Advisor Referral Intake
A referred Medicare prospect fills out a form. Their info is logged, tagged, routed to the right advisor — and the team gets an instant alert.
Form→Log→Tag→Route→Alert
Boutique automation studio · Built for advisory practices
Automation support for financial advisors who have too much manual work and not enough time.
We build practical workflows that connect your CRM, email, forms, spreadsheets, client lists, task systems, and marketing tools — so your team can spend less time copying data and more time serving clients.
No hype. No black boxes. Documented workflows your team can trust.
Lead intake workflow · running
Live
- New lead form submittedWebsite · Typeform
- Added to CRMRedtail · contact created
- Tagged by client typeMedicare prospect · referral
- Follow-up task createdAssigned · due in 2 days
- Email sequence startedWelcome series · 3 touches
- Advisor notifiedAlert sent · no lead missed
Every step logged · zero copy-paste · ~25 min saved per lead
We connect the tools you already use
- Redtail
- Wealthbox
- Constant Contact
- Mailchimp
- Typeform
- Google Sheets
- Excel
- Outlook
- Gmail
- Calendly
- n8n
- Zapier
The real problem
Your tools are useful. The gaps between them are the problem.
Most advisory firms already have the tools they need — they just don't talk to each other. Client info gets copied by hand, follow-ups depend on memory, and staff repeat the same steps every week.
Data lives in too many places
Client details scattered across spreadsheets, inboxes, forms, and your CRM — none of them in sync.
Follow-ups get missed
Prospects and clients slip through the cracks because the next step depends on someone remembering.
Staff repeat the same steps
Interns and team members re-key the same data into multiple systems, again and again.
CRM cleanup never ends
Duplicates, missing tags, stale records — the cleanup project that never quite gets finished.
Marketing lists are messy
Segments are out of date, unsubscribes aren't synced, and every campaign starts with list triage.
Reports take hours
Pulling exports, reformatting spreadsheets, and assembling summaries eats time every single month.
You know automation could help. You just don't have time to build it. That's exactly what we do.
Services
What we automate
Specific, practical workflows — built around how advisory practices actually run.
CRM & Client Data
Redtail cleanup, tagging, deduping, client segmentation, and import/export workflows that keep records organized.
Lead Intake
Typeform, website forms, email alerts, spreadsheet logging, and CRM routing — every prospect lands in the right place.
Marketing Operations
Constant Contact / Mailchimp list cleanup, segments, survey flows, event invites, and campaign follow-up.
Advisor Admin
Task creation, reminders, meeting-prep packets, internal handoffs, and client-service follow-up checklists.
Reporting & Dashboards
Spreadsheet summaries, client-list reports, campaign results, and workflow logs your team can actually use.
AI-Assisted Workflows
Drafting summaries, classifying requests, extracting tasks, and routing messages — always with human review built in.
Process
How it works
A simple, transparent four-step process. You always know what's being built and why.
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1
Map the workflow
We sit down with your team and look at what's actually being done manually — and where the time is going.
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2
Find the friction
We identify repetitive steps, duplicate data entry, missing tags, unclear ownership, and missed handoffs.
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3
Build the automation
We connect your tools using scripts, APIs, n8n or Zapier-style workflows, spreadsheet tools, or a small custom app.
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4
Document & hand off
You get a working system, clear documentation your team can follow, and support options if you want them.
Real workflows
Example automations
The kind of work we build every week — small, well-documented systems that quietly save hours.
Client List Cleanup
A messy spreadsheet is normalized, deduped, tagged by service type, and prepared for Redtail or Constant Contact import.
Messy list→Normalize→Dedupe→Import-ready
Survey-to-CRM Workflow
Survey answers automatically create client personas, update marketing tags, and generate follow-up task lists.
Survey→Persona→Tags→Follow-ups
Email Classification Assistant
Incoming emails are classified — skip, draft, urgent, client request, prospect, compliance-sensitive, or admin — and drafts are prepared for your review.
Inbox→Classify→Draft→You review
Event Campaign Tracker
Track who was invited, who clicked, who registered, and exactly who still needs a follow-up call.
Invited→Clicked→Registered→Follow-up
Have a workflow in mind?
If your team does it more than once a week, there's a good chance we can automate most of it.
Let's map it outEngagements
Simple ways to work together
Start small. Every engagement begins with a conversation, not a contract.
Workflow Audit
Fixed scope
For advisors who know something is broken but aren't sure where to start.
- Review of your current tools & manual processes
- Friction map: where time and leads are being lost
- Prioritized automation roadmap
- Clear next steps — build with us or in-house
Most popular
Automation Buildout
Per workflow
One specific workflow, built end to end — lead intake, CRM cleanup, or marketing segmentation.
- Working automation, tested with your data
- Plain-English documentation
- Team walkthrough & handoff
- 30 days of post-launch fixes included
Monthly Automation Support
Ongoing partner
For firms that want continuous fixes, improvements, reporting, and new workflows over time.
- Ongoing maintenance & improvements
- New workflows added each month
- Monitoring & workflow logs
- Priority response when something changes
Trust & care
Built with financial-advisor workflows in mind
This isn't about replacing your team. It's about removing repetitive work so your people can focus on judgment, relationships, and service.
- ✓ We respect privacy and sensitive client data
- ✓ We can work with test data or limited exports when needed
- ✓ Every automation is documented — you always know what it does
- ✓ No black-box workflows, ever
- ✓ Clear, reviewable systems your team can maintain
The fine print, up front
We do not provide financial advice, investment advice, or compliance determinations. Your firm remains responsible for review, approval, and regulatory obligations. We build the plumbing — you keep the judgment.
Questions
Frequently asked questions
Do we need to change our CRM or tools?
No. We build around the tools you already use — Redtail, Constant Contact, Mailchimp, spreadsheets, Outlook, forms. The whole point is making your existing stack work together, not selling you a new one.
How do you handle sensitive client data?
Carefully and conservatively. Depending on your comfort level and requirements, we can work with test data, limited exports, or live systems. Nothing moves without your knowledge, and every workflow is documented so you can see exactly what data goes where.
What if the automation breaks after you hand it off?
Every buildout includes documentation and a post-launch fix window. If you want ongoing coverage, the Monthly Automation Support plan keeps someone watching your workflows and improving them over time.
Is this "AI"? We're cautious about that.
Good — you should be. Most of what we build is straightforward, deterministic automation: forms, routing, tagging, cleanup, reports. Where AI genuinely helps (drafting, classifying, summarizing), we use it with human review built in and never for advice or compliance decisions.
How long does a typical project take?
A workflow audit usually takes about a week. A single automation buildout typically runs one to three weeks depending on the tools involved. We scope everything up front so there are no surprises.
We're a small office. Is this overkill for us?
Small teams benefit the most — when three people wear ten hats, every hour of copy-paste hurts. We deliberately work with independent advisors and small advisory teams, and we scope projects to match.
Ready to remove the repetitive work from your advisory practice?
Schedule a workflow review and let's identify one process we can make easier, cleaner, and more reliable. No pressure, no jargon — just a look at where your time is going.
Schedule a Workflow ReviewPrefer email? Write to hello@advisortaskautomation.com