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    Workflow Automation
    Financial Services
    10 weeks from project kickoff to production deployment

    Automating Client Onboarding for a Financial Advisory Firm

    Registered Investment Advisor managing $500M in assets for 500+ client households. Team of 12 including advisors, client service associates, and operations staff.

    The Challenge

    Onboarding a new client required 15 to 20 manual steps across 4 different systems. Advisors spent hours on paperwork instead of client relationships.

    Data was entered multiple times into CRM, custodian platform, document management, and compliance systems. Errors in one system caused downstream problems that took hours to resolve.

    The entire process took 2 to 3 weeks from initial meeting to funded account. Competitors completed onboarding in days, creating a poor first impression for new clients.

    Our Approach

    We mapped the complete onboarding workflow from initial client meeting to funded account. This identified 18 distinct steps with 7 manual handoffs between team members.

    We analyzed where duplicate data entry occurred and identified integration opportunities between systems. The CRM was selected as the single source of truth for client data.

    We built integrations connecting CRM to custodian platform, document management, and compliance systems. Client data entered once in CRM flows automatically to downstream systems.

    A unified onboarding workflow was created with automatic task routing. When one step completes, the next step is automatically assigned to the appropriate team member.

    Status tracking was implemented so advisors and clients can see onboarding progress in real time without needing to ask operations staff for updates.

    Automated Onboarding Workflow

    1

    Initial Meeting

    Advisor captures client information in CRM during first meeting

    2

    Data Population

    Client data automatically flows to downstream systems

    3

    Document Generation

    Agreements and disclosures are pre-filled and sent for signature

    4

    E-Signature

    Client signs documents electronically with tracking and reminders

    5

    Account Opening

    Custodian account opened via API integration

    6

    Compliance Review

    Review task automatically routed to compliance

    7

    Funding

    Account funded with client notified at completion

    Results

    Onboarding time reduced from 18 days average to 5 days
    Data entry errors eliminated through single-source-of-truth approach
    Advisors reclaimed 6+ hours weekly previously spent on onboarding paperwork
    Client satisfaction improved with faster onboarding and real-time progress visibility

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