Bitcoin Adviser Onboarding
- Before your session: complete DocuSign ID verification and ToS, enable 2FA on your email, have hardware ordered or in hand, and start exchange KYC if you plan to fund soon.
- On the call (~15 minutes): we build your Theya 2-of-3 vault together.
- After: you fund, then we deliver your Estate Plan Protocol and stay available for every transfer and question.
Common delays: missing 2FA, incomplete DocuSign ID verification, hardware not arrived, or unfamiliarity with official domains and SMS numbers. Details below.
- DocuSign ID verification + ToS must be finished before TBA can approve any transaction
- 2FA on email is mandatory before the setup session starts
- Hardware must be ready before you fund (software key alone is not enough)
- Save official channels early so you recognise real messages and avoid phishing
New to Bitcoin? See our Security Centre and FAQ.
Who Does What
Theya and The Bitcoin Adviser work together, but the roles are distinct. This page is the operational map; official domains, emails, and SMS numbers are listed under Communication channels.
Hosts the Theya app and web dashboard, sends vault invites from Theya vault invites at theya.us, and runs the on device flows you step through during setup and when you initiate transactions.
Your dedicated specialist runs the setup session, answers questions, performs Confirmation Calls, provides risk guidance, and approves with TBA’s key in line with our Terms of Service.
You hold your key material, initiate movements in Theya, approve or decline transactions, and choose when to involve family or executors. No one can move funds without your participation in the agreed workflow.
Your Bitcoin Adviser Journey with Theya Wallet
Every engagement pairs you with an adviser who stays beside you from invite through the confidence sessions you request. Here is the high level flow so you always know what is next.
Request your collaborative security vault invite. Theya wallet sends it from Theya vault invites at theya.us. Download the latest iOS app or open the web dashboard before your call so we can configure it together.
Unbox your Trezor (or approved hardware key) and confirm your iPhone is available if you plan to use the optional Theya software key.
Meet your Bitcoin Adviser specialist for a 15-minute Theya wallet setup session. We'll build your multisig vault together, confirm signer roles, and adapt the walkthrough to your team's existing experience. Your adviser stays on the line to guide you through every step.
Wire from your bank to the exchange, buy Bitcoin, then move it to your Theya vault. See Funding your vault for the operational sequence. Your adviser assists with transfers whenever you need help. For larger purchases, telegraphic transfers (TT) often reduce bank friction; we adjust the pace to your comfort.
Once your vaults are funded, you'll receive your customised Estate Plan Protocol. Your adviser shares the completion guide; full detail is in our Estate Plan Protocol Guide and Successor readiness below. Optional: a Bitcoin aware will draft for your attorney (client side; not legal advice).
Introduce next of kin or executors when you’re ready. We’ll host optional walkthroughs or refreshers on demand so everyone stays confident without unnecessary meetings.
Prerequisites Checklist
Gather these items before your Bitcoin Adviser onboarding call so you can move smoothly through the Theya wallet setup.
Signing-device review
Before a new key is admitted into a TBA vault, your adviser reviews the signing device and key against this checklist:
- Device model and manufacturer
- Source of purchase (manufacturer direct or authorised reseller)
- Firmware version at setup and current version
- Seed-generation history (date, method and whether dice rolls were used)
- New vs previously used device or seed
- Current manufacturer security warnings affecting the model or firmware
- Wallet fingerprint and vault configuration
- Passphrase applies (yes or no; never record the passphrase itself)
- Backup verification status
- Connected to unfamiliar software (yes or no)
- Intended signer role in the vault
Compatibility with Theya or Unchained is necessary but not sufficient. The device and key must also be suitable based on history and current security status.
Existing Coldcard: Existing Coldcard devices and keys require review against the current Coinkite security notice before being used or retained as a signer. See the Coldcard hack guide.
Must complete before your session
If any of these are missing, onboarding usually pauses or reschedules. Sort them first to avoid wasted time.
- Hardware on hand (or a clear delivery date): vault signing needs your device; we can plan the call around arrival if needed.
- 2FA on your email: required before we start; see the detailed box below.
- DocuSign ID verification + ToS: must be complete before TBA can approve transactions. See the dedicated section below.
- Exchange path: have KYC documents ready and an account started if you intend to fund soon after setup.
- Official contacts saved: add our numbers and domains so you recognise real invites and SMS. See Communication channels.
Critical Security Requirement: Enable 2FA
Whether you have a Theya or Unchained account, your email must have 2FA enabled before your setup session; we cannot proceed until this is in place. For the strongest protection, use a hardware security key (YubiKey) instead of SMS or authenticator apps.
- Your email account: Enable 2FA immediately. This is the most critical account to secure.
- Exchange accounts: Enable 2FA on any exchange you'll use to purchase Bitcoin.
- All other services: Enable 2FA on any service that will be part of your Bitcoin security setup.
Not sure how? See our Two Factor Authentication Guide for step by step links (Gmail, Outlook, Proton, iCloud and others) and our YubiKey guide for hardware key setup.
Agreement Signing & DocuSign ID Verification
Before your Theya wallet setup begins, you'll sign our Terms of Service via DocuSign. This includes DocuSign ID Verification, a one time step (typically about 5 minutes) that must be completed before you can view and sign the document. Per our Terms of Service, TBA cannot approve any transaction until DocuSign ID Verification is complete.
Why we do this: This verification protects your funds. When you later request withdrawals, we can verify it is really you, not a scammer or someone who has compromised your account. This one time verification also enables us to better protect against impersonation or coercion attempts. It also enables formal, legal estate recovery if your executors or heirs need to access your vault in the future.
Privacy: We understand that identity verification can feel uncomfortable, especially for privacy conscious Bitcoin holders. We want you to know that we do not store your ID. DocuSign handles the verification process and does not retain your actual ID documents. Only verification metadata (success/failure, timestamp, method) is kept for audit purposes. See our Terms of Service for full details.
Communication Channels
We contact you in a few specific ways. Saving our details now helps you recognise legitimate messages and avoid missing important alerts or mistaking them for spam or phishing.
Anti phishing rule: We will never ask you to share your seed phrase, enter your seed phrase into a website, or send Bitcoin to "verify" your account. If unsure, contact your adviser first.
Official: Domains thebitcoinadviser.com and theya.us; signing email sign@thebitcoinadviser.com; SMS numbers below. Legitimate Theya vault invites come from Theya vault invites at theya.us.
How we contact you:
- Vault invites: Theya wallet sends your invite from Theya vault invites at theya.us.
- Transactional notifications: Invoice alerts, payment receipts, and overdue reminders are sent via SMS from region specific numbers (see below).
- Adviser and signing: Your adviser’s email and sign@thebitcoinadviser.com for withdrawal notifications and signing related comms.
Official SMS numbers (by region; we use the number appropriate to your location):
- Australia: +61 485 007 821
- Great Britain: +44 7426 780821
- United States (Irving, MN): +1 320 399 3080
Email: contact@thebitcoinadviser.com
Add our contact card to your phone or address book in one step so all of these details are saved together:
On iPhone, tap the link above and choose Create New Contact.
Funding Your Vault
Your adviser recommends regionally compliant exchanges that fit our Theya workflows. After Bitcoin clears at the exchange, move it to your vault and avoid leaving long term balances on the exchange. Your adviser helps whenever you want assistance moving funds.
Before you fund
- Complete exchange KYC and enable 2FA on the exchange account.
- Confirm your vault is set up and you control your signing keys.
- Use a bank path you are comfortable with for exchange funding (see separate institution below if needed).
During your first purchase
- Follow your exchange’s funding instructions; keep records of reference codes and beneficiary details.
- Be explicit with your bank when required (e.g. Bitcoin purchase) to reduce unnecessary holds.
- Buy only what you intend to self custody; plan the withdrawal to your Theya vault shortly after settlement.
After funds clear
- Withdraw to your Theya vault address; your adviser can guide the first sweep and any follow ups.
- Verify the receive in Theya; use mempool.space if you want independent confirmation. We can point you to the right screen in app.
Do
- Withdraw to your own vault as soon as practical after the buy settles.
- Double check addresses and amounts before broadcasting.
- Use TT/wires for large fiat deposits when your bank handles them more reliably.
Don’t
- Leave large balances sitting on the exchange “for convenience.”
- Rush a withdrawal when tired. Pause and confirm with your adviser if unsure.
- Reuse non Bitcoin workflows (e.g. stock brokerage assumptions) without checking exchange specific steps.
Bank wire (TT) for larger fiat deposits
For larger purchases, a telegraphic transfer (TT) from your bank to the exchange often reduces the chance of flagged or frozen accounts compared with online transfers. Share the beneficiary details from your exchange dashboard and be clear with your bank that it's for a Bitcoin purchase. Timing and fees vary by bank and jurisdiction.
Separate banking institution for exchange funding
We recommend opening a dedicated bank account at an entirely separate banking institution, not just another account with your current bank, used only for sending money to bitcoin exchanges. Some banks block or shut down accounts when they see transfers to exchanges, even when the transactions are fully legitimate. If that happens, only that institution is involved; your main banking (salary, bills, savings) at your usual bank stays untouched.
We've had numerous clients experience disruptive account freezes or locks despite legitimate activity. Using a separate banking institution for exchange funding is a simple way to limit the impact and keep the rest of your banking unaffected.
Accessing your Bitcoin
You can initiate a withdrawal from your vault whenever you choose. Commercial terms (such as a minimum engagement period) do not block access to your Bitcoin.
Day to day, Theya and Unchained share the same routine send path. Their emergency fallback processes differ (see below).
- You start the transaction in your wallet app.
- You approve it with your key.
- If the spend is greater than 1% of your vault balance (measured in sats against the vault display balance), you complete a DocuSign Signing Request authorisation for that exact transaction.
- If the spend is greater than 1%, a cooling-off period applies (default two days from when the request is created in Theya; your vault may use a longer setting).
- If the spend is greater than 1%, your adviser completes a Confirmation Call with you.
- TBA approves it with its key.
- The Bitcoin moves to your chosen address.
Invoice payments and spends of 1% or less skip DocuSign, cooling-off, and the Confirmation Call. After you approve with your key, TBA can co-sign once its security checks are done.
Only you can initiate a transaction. TBA cannot create one or move your Bitcoin without a transaction you have started.
For spends greater than 1%, the Confirmation Call helps confirm that the transaction is genuine, understood, and going to the intended destination. DocuSign authorisation binds your approval to the specific amount and destination; it does not replace the Confirmation Call. Cooling-off, DocuSign, and the Confirmation Call do not give TBA ownership or unilateral control of your Bitcoin. TBA will only approve after completing its security checks. If TBA cannot assist, that does not make TBA permanently necessary to access the Bitcoin.
Can TBA stop me accessing my Bitcoin?
TBA cannot permanently lock you out. Normally, you work with TBA. If TBA were unavailable, you could still initiate a transaction and seek the vault company’s second approval, subject to its security checks.
Theya and Unchained use their company key differently when the normal path is unavailable:
- Theya: Theya can help approve a move to a newly created vault. The previous vault is then retired, and the replacement setup is completed with your adviser.
- Unchained: Unchained can approve a transaction directly from the existing vault.
Full doctrine: How signing works. If anything appears wrong or urgent, contact your adviser. Do not attempt an unfamiliar recovery process by yourself.
Timing: For invoice payments and spends of 1% or less, we endeavour to approve within approximately 48 hours, and sooner where possible. For spends greater than 1%, plan for the cooling-off period (default two days from when the request is created) plus the Confirmation Call before TBA can co-sign. Notify your adviser in advance for larger or time-sensitive withdrawals and copy sign@thebitcoinadviser.com. Security takes priority over speed.
Want to familiarise yourself before a larger move? Ask your adviser to walk through a small test transaction so you practise the same steps with a modest amount.
How vault transactions work
In plain English: Only you can initiate a transaction. After you initiate it, two of the three keys must approve it before the Bitcoin can move. Normally, those approvals come from you and The Bitcoin Adviser. No single party can move funds alone.
For the day to day send path, timing, and practising first, see Accessing your Bitcoin. Below is the same sequence for outgoing transactions (including invoice payments and vault updates):
You start the transaction in your wallet: withdraw funds, pay an invoice, or update vault settings. You choose the destination address and amount.
You approve with your hardware key (or software key if using iPhone). For invoice payments and spends of 1% or less, the transaction then waits for TBA’s second approval after security checks.
If the spend is greater than 1% of your vault display balance (integer sats), you authorise that exact transaction in DocuSign, then a cooling-off period applies (default two days from when the request is created), then your adviser holds a Confirmation Call. Invoice matches and spends of 1% or less skip these steps.
Once the path for your spend size is complete and checks are satisfied, TBA approves. TBA may decline to use its own key if security checks are not satisfied.
Once two approvals are in place, the transaction is broadcast to the Bitcoin network. Funds move to your chosen address.
Invoices use the same day to day path. Theya step by step: Theya's invoice payment guide. Your adviser can walk you through it. How fallback signing differs by provider: How signing works.
Risk Guidance & Advisory
We do not initiate transactions or exercise discretionary control over your Bitcoin. Our role is to verify identity, confirm intent, and provide risk guidance before TBA uses its key, in accordance with our Terms of Service.
When we observe potential red flags (for example rushed urgency, inconsistent details, or patterns consistent with scams or coercion), we provide clear, evidence based guidance so you can proceed with full awareness of Bitcoin's irreversible nature. TBA may question the transaction, warn you, delay its own participation while checks are completed, or decline to use its key. That does not freeze your vault or make TBA permanently necessary. For spends greater than 1% of your vault balance, we complete a Confirmation Call with you (after DocuSign and cooling-off) and document the discussion for everyone's protection.
You decide. We support and safeguard.
Ongoing Support & Assistance
Your adviser remains your primary point of contact for transfers, withdrawals, vault changes, estate updates, and general questions.
Practical help
- Exchange to vault transfers when you need a second pair of eyes.
- UTXO tidying and consolidation when it matters for fees or privacy. We keep the steps simple.
- Withdrawals and vault configuration changes.
- Blockchain verification pointers via mempool.space when you want to double check what you see in app.
- Read only balance view on iPhone with TBA Vault Watcher (no keys stored in the app). See TBA Vault Apps for Vault Health and Bitcoin Super too. SMSF trustees: FY statements and audit season support in Bitcoin Super.
Relationship
- Direct access to your Bitcoin Adviser specialist. No question is too basic.
- Guidance for as long as you're a client, at the pace you choose.
Save our contacts for SMS alerts
Invoice alerts, receipts, and reminders arrive via SMS from the numbers in Communication channels. Save them once so legitimate messages are obvious. Details in our Terms of Service.
Billing & service rhythm
Your vault is billed quarterly at 0.25% (1% annualised). Paying an invoice uses the same Theya signing path as a withdrawal. See Theya's invoice payment guide; your adviser can guide you the first time.
Estate Plan Protocol & Successor Readiness
Once your vaults are set up and funds are deposited, you'll receive your customised Estate Plan Protocol: named roles for executors, trustees, and beneficiaries; recovery sequence; step by step instructions for accessing or liquidating Bitcoin; coercion/scam awareness; and storage guidance alongside your Last Will & Testament.
Your adviser walks you through completion. Details in the Estate Plan Protocol Guide. Optional will draft for your attorney (not legal advice). SMSF or audit questions: SMSF Bitcoin audit guide.
FAQ & Glossary
Onboarding essentials
What do I need to bring to the onboarding call?
Your hardware key, a secure device with 2FA enabled email, and exchange details if you are ready to fund.
Have the Theya app or web dashboard open. Your adviser will confirm the full list before the session.
What happens if my hardware has not arrived yet?
We will run through everything we can without the device and schedule vault setup once hardware arrives.
Your adviser can help you track the order and plan the follow up session.
Can my spouse or executor join the onboarding call?
Yes. Family members or executors can join if you want them to understand the setup.
Optional family orientation sessions are also available later.
What if I already have Bitcoin in self custody?
Your adviser will guide you on moving it into your new Theya vault.
The process depends on where it is held; we will walk you through the safest way to consolidate.
What if I want to add another signer later?
Vault configuration can be updated after setup.
Contact your adviser to add signers or change roles; we will guide you through the Theya workflow.
Will you ever ask for my seed phrase?
No. We will never ask you to share your seed phrase, enter it into a website, or send Bitcoin to verify your account.
If anyone does, it is a scam. Contact your adviser.
Can I use only a software key?
We recommend at least one hardware key for resilience.
If you have an iPhone, the Theya app can serve as an additional software key, but hardware devices remain essential for long term security.
Do I have to buy hardware through you?
No. We can ship devices if you prefer, but buying directly from Trezor or reputable resellers works just as well.
Avoid second hand marketplaces. See our Security Centre for the Hardware Wallet Guide. When setting up Trezor, choose Bitcoin only firmware instead of the multi coin version.
How fast can I be live?
Most clients are onboarded within one to two adviser sessions once hardware is in hand.
The Theya wallet setup takes about 15 minutes during your onboarding call. Transfers depend on exchange verification and bank wire timing.
Can I withdraw funds from my vault?
Yes. You can move Bitcoin in and out of your vaults as often as you want with no penalties.
Only you can initiate a withdrawal. The early termination clause encourages holding for four years but does not block withdrawals. See Accessing your Bitcoin or ask your adviser for help.
Can TBA stop me accessing my Bitcoin?
TBA cannot permanently lock you out.
Normally, you work with TBA. If TBA were unavailable, you could still initiate a transaction and seek the vault company’s second approval, subject to its security checks. See Accessing your Bitcoin and How signing works.
How does invoice payment work?
Same day to day path as a small withdrawal: you initiate and approve with your key, then TBA co-signs after security checks. Invoice payments do not require DocuSign, cooling-off, or a Confirmation Call.
You will get an email alert 90 days after your first deposit with a Pay Invoice action. See Billing & service rhythm and Theya's guide.
Reference & glossary
What if I need an IRA compatible vault?
During onboarding we will discuss Advanta + Theya workflows.
In rare cases we will coordinate with Unchained for US IRAs. Your adviser will cover the options on your call.
Where can my accountant or auditor find information about verifying Bitcoin holdings?
See our SMSF Bitcoin audit guide for how holdings are verified and what auditors should request.
The attached Statement of Holdings satisfies typical audit requirements.
Glossary
Collaborative Security: Multisignature custody where you and trusted parties each hold keys, removing single points of failure.
Telegraphic Transfer: Same day bank wire initiated in branch, ideal for large Bitcoin purchases.
Estate Plan Protocol: Your documented recovery and inheritance playbook created with The Bitcoin Adviser.
Hardware Key: A dedicated signing device (Trezor, Ledger, Coldcard, Foundation) reviewed for suitability before admission to a vault; keeps private keys offline.