Professional Services · Financial Advisory
A file that's ninety percent onboarded still isn't ready for advice.
We build the queue that runs prospective clients through fact-find, identity and AML checks, and suitability documentation. It collects, chases, and tracks everything an adviser needs, and decides nothing an adviser has to decide.
Onboarding queue · this week
12 prospective clients in progress
Checks running now
Halvorsen Family Trust: proof of address received, ID and AML check cleared automatically
These five files are illustrative. A queue built to your compliance requirements reads your real pipeline instead.
every prospective client this cycle
checked the moment documents arrive
chased until nothing is outstanding
ready to hand to an adviser
A sample week's queue, shown for illustration. It isn't a performance claim.
Where onboarding stalls
Before advice begins, this is where a file gets stuck
None of these is advice work. They're the four administrative gates every file passes before an adviser can begin, and each one stalls for the same reason: it's waiting on somebody to notice it's waiting.
What happens
A fact-find asked for twice
Income, dependants, and objectives get collected on a call, then requested again on a form because nothing carried over.
ID and AML sitting in an inbox
A passport scan or a utility bill arrives by email and waits for someone to open it, log it, and mark the check complete.
A suitability document half-returned
A risk questionnaire comes back unsigned, or a disclosure is missing a page, and nobody notices until review.
A review that only happens if someone remembers
Annual and periodic reviews depend on a calendar reminder someone set months ago, whatever the client's actual due date.
What it costs
A prospective client answers the same questions twice before advice even starts.
A file that looks ready to move can quietly sit days behind on verification.
An adviser opens a file expecting to give advice and finds paperwork instead.
A lapsed review is a client who finds out later their plan was never revisited.
The onboarding queue
What the assistant handles, stage by stage
Fact-find
Captures income, dependants, objectives, and existing arrangements in one guided conversation, asked once.
ID & AML checks
Runs identity verification and anti-money-laundering screening the moment documents are uploaded, and flags anything that needs a person's eyes.
Suitability documents
Requests, chases, and checks off the risk questionnaire and required disclosures until the set is complete.
Agreement
Sends the advisory agreement for signature and confirms it's fully executed before the file moves on.
Handed to adviser
A complete, checked file reaches the adviser: every fact captured, every check logged, no advice given along the way.
The line stops at handoff. Everything before an adviser opens the file is admin; everything after is advice.
Checks and evidence
What gets verified before a file counts as clear
The suitability checklist
Complete before it counts as complete
The assistant confirms every item on this list is present and complete. Reading what any of it means for a client's plan is an adviser's job, always.
Capacity-for-loss form requested. File moves to adviser review once received
Flagship · the fact-find
The file an adviser actually opens
The third line is the boundary the whole arrangement rests on. Intake is collection, never assessment: the assistant asks, records and chases, and every judgment about suitability belongs to the adviser who opens the completed file.
By the time an adviser sees the notification, the conversation is captured, identity and AML checks have cleared, and the outstanding document is already on request. The assistant stops there.
- Every answer from the conversation is logged before an adviser ever sees the file
- ID, AML, and suitability checks run and are recorded as they clear
- The assistant asks intake questions only. It never assesses suitability or advises
- An adviser reviews the complete file and owns every recommendation from here
Every file this thorough, before an adviser opens it
The clients above are invented, and so are their documents. Point the same queue at your onboarding line and it tracks fact-finds, chases evidence, and checks compliance on real prospective clients, while every recommendation still comes from a person licensed to give it.
The annual review
A relationship that stays current long after onboarding
Review scheduled
Each client's annual or custom-cadence review date is tracked on its own, with no shared calendar reminder for someone to remember.
Details refreshed
Income, circumstances, and objectives are checked against what's on file, and changes are flagged before the meeting.
Suitability reconfirmed
Risk tolerance and capacity for loss are re-confirmed each time, never assumed unchanged since last time.
Summary sent to the adviser
A short brief reaches the adviser ahead of the meeting: what has changed, never what to recommend.
Questions
What a practice asks before onboarding a client here
Does the assistant give financial or investment advice?
No. It handles onboarding, document collection, and check tracking only. Every assessment of suitability and every recommendation comes from a qualified adviser.
How are ID and AML checks run?
The moment identity and address documents are uploaded, they're screened and matched automatically, with results logged against the file. Anything uncertain is flagged for a person to review before the file moves on.
Is client financial data kept private?
Yes. Fact-find answers, documents, and check results move through access-controlled systems, visible only to the staff and advisers entitled to see them.
Does it replace the adviser?
No. It removes onboarding admin, document chasing, and check tracking so advisers spend their time advising. A person owns every judgment about suitability and every recommendation.
Will it work with our CRM and custody platforms?
We connect to the advisory CRM and custody systems you already run, so client records, documents, and checks stay in one place with no double entry.
Related services
What else goes into running an advisory practice
Every onboarding queue we build connects to the wider service work above where it makes sense.
Elsewhere in professional services
More of Professional Services
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