Top 10 Automated Workflows

Every advisor constantly juggles tasks. The pressure of overseeing compliance, client service, growth demands and more is time-consuming, leaving little room for activities that help deepen client relationships. One missed form or forgotten follow-up can damage client trust and stall your business. CRM automation is the relief you need to help you stay one step ahead and create space for what matters most.

Here are ten high-impact CRM workflows that free up your time, significantly improve client experiences, and help your firm grow without the growing pains. Implementing these efficient workflows will make you feel more productive and in control of your practice.

1. Automated Client Onboarding. Set the tone from day one. As soon as a client signs on, trigger a personalized welcome email with a checklist of required documents — risk tolerance forms, account setup, and more. This level of communication keeps onboarding on track, demonstrates immediate value, and frees up advisors to focus on higher-value interactions.
2. Prospect Follow-Up Sequences. Move leads down the funnel with timely, relevant communications. Automated email sequences triggered by actions—like attending a webinar or downloading a resource—keep prospects engaged and prevent leads from falling through the cracks.
3. Meeting Scheduling and Reminders. Simplify scheduling. Let clients book appointments through your integrated calendar and automate confirmations and reminders: fewer no-shows, more streamlined prep, and no more back-and-forth emails.
4. Birthday and Anniversary Greetings. Small touches can have a significant impact. Use CRM data to send custom notes or gifts for birthdays or portfolio anniversaries. These personal gestures reinforce trust and demonstrate to clients that they are people, not just portfolios. More than that, they also keep you in front of your clients' minds.
5. Portfolio Rebalancing Triggers. Automate alerts for review and rebalancing based on calendar cadence or market changes. Prompt check-ins help clients feel supported through volatility and position your firm as responsive and detail-oriented, enhancing client confidence in your stewardship.
6. Document Expiration Alerts. Stay ahead of compliance. Automatically remind clients when KYC forms, insurance policies, or beneficiary details are nearing expiration and provide secure upload links to make updates seamless. This will reduce compliance risk for your clients and cut administrative headaches for you.
7. Client Review Meeting Automation. Regular reviews are the backbone of client retention, but coordinating manual audits is time-consuming. Automate the scheduling, agenda distribution, and post-meeting follow-up for quarterly or annual check-ins to maintain trust and transparency.
8. Lead Scoring and Segmentation. Not all leads are created equal. Work smarter with your pipeline by using behavioral data to score and categorize leads as Hot, Warm, or Cold. With these in place, your team can focus time where it matters most.
9. Task Management for Advisors. Never miss a moment. Create workflows that assign tasks based on client life events or portfolio changes, like prompting a college savings discussion when a child turns 16. Establishing this type of flow improves service quality and fosters a proactive advisory relationship.
10. Revenue and Business Performance Reporting. Make data actionable. Automate monthly reports showing referral activity, client engagement, and revenue trends to track performance and inform strategic decisions. Better data leads to better client conversations and outcomes for their portfolios.
    
    

A CRM stands as the foundation for delivering consistent, high-touch service at scale. Many firms turn to the SS&C Black Diamond® Wealth Platform to bring workflows to life. Black Diamond CRM solutions integrate with your tech stack to centralize operations, automate key tasks, and empower you with real-time insights.

In fact, one Black Diamond client cut their onboarding process from a week to just 24 hours using custom-built CRM workflows. That’s the power of purpose-built automation. What would your firm look like if you got a day’s worth of work done before lunch?

To learn how the SS&C Black Diamond Wealth Platform can help your firm unlock the power of automation, request your personal demo, call 1-800-727-0605, or email info@advent.com today.