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RIA Operators
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18 contributions to RIA Operators
3d •
Wealthbox/Hubspot- What's The Best Way To Keep Track of Client Next Steps?
Hey all, this is my first post! My name is Elisa Llanes and I am an intern at Farther Financial Services. We use Wealthbox as our main CRM and we are in need of looking for the best way to track where our clients are at within their specific service model. We have used workflows, but is there any other way that can easily track or let us know next steps? We also have access to Hubspot- Would you say maybe this CRM is better for this need? I put a poll down below for your thoughts. Thanks!
Poll
4 members have voted
0 likes • 2d
@Elisa Llanes Following Tabitha's point on Objects, one thing worth separating out: are you trying to see next steps, or trigger them? Those are different problems. Objects and workflow tracking solve the visibility side, you can build a view that shows exactly where each client sits in their service model. But visibility still depends on someone opening that view regularly and acting on what they see. If the goal is closer to "make sure next steps actually happen without someone remembering to check", that's a workflow execution question, not a tracking question, and it's worth being honest with yourself about which one you actually need. A lot of firms build a beautiful tracking view and still miss steps because the view isn't the thing doing the work. Worth asking as you evaluate: does this just show me the next step, or does it also do something at the moment the step comes due?
17d •
Landing pages for add campaigns?
Does anyone have a good tool or platform for setting up landing pages?
1 like • 17d
@Ian Maxwell Good suggestions above for the technical build. One thing worth adding specifically for advisor landing pages: the tool you use matters less than making sure two things work correctly. First, compliance, any landing page capturing prospect information should align with your firm's marketing review process. Generic tools like GoDaddy or even AI-generated pages have no awareness of SEC or FINRA requirements, so the compliance review needs to happen separately before the page goes live. Second, lead routing, where does the prospect go after they submit the form? If the answer is "into a spreadsheet or a separate CRM import step", you are creating manual work at the most critical moment. The best setup is one where a form submission immediately triggers a follow-up sequence without anyone having to move data. GoDaddy can handle the basic page build if your needs are simple. Where most advisor firms run into problems is the compliance and lead routing steps downstream.
0 likes • 2d
@Ian Maxwell HubSpot is a solid general-purpose option, and you're right that keeping everything under one roof matters more than people give it credit for early on. The tradeoff worth flagging before you commit: HubSpot's compliance and lead routing tools are built for general B2B, not for SEC or FINRA review requirements. You can usually make it work, but it often means layering on a separate compliance workflow or manual review step rather than getting it natively. Cost tends to compound the same way, since the base tier looks reasonable until you need the marketing automation and reporting tiers that most advisor use cases actually require. Worth asking any tool you're evaluating, HubSpot included, whether compliance review sits inside the send workflow or happens as a separate step someone has to remember to do. That's usually where firms get burned six months in, not at the demo stage.
17d •
Hubly
Does anyone use Hubly that uses Wealthbox as a CRM? If so, what are the pros and cons you've experienced with it so far?
1 like • 17d
@Kayla Berger We have worked with a number of Wealthbox firms that use Hubly and the feedback is generally consistent. The main pros are that it gives Wealthbox a proper workflow layer that the CRM does not have natively: task sequencing, team assignments, and visual pipeline management are all significantly better than what Wealthbox offers out of the box. The main cons are the added cost on top of Wealthbox, the fact that it is a separate login and a separate data environment, and that workflow triggers still depend on someone manually initiating them in most cases. Firms with a dedicated operations person tend to get more value from it than smaller teams where everyone wears multiple hats. How many people are on your team? That tends to be the biggest factor in whether Hubly is worth the overhead.
0 likes • 2d
@Kayla Berger At 14 users you're right in the range where the overhead usually pays off, that's typically the tipping point where "everyone just remembers to update the pipeline" stops working. On the KPI side, pipeline dwell time and onboarding velocity are exactly the metrics that expose the gap between a CRM as a system of record versus a system you can actually run the business on. Most native CRM reporting tells you where a contact sits today, not how long they've been stuck there or where the bottleneck is in the sequence. If Hubly's reporting layer can segment by stage duration and flag stalled records automatically, that's worth testing against a real cohort of your slower-moving prospects before you commit. One thing worth asking their team directly: can it alert someone when a prospect has been sitting in a stage too long, or does it only report on it after the fact? Reporting after the fact is useful for retros. Alerting in real time is what actually changes onboarding speed.
Jun 5 •
How do you decide which clients to proactively reach out to?
Curious how others handle this - when you want to do proactive client outreach (not waiting for the annual review), how do you actually decide who to reach out to? Specifically: if you wanted to find, say, clients sitting on too much cash, or whose risk has drifted from where it should be, or who have a planning gap worth a conversation - do you have a clean way to pull that? Or is it digging through your CRM, your portfolio system, and your risk tool (Nitrogen or similar) separately and piecing it together in Excel? How do you find the right clients to reach out to at the right time? And once you know..say 10 clients or 50 clients, what is your process to actually reach out to them and take some action? Trying to understand whether this is a real friction for others. P.S. In full transparency, I was a COO for a large practice and we took proactive steps very seriously. To help us identify growth but also manage risk to our practice. Now, I am building a solution for this...but want to understand the reality of other advisor practices. @Kate Guillen if this is inappropriate, please remove. Not trying to ruffle any feathers
0 likes • 17d
@Anand Sheth Katherine's framework is exactly right. The piece that gets harder is when the triggers you want to act on, such as excess cash, drifted risk, or planning gaps, live in your portfolio system or risk tool rather than your CRM. Most firms end up doing a manual export and reconciliation in Excel because the data does not flow automatically between systems. The firms that have solved this most cleanly have either built a BI layer that pulls from multiple sources into one view, or reduced the number of systems enough that the relevant data lives in one place. Until one of those is true, the process Katherine describes works but the data gathering step before it remains a manual job.
May 22 •
Redtail Automations/Email Templates
Does anyone have any ideas, I have email templates for welcome emails when a client accounts is opened. Can anyone think of a way to make a reminder to the advisor to send out?
0 likes • 17d
@Nikki Whittle Katherine's summary is accurate. Redtail and GReminders both operate on task and notification logic, which means a human still has to execute the actual send. The Zapier approach gets closer but introduces three separate trigger dependencies that can break silently. The underlying issue is architectural. Most advisor tools separate the workflow trigger from the communication action. They create a task that says "send email" rather than sending the email. For a welcome email to go out automatically without anyone clicking, you need a platform where the send is the action, not the task. That is a fundamentally different design and it is worth knowing what you are evaluating for when you look at tools: whether the workflow triggers a task or executes the action directly.
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@mark-hany-2594
CMO at LeadCenter.AI. I work with RIA firms on CRM strategy and marketing automation.
Active 2d ago
Joined Sep 26, 2024
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