Service work is where your margins leak
Before a client review, someone pulls holdings, notes from the last three meetings, open tasks and recent emails into one document. After the meeting, someone writes the summary, logs the activity and creates follow-ups. On the agency side, CSRs field certificate requests, endorsement changes and "am I covered for this?" emails all day.
None of it is hard. All of it takes time. And when it gets skipped, the CRM drifts out of date and the next person starts from zero.
- Meeting prep takes longer than the meeting
- Notes and follow-ups don't make it into the CRM
- Service inboxes mix urgent changes with routine requests
- Duplicate and stale contact records pile up
What we build
Meeting prep briefs
One page before every client meeting: account or household summary, recent activity, open items, upcoming renewals or reviews, and suggested topics, pulled from your CRM, AMS and email.
Meeting summaries and follow-ups
Turn meeting notes or approved recordings into a summary, CRM activity and follow-up tasks, with draft client emails for the advisor or account manager to review.
Service request triage
Sort the service inbox by type and urgency: COI requests, endorsements, address changes, billing questions, distribution requests. Route each to the right person with the account context attached.
CRM hygiene
Find duplicates, missing fields and stale records, propose fixes, and apply them after a person approves. Keep it running so the data stays clean.
How it works
Step 1: Pick the service workflows that cost the most
In Discovery we measure where service hours go and rank the fixes. Most firms start with meeting prep or inbox triage.
Step 2: Connect and build with your team
We connect to your CRM, AMS, email and calendar with scoped access, then build with a small group of advisors or CSRs using real client work.
Step 3: Roll out and support
We expand firm-wide with per-role setups for advisors, account managers and service staff, then support and tune the tools under our Operate retainer.
Systems we connect
- Salesforce- and HubSpot-class CRMs, including wealth-management CRMs
- Your agency management system (AMS), scoped during Discovery
- Microsoft 365, Outlook, Teams and SharePoint
- Google Workspace, Gmail and Calendar
- Your existing call or meeting recording tools, where your policies allow
Related work
Enterprise AI rollouts with per-role profiles
We've run Claude Enterprise rollouts with per-role user profiles and department-level adoption, so each team gets tools set up for its own work. Separately, for a registered investment adviser, we planned a compliance-aware deployment covering what data the AI could reach and how outputs would be reviewed.
Questions service leaders ask
Will the AI talk to clients directly?
Not by default. It prepares briefs and drafts for your staff. If you want client-facing automation later, we design it with your compliance team and clear handoffs to a person.
How do you keep the CRM accurate if AI is writing to it?
Writes go through approval until your team trusts the output, and every change is logged with what changed and who approved it.
Can different roles get different tools?
Yes. Advisors, account managers, CSRs and operations staff each get setups for their own work and their own access level.