on the executor's behalf with proper authorization (limited Power of Attorney equivalent or executor authorization). The agent logs the outcome and returns results within 3 business days. Agent equipped with executor-provided authorization letter generated by Settle Scope of agent authority is strictly limited to notification and basic account status inquiry Agent cannot make legal decisions or sign documents on executor's behalf Outcome report delivered to executor with reference numbers and next steps SLA: outcome delivered within 3 business days of dispatch	P1
NOT-04	Notification Status Dashboard	A dedicated view shows all institutions, their notification status, tier classification, dispatch date, and any pending actions. Status values: Not Started, Dispatched, Confirmed, Requires Follow-Up, Attorney Required. Filter by status, tier, and institution type Bulk dispatch for Tier 1 available in Power Mode Outstanding notifications included in Daily Three when overdue	P1
NOT-05	Credit Bureau Notification	Settle guides the executor through notifying all three major credit bureaus (Equifax, Experian, TransUnion) to place a deceased indicator on the credit file, preventing identity theft ("ghosting"). Step-by-step instructions for each bureau's process Required documents listed (death certificate, Social Security number) Follow-up task generated to confirm indicator was placed (usually 2–4 weeks) Plain-language explanation of what "ghosting" is and why this step matters	P1
NOT-06	SSA Death Notification Guidance	Settle provides state-specific guidance on Social Security Administration death notification, including: the funeral home's role in electronic death registration, what to do if the funeral home doesn't report, how to return any benefits paid after death, and survivor benefit eligibility. EDR (Electronic Death Registration) system explained in plain language Overpayment return instructions (benefits paid month of death rules) Survivor benefit eligibility scan triggers benefit discovery workflow SSA contact numbers and best call times provided	P0
NOT-07	DMV & Vehicle Title Notification	State-specific guidance for transferring vehicle titles, cancelling driver's license, and notifying the state DMV. Instructions differentiate between states that use TOD (Transfer on Death) vehicle titles and those that require probate transfer. State-specific TOD vehicle title rules stored in database Forms linked directly where state DMV provides online access Probate requirement flagged where applicable	P1

Section 11

Document Management Requirements

ID	Requirement	Description & Acceptance Criteria	Priority
DOC-01	Document Inbox with Auto-Naming	A central document inbox accepts uploaded files. When a document is uploaded, Settle suggests a standardized name based on document type recognition (via metadata and, post-MVP, OCR). User confirms or overrides name before filing. Accepts PDF, JPG, PNG, HEIC (mobile photo upload) Suggested names follow convention: [DocType]_[Institution]_[YYYYMMDD] Document type categories: Death Certificate, Will, Letters Testamentary, Bank Statement, Insurance Policy, Tax Document, Property Deed, Vehicle Title, Correspondence, Other Maximum file size: 25MB per document	P1
DOC-02	Task-Document Linking	Documents can be linked to one or more tasks. When a task requires a specific document, Settle shows whether that document is already in the inbox or needs to be obtained. Document required → task shows "Upload required document" prompt Document present → task shows "Ready: [document name]" with link One document can be linked to multiple tasks (e.g., will links to probate, executor confirmation, asset transfer tasks)	P1
DOC-03	Death Certificate Tracker	A dedicated tracker for certified death certificate copies: total ordered, total available, allocated (assigned to a task or institution), and unallocated. Alerts when supply runs low based on pending tasks. Alert threshold: fewer than 2 unallocated copies remaining Reorder instructions for county vital records office provided Per-copy tracking (not just count) not required at MVP	P1
DOC-04	Document Security & Retention	All documents stored encrypted at rest (AES-256) and in transit (TLS 1.3). Documents are retained for 7 years post-estate-close, then deleted with 90-day advance notice. User can download all documents as ZIP at any time. Encryption at rest: AES-256 Transmission: TLS 1.3 minimum Bulk download available at any time Retention policy shown at account creation and at document upload No documents shared with third parties without explicit user consent	P0
DOC-05	Document Request Templates	For documents the executor needs to obtain (Letters Testamentary, probate court orders, certified copies), Settle provides fill-in-the-blank request templates and instructions for where to send them. Templates available for: probate court petition, Letters Testamentary request, vital records request, employer death benefit claim State-specific templates where required (not generic) Instructions include mailing address, filing fee, and turnaround time expectation	P1
DOC-06	Digital Asset Inventory	Settle includes a guided inventory of digital assets: email accounts, social media profiles, cloud storage, password managers, cryptocurrency, and online financial accounts. Each asset category is assigned a RUFADAA-compliant handling recommendation. Inventory captures: platform name, estimated value, known login method, disposition preference (memorialize, delete, transfer) RUFADAA state adoption status shown for user's state Attorney escalation recommended for crypto assets above $1,000 Links to each platform's official deceased user process	P2

Section 12

Benefit Discovery Requirements

Billions of dollars in survivor benefits go unclaimed annually. Social Security survivor benefits alone are systematically under-claimed due to lack of awareness. Settle's benefit discovery scan is a differentiating feature with direct economic value to families.

ID	Requirement	Description & Acceptance Criteria	Priority
BEN-01	Survivor Benefit Discovery Scan	Based on intake data (age, employment history indicator, marital status, children), Settle generates a personalized list of potential survivor benefits to investigate, with instructions for each. Scan covers: Social Security survivor/lump-sum benefits, SSA spousal benefits, VA death/dependency benefits, employer death benefits, union death benefits, life insurance (including through credit cards, bank accounts), and pension survivor options Each benefit includes: who qualifies, how to apply, where to apply, what documents are needed, and deadlines Benefit amount estimates shown where calculable (e.g., SSA survivor benefit estimate)	P1
BEN-02	Unclaimed Property Search Guidance	Settle guides the executor to search state unclaimed property databases for assets belonging to the deceased that may have been turned over to the state: dormant bank accounts, uncashed checks, forgotten insurance policies. Direct links to all 50 state unclaimed property portals (NAUPA MissingMoney.com integration) Step-by-step claim instructions provided Multi-state search guidance (deceased may have lived in multiple states) Task generated to perform search within 30 days of estate opening	P1
BEN-03	Life Insurance Discovery	Many families are unaware of all life insurance policies held by the deceased. Settle guides the executor through the MIB Group life insurance locator service and the NAIC Life Insurance Policy Locator. NAIC Policy Locator direct link and instructions MIB Group search instructions Common hidden policy locations: employer benefits, credit card coverage, mortgage protection, final expense, AARP, veterans policies Task to review all mail and email for premium payment notices	P1
BEN-04	VA Benefits Identification	If military service is indicated during intake, Settle generates a comprehensive VA benefits checklist covering: burial allowance, Dependency and Indemnity Compensation (DIC), survivor pension, CHAMPVA health insurance, and educational benefits for dependents. Military service flag at intake triggers full VA workflow VA benefit types explained in plain language (no military acronyms without definition) eBenefits portal link and phone number provided VSO (Veterans Service Organization) referral provided	P1
BEN-05	Benefit Tracking Dashboard	A dedicated benefit section shows all identified potential benefits, their application status, and estimated or confirmed amounts. Total potential value surfaced helps motivate completion. Status values: Identified, Applied, Approved, Denied, Ineligible Denied benefits show appeal instructions where applicable Aggregate estimated value displayed ("You may have up to $X in unclaimed benefits")	P1

Section 13

AI Assistant & Attorney Escalation Requirements

UPL Warning: The AI assistant provides information about law, not legal advice. Every AI response that touches on legal matters must include a disclosure. The assistant must never advise a user on what legal decision to make — only on what the law says and what options exist.

ID	Requirement	Description & Acceptance Criteria	Priority
AI-01	State-Specific AI Assistant	An AI assistant answers questions about the estate administration process with knowledge of the user's state probate rules, small estate thresholds, and relevant deadlines. All responses are grounded in the user's specific estate context (state, asset types, probate path). Assistant has access to: user's state, probate path, asset types, task list, and pending items Responses cite state-specific rules where applicable ("In California, the small estate threshold is...") Information/advice boundary enforced in system prompt and output filters Every response touching legal topics includes disclosure: "This is information about the law, not legal advice."	P2
AI-02	Attorney Escalation Trigger	When a user question or task situation reaches a threshold of legal complexity, the AI assistant proactively recommends attorney consultation with a specific explanation of why. Escalation is never a dead end — it includes next steps. Automatic escalation triggers: contested will, foreign assets, minor beneficiaries, business interests, estate tax threshold proximity, disputed creditor claims Escalation recommendation includes: what type of attorney to seek, what to bring to the consultation, questions to ask Referral to state bar lawyer referral service provided Never escalates for tasks that do not genuinely require attorney involvement	P2
AI-03	Question History & Follow-Up	AI conversations are preserved within the estate record for the duration of administration. Users can return to previous questions and the AI has context from prior conversations. Conversation history stored per estate record Previous questions searchable AI references prior conversation context to avoid repetition	P2
AI-04	AI Response Quality Controls	All AI responses in the legal/financial domain are constrained by a curated knowledge base of state-specific probate rules reviewed and maintained by licensed estate attorneys. AI does not free-generate legal guidance outside this knowledge base. Knowledge base reviewed by licensed attorneys per state, updated annually minimum Out-of-scope questions deflected to attorney referral, not guessed Hallucination mitigation: AI cites source within knowledge base or declines to answer Responses flagged for human review when confidence is below threshold	P2

Section 14

Emotional Support Layer Requirements

Settle is not a grief app, and it does not attempt to provide grief therapy. The emotional support layer exists to acknowledge the human context of the work being done, to pace the administrative demands appropriately, and to connect users with professional resources when needed.

ID	Requirement	Description & Acceptance Criteria	Priority
EMO-01	Emotional Check-In	On login, the user is offered (never required) a one-question emotional check-in: "How are you holding up today?" with a 5-point scale and optional text. Responses influence Daily Three task selection (avoiding heavy tasks on low-capacity days) but are never shared without consent. Check-in is optional — dismissible with one tap Low capacity response reduces Daily Three to 2 tasks and selects shorter-duration options Responses are encrypted and not used for any commercial purpose Check-in is never shown more than once per login session	P2
EMO-02	Task Language Sensitivity	All task descriptions, system messages, and UI copy are written with awareness of the emotional context. Terms like "dispose of," "liquidate," and "terminate" are replaced with plain-language equivalents that do not reduce the deceased to a balance sheet. UI copy reviewed by grief counselor or psychologist before launch Avoided language list maintained and applied via copy style guide User name and deceased name used throughout (not "the deceased" in user-facing copy)	P0
EMO-03	Crisis Resource Connection	At check-in responses of 1 (lowest capacity) and at any point the user types crisis-related language, Settle surfaces mental health resources: 988 Suicide and Crisis Lifeline, Crisis Text Line, and state-specific grief support resources. This is never intrusive and always user-initiated. Crisis resource page accessible at all times from footer/nav NLP trigger words reviewed by licensed mental health professional No AI-generated emotional support language — only factual resource referrals 988 number displayed prominently; no judgment framing	P2
EMO-04	Pace Accommodation	Settle never sends urgent-feeling notifications without a legitimate statutory reason. Deadline reminders include the consequence of missing the deadline, not just the deadline itself, so users can make informed decisions about pacing. All reminder language reviewed for urgency tone Snooze available for non-statutory reminders Notification frequency configurable (daily, weekly, deadline-only)	P0

Section 15

Long-Tail Monitoring Requirements

ID	Requirement	Description & Acceptance Criteria	Priority
LTM-01	Long-Tail Monitoring Mode	After the primary settlement tasks are complete (typically 12–18 months), the estate transitions to Long-Tail Monitoring Mode: a low-touch mode that monitors for late-arriving creditor claims, tax notices, unclaimed property hits, and other post-settlement discoveries for up to 24 months. Mode activated when 90% of non-skipped tasks are complete User receives monthly digest email (opt-in) rather than daily engagement Automatic alerts for: IRS notices, state tax department mail, new creditor claims Mode clearly labeled to set expectation ("Your estate is mostly settled — here's what we're watching")	P3
LTM-02	Tax Year Monitoring	Settle tracks the tax filing obligations of the estate across multiple tax years: final individual return, estate income tax return (Form 1041), estate tax return (Form 706 if applicable), and state equivalents. Reminders are sent at appropriate intervals. Final 1040 due April 15 following year of death 1041 required if estate income exceeds $600 706 threshold ($13.99M in 2025) shown with plain-language explanation State estate and inheritance tax thresholds tracked per state	P3
LTM-03	Estate Closure & Final Report	When all tasks are complete, Settle generates a final Estate Administration Report: a PDF summary of all tasks completed, documents filed, benefits claimed, institutions notified, and dates of action. This document serves as a legal record of the administration. Report includes: estate summary, task completion log with dates, document inventory, institution contact log, benefit status, total estimated time saved PDF is attorney-shareable and court-admissible in format (no graphics, plain text) Report generated on demand at any point, not just at closure	P3
LTM-04	Institutional Rules Database Maintenance	The institutional rules database (bereavement phone numbers, document requirements, Tier classification) is maintained on an ongoing basis. Changes in state probate law, SSA rules, or institutional policy are propagated to active estates within 30 days. Database reviewed quarterly for major institutions State law changes tracked via state legislature monitoring User notified if a rule change affects their active tasks	P3

Section 16

Non-Functional Requirements

ID	Category	Requirement	Target
NFR-01	Performance	Page load time (Time to Interactive)	< 2.5s on 4G connection; < 4s on 3G
NFR-02	Performance	Task plan generation after intake	< 5 seconds for plan generation and display
NFR-03	Availability	System uptime SLA	99.9% uptime, excluding scheduled maintenance windows (< 4h/month)
NFR-04	Security	Data encryption	AES-256 at rest; TLS 1.3 in transit; zero plaintext PII in logs
NFR-05	Security	Authentication	MFA required for document access and Tier 2 service dispatch
NFR-06	Accessibility	WCAG compliance	WCAG 2.1 Level AA minimum; target AAA for primary user flows
NFR-07	Accessibility	Reading level	All user-facing copy at or below 8th grade Flesch-Kincaid reading level
NFR-08	Mobile	Responsive design	Full functionality on mobile viewports (320px minimum width); 50%+ of users expected on mobile
NFR-09	Privacy	Data minimization	Collect only data required to generate the task plan and deliver features; no advertising data collection
NFR-10	Privacy	Account deletion	User-initiated account deletion removes all PII within 30 days; estate record backup offered before deletion
NFR-11	Scalability	Concurrent estates	Architecture supports 100,000 concurrent active estate records at launch target; horizontal scaling to 1M+
NFR-12	Reliability	Document storage redundancy	3x geographic redundancy for document storage; RPO < 1 hour, RTO < 4 hours
NFR-13	Maintainability	State rule updates	State probate rules updateable by non-engineer (CMS-driven) within 24h of a law change
NFR-14	Legal	Audit trail	Immutable audit log of all user actions on sensitive tasks (document uploads, notifications dispatched, task completions)
NFR-15	Internationalization	Language support	English at launch; Spanish (V1.1) given demographic priority (Diego persona); i18n architecture required from day 1

Section 17

Data Model

The following entities form the core data model. Relationships and key fields are summarized for engineering and architecture review.

Estate Root Entity

estate_idUUID PK

statusenum: active|closed|monitoring

state_of_deathstring (ISO 3166-2)

probate_pathenum: full|simplified|affidavit|none

estimated_value_rangeenum (10 brackets)

created_attimestamp

date_of_deathdate

intake_versionstring

power_mode_enabledboolean

asset_classes[]string[]

Deceased Person Entity

deceased_idUUID PK

estate_idUUID FK → Estate

first_namestring (encrypted)

last_namestring (encrypted)

ssn_last4string (encrypted)

date_of_birthdate (encrypted)

state_of_residencestring

military_serviceboolean

had_willenum: yes|no|unknown

marital_status_at_deathenum

Executor User Entity

executor_idUUID PK

estate_idUUID FK → Estate

user_idUUID FK → Auth

roleenum: administrator|collaborator|viewer

relationship_to_deceasedenum

legal_authorityenum: executor|administrator|none

state_of_residencestring

emotional_check_in_scoreint(1-5) nullable, session-scoped

notification_prefsjsonb

Task Core Work Entity

task_idUUID PK

estate_idUUID FK → Estate

template_idUUID FK → TaskTemplate

phaseenum: immediate|short|medium|long|monitoring

deadline_datedate nullable

dependency_ids[]UUID[]

assigned_executor_idUUID FK nullable

call_log[]jsonb[]

notestext

completed_attimestamp nullable

attorney_requiredboolean

Institution Contact Entity

institution_idUUID PK

estate_idUUID FK → Estate

institution_template_idUUID FK → InstitutionDB

namestring

notification_tierenum: 1|2|3

notification_statusenum: not_started|dispatched|confirmed|follow_up|attorney_required

account_identifierstring (encrypted) nullable

bereavement_phonestring

documents_required[]string[]

Document File Entity

document_idUUID PK

estate_idUUID FK → Estate

document_typeenum (10 types)

display_namestring

storage_keystring (encrypted path)

file_size_bytesinteger

mime_typestring

uploaded_attimestamp

uploaded_byUUID FK → Executor

linked_task_ids[]UUID[]

is_death_certificateboolean

is_certified_copyboolean nullable

Benefit Discovery Entity

benefit_idUUID PK

estate_idUUID FK → Estate

statusenum: identified|applied|approved|denied|ineligible

estimated_amountdecimal nullable

confirmed_amountdecimal nullable

application_deadlinedate nullable

application_urlstring nullable

denial_reasontext nullable

notestext

Section 18

Integrations

Settle's integration strategy prioritizes accuracy, compliance, and maintenance cost. Where direct API access is unavailable, screen-based or manual guidance is acceptable in MVP.

Social Security Administration (SSA)

Electronic Death Registration (EDR) status, survivor benefit eligibility guidance. SSA Business Services Online (BSO) for authorized representatives.

Guidance + links, MVP

State Probate Court Databases

State-specific probate rules, small estate thresholds, court filing fee schedules, and form links. 50-state coverage required at launch.

CMS-maintained database

Credit Bureaus (Equifax, Experian, TransUnion)

Guidance for placing deceased indicator. Direct API not available to non-CRA partners; step-by-step mail/phone instructions for each bureau.

Guided workflow

NAUPA / MissingMoney.com

National Association of Unclaimed Property Administrators. All 50 state portals linked; search instructions provided. Future: API integration where available.

Deep links + guidance

NAIC Life Insurance Policy Locator

National Association of Insurance Commissioners. Free service for beneficiaries to locate unknown life insurance policies. Direct link and workflow integration.

API (NAIC partner)

MIB Group Life Insurance Locator

Separate life insurance search service, fee-based. Integration provides instructions and links; user completes search independently.

Guidance + link

IRS (Tax Guidance)

Final 1040, Form 1041 (estate income), Form 706 (estate tax) — filing instructions, deadlines, and form links. No API; guidance and deep links to IRS.gov.

Guidance + IRS links

VA eBenefits / VA.gov

Veterans benefits application workflow. VA Benefits API (Lighthouse) available for accredited VSOs; explore partnership pathway for V1.1.

Guidance + deep links, MVP

Vital Records / Death Certificates

State vital records offices for certified copy orders. VitalChek integration (national provider) for online ordering where state-supported.

VitalChek API (V1.1)

Document Storage (S3-compatible)

Encrypted document storage with geographic redundancy. AWS S3 with server-side encryption and 3x replication across availability zones.

AWS S3 (internal)

Authentication / Identity

Passwordless (magic link) and social auth for reduced friction in grief context. MFA required for sensitive operations. Auth0 or equivalent.

Auth0 / Clerk

Email / Notification (Transactional)

Deadline reminders, daily digest, task updates, invite flows. SendGrid or Postmark with delivery tracking and unsubscribe compliance.

SendGrid / Postmark

Section 19

MVP Scope

The MVP delivers the core value proposition — guided, state-specific estate administration for the first-time executor — without the premium services (Tier 2 managed calls), advanced AI assistant, or long-tail monitoring. Revenue model at MVP is subscription-based.

Feature Area	MVP (In Scope)	Post-MVP
Intake & Onboarding	Full conversational intake (INT-01 through INT-08); plan generation	Resume flow (INT-09), multi-executor delegation (INT-10)
Task Management	State-specific DAG (TSK-01 through TSK-06), probate path determination (TSK-07)	Full call log / task notes export (TSK-08)
Daily Three / Power Mode	Daily Three (D3-01 through D3-05), Power Mode toggle (D3-03)	Progress tracking and streak metrics (D3-06)
Phone Scripts	Generated opening scripts (SCR-01), document checklist (SCR-02)	Anticipated pushback scripts (SCR-03), escalation scripts (SCR-06) in V1.1
Notification Service	SSA guidance (NOT-06), credit bureau guidance (NOT-05), Tier 3 prep for all institutions	Tier 1 automated dispatch (NOT-02), Tier 2 managed calls (NOT-03) — V1.1
Document Management	Document inbox with auto-naming (DOC-01), task linking (DOC-02), DC tracker (DOC-03), security (DOC-04), templates (DOC-05)	Digital asset inventory (DOC-06) — V1.1
Benefit Discovery	Benefit scan (BEN-01), unclaimed property guidance (BEN-02), VA benefits (BEN-04), benefit tracker (BEN-05)	Life insurance discovery API (BEN-03) — V1.1
AI Assistant	Not in MVP — estate administration requires validated knowledge base before safe deployment	Full AI assistant with attorney escalation (AI-01 through AI-04) — V1.1
Emotional Support	Language sensitivity (EMO-02), pace accommodation (EMO-04)	Emotional check-in (EMO-01), crisis resources (EMO-03) — V1.1
Long-Tail Monitoring	Tax year reminders (LTM-02 basic), estate closure report (LTM-03)	Full monitoring mode (LTM-01), institutional rules maintenance platform (LTM-04) — V1.1+
State Coverage	10 highest-volume states at launch: CA, TX, FL, NY, PA, OH, IL, GA, NC, MI	Full 50-state coverage — V1.1 target (6 months post-launch)

Section 20

Success Criteria & KPIs

Product Success (12 Months Post-Launch)

01

500 active estates created within 90 days of launch; 5,000 within 12 months
02

60% of users complete intake and generate a task plan on first session
03

30-day retention of 50% — users return at least 4 times in the 30 days following signup
04

NPS of 60+ at 90-day survey post-signup (Empathy's reported NPS: 75; target competitive positioning)
05

Average 40% reduction in self-reported estate administration time vs. baseline (570 hours) for completed estates
06

Zero UPL complaints — no complaints filed with state bars or regulatory agencies alleging unauthorized practice of law
07

$X average benefit value discovered per estate using the benefit discovery scan (baseline TBD at 100-estate cohort)
08

Monthly churn below 5% on subscription plan

Business Success (18 Months Post-Launch)

01

$1M ARR from direct subscription revenue; proof point for B2B2C channel conversations
02

2 signed distribution partnerships — funeral home chain, employer, or life insurance carrier partnership agreement executed
03

CAC payback period under 12 months at target subscription price point

Section 21

Compliance & Risk

UPL

Unauthorized Practice of Law (UPL) Risk

The primary legal risk for Settle. All 50 states prohibit the practice of law by non-attorneys. The line between legal information and legal advice is state-specific and fact-specific. Mitigation: (1) All AI and content responses include standard UPL disclaimers. (2) The product provides information about the law, not advice about what to do. (3) Attorney escalation paths are clear and triggered proactively. (4) All content reviewed by licensed estate attorneys before publication. (5) Product specifically disclaims legal advice in Terms of Service and at every legally adjacent touchpoint.

PII

Sensitive PII Handling

Settle processes highly sensitive data: Social Security numbers (last 4), financial account identifiers, health information (cause of death), and legal documents. Mitigation: AES-256 encryption at rest, TLS 1.3 in transit, field-level encryption for SSN and DOB, no plaintext PII in logs, data minimization by design, and quarterly security audits. Settle is not a HIPAA covered entity but treats health data with equivalent care.

DC

Death Certificate Handling

Certified copies of death certificates are legal documents. Settle stores digital scans but is explicit that digital copies are not accepted by most institutions. The product tracks physical copy allocation but does not claim to replace the physical document workflow. Users are advised not to submit original (non-certified) copies and to store originals securely.

DIG

Digital Assets / RUFADAA

The Revised Uniform Fiduciary Access to Digital Assets Act (RUFADAA) has been adopted in 47 states (as of 2025) but with variations. Settle's digital asset guidance is state-specific and references each state's version of RUFADAA where adopted. Non-RUFADAA states (and territories) receive a disclaimer that digital asset access may require additional legal steps. Cryptocurrency guidance strongly recommends attorney involvement given valuation, tax, and access complexity.

FIN

Financial Data Regulations

Settle does not hold, transfer, or access financial accounts. It provides guidance and tracks status but takes no financial actions on behalf of users. The Tier 2 managed notification service is strictly limited to death notification and account status inquiry — no account access, fund transfers, or financial transactions. This boundary must be maintained absolutely to avoid money transmitter licensing requirements.

PRB

State Probate Law Currency

Probate thresholds, rules, and forms change annually via state legislation. Settle's legal content must have a defined update cadence (quarterly minimum) with licensed attorney review. Outdated legal guidance is a direct UPL and liability risk. State law changes must trigger review of all affected content within 30 days of enactment.

AGE

Age & User Verification (COPPA Non-Applicability)

Settle's service is exclusively for adults (18+) acting in an executor or administrator capacity. COPPA (Children's Online Privacy Protection Act) is not applicable. Terms of Service require users to be 18+ and confirm capacity as executor, administrator, or authorized family representative. No minor user pathway exists.

ACC

Accessibility Compliance

WCAG 2.1 Level AA compliance is required for launch. Given the user population (older adults, grief-impaired users, users with varying digital literacy), accessibility is not optional. Screen reader compatibility, keyboard navigation, sufficient color contrast (minimum 4.5:1 ratio), and font size minimum (16px body) are non-negotiable requirements.

Section 22

Glossary

All legal and technical terms used in this document, defined in plain language. These definitions should also be available inline in the product.

Administrator

A person appointed by the court to manage someone's estate when they died without a will, or when the named executor cannot or will not serve. Does the same job as an executor, but the title is different and the appointment comes from the court, not the will.

Legal term: Letters of Administration (document confirming authority)

Beneficiary

A person or organization named to receive assets from an estate, a life insurance policy, or a retirement account. Beneficiaries on accounts with designated beneficiary forms (like a 401k or IRA) receive assets directly — those assets do not go through probate.

Certified Copy (Death Certificate)

An official copy of the death certificate issued by the county or state vital records office. It has an official seal and is the only version most banks, insurers, and courts will accept. A photocopy or printout does NOT count.

Creditor Notice Period

The time period during which creditors (people or companies the deceased owed money to) are allowed to file claims against the estate. This period is set by state law and starts when the executor publishes a notice in a newspaper or notifies known creditors. Paying any claims before this period ends can expose the executor to personal liability.

DAG (Directed Acyclic Graph)

A technical term for a map of tasks where some tasks must be completed before others can begin. For example, you must open an estate bank account before you can pay creditors from it. Settle uses this structure internally to sequence your task list.

Decedent

Legal and medical term for the person who died. You'll see this term on official forms. In Settle, we use "the person who passed away" or their name wherever possible.

DIC (Dependency and Indemnity Compensation)

A VA benefit paid to eligible surviving spouses, children, or parents of veterans who died from a service-connected condition, or who were rated 100% disabled for 10+ years. It is a monthly tax-free payment and does not require proof of financial need.

Digital Estate

All digital assets owned by the deceased: email and social media accounts, cloud storage, cryptocurrencies, online banking, digital photos, domain names, and any other online account. Managing these requires different steps than physical assets.

Estate

Everything someone owned at the time of their death: bank accounts, real estate, vehicles, investments, personal property, and digital assets. An estate can also include debts. The estate exists as a temporary legal entity until all assets are distributed and all debts are paid.

Estate Tax

A federal tax on the transfer of the entire estate when someone dies. As of 2025, this only applies to estates worth more than $13.99 million. Many states also have their own estate taxes with lower thresholds. This is different from inheritance tax (which is paid by the person receiving assets) and income tax on the estate's earnings (Form 1041).

Executor

The person named in a will to manage the deceased's estate. Responsible for paying debts, filing taxes, notifying institutions, and distributing assets to beneficiaries. Also called a "Personal Representative" in some states.

Legal document confirming authority: Letters Testamentary

Form 1041

The IRS tax return for the estate itself (not the final personal return). Required if the estate earns more than $600 in income during the administration period — for example, from interest on bank accounts, rent from a property, or investment dividends. Due April 15 of the year following the year the estate earned income.

Form 706

The federal estate tax return. Only required if the gross estate exceeds the federal exemption threshold ($13.99M in 2025). Due 9 months after the date of death, with a 6-month extension available.

Ghosting (Identity Theft)

A type of identity theft where someone uses the Social Security number and personal information of a deceased person to open credit cards, take out loans, or file false tax returns. Notifying the three major credit bureaus to place a "deceased" flag on the credit file is the primary defense.

Intestate / Intestate Succession

When someone dies without a valid will, they are said to have died "intestate." The state's intestate succession laws determine who gets what. The rules generally follow a family priority hierarchy (spouse first, then children, then parents, etc.) that may not match what the person would have wanted.

Letters Testamentary

A document issued by the probate court that officially confirms you have the legal authority to act as executor. Banks, government agencies, and most institutions will not work with you without these. Also called "Letters of Administration" when there is no will.

Probate

The legal process by which a court validates a will (if there is one), appoints an executor, and supervises the distribution of assets. Not all assets go through probate — accounts with beneficiary designations, jointly held property, and trust assets typically pass outside probate.

Probate Threshold / Small Estate Threshold

The maximum total estate value that qualifies for a simplified alternative to full probate. Thresholds vary dramatically by state: California's threshold is $184,500 (2025); Pennsylvania's is $5,000. If the estate value is under the threshold, the executor may be able to use a simplified "small estate affidavit" instead of a full court proceeding.

RUFADAA

The Revised Uniform Fiduciary Access to Digital Assets Act. A law (adopted in 47 states as of 2025) that gives executors and trustees the legal right to access and manage a deceased person's digital accounts and assets — with conditions. Without this law, companies like Google and Facebook can legally deny access even to a named executor.

Small Estate Affidavit

A simplified legal document that allows heirs to claim assets without going through full probate court, when the estate is below the state threshold. The executor (or heir) signs a sworn statement that they are entitled to the assets. Requirements vary significantly by state.

SSA Lump-Sum Death Benefit

A one-time payment of $255 from the Social Security Administration, available to the surviving spouse or, in some cases, to the deceased's children. This benefit is significantly underclaimed. It must be applied for — it is not automatic — and there is a 2-year application window.

TOD (Transfer on Death)

A designation on bank accounts, investment accounts, or (in some states) vehicle titles that automatically transfers the asset to the named beneficiary upon death, without going through probate. Not all states allow TOD for all asset types. Also called "POD" (Payable on Death) for bank accounts.

Trustee

The person responsible for managing assets held in a trust. A trustee is different from an executor — if the deceased had a living trust, the trustee manages those assets (which typically bypass probate entirely). The same person can be both executor and trustee.

UPL (Unauthorized Practice of Law)

The act of providing legal advice or services by a person who is not a licensed attorney. All 50 states prohibit UPL, with varying definitions of what constitutes "legal advice" vs. "legal information." Settle provides information about law; it does not provide legal advice about your specific legal situation.

Unclaimed Property

Financial assets (dormant bank accounts, uncashed checks, insurance policy proceeds, stock dividends) that have been turned over to the state after a period of inactivity. Every state maintains a searchable database. It is estimated that billions of dollars in unclaimed property are held by states on behalf of rightful owners who never claimed them.

VSO (Veterans Service Organization)

A federally recognized nonprofit organization (such as the American Legion, VFW, or DAV) that provides free assistance to veterans and their survivors in filing VA benefit claims. VSO representatives are accredited by the VA to represent claimants. Using a VSO for VA benefit claims is recommended and free.

Note on Glossary Coverage: This glossary should be maintained as a living document. Any new legal term introduced into product copy must be added here and linked in-product. All definitions should be reviewed annually by licensed estate attorneys to ensure accuracy across state variations.