Operating a financial advisory firm often requires managing large amounts of data, from prospective client contact details to current clients' investment performance, which can create bottlenecks as advisory firms scale and their data systems multiply. The process can be particularly time-consuming when data is stored across multiple systems (or, worse, on paper) and must be manually transferred between software programs, such as scheduling tools and CRMs. However, automation tools offer advisors a way to connect these disparate systems, improving efficiency and reducing manual workload in firm operations.
In this guest post, Matthew Benson, owner of Sonmore Financial, discusses how he has streamlined his lead management process using the automation tool Zapier. By creating automations, Matthew has saved time for himself and his team while reducing the potential for data entry errors and increasing his firm's overall operational efficiency.
Matthew chose Zapier for its robust library of integrations – connecting tools his firm already used from CRMs to email platforms and scheduling software – as well as for the strong support offered by the company and its broader user community. He started his automation journey with a simple, single-step task: migrating lead data from email into a spreadsheet. This task is not only time-intensive and monotonous but also prone to error. This automation simplified data entry and allowed the firm to send timely follow-ups to leads without manual effort, improving efficiency and client engagement. From there, he moved on to more complex workflows, such as setting up automated text messages, which required a custom API integration due to the capabilities of his texting software.
While automation brings significant benefits, it also takes time and money to implement. Initial setup and ongoing maintenance are essential, particularly as the automated workflows grow more complex. For example, Zapier will notify the user when an automation has failed, which requires the user to diagnose, troubleshoot, and retest. Furthermore, automation tools like Zapier involve monetary costs for ongoing subscription fees, which can vary based on usage, with optional consulting fees for support creating or fixing workflows.
Compliance is another consideration for advisors implementing automations, especially for client-facing communications like text messages and emails. Tools are available to help ensure that communications are securely archived and include necessary disclosures to meet regulatory requirements, promoting transparency and ensuring that firms are prepared for audits.
Ultimately, the key point is that while implementing automations requires upfront and ongoing investments of time and money, the time saved over the long term can be substantial and well worth the investment. By reducing manual data management and improving accuracy, advisors can dedicate more time to high-value, client-facing activities, enhancing both productivity and client service!