Services · Financial services
A dedicated virtual assistant for your advisory firm.
Account paperwork and client reporting are handoffs, not judgment calls. Your assistant owns them, so client time goes to clients.
Sound familiar
The work that eats an advisor’s week.
New accounts stall in paperwork
The client said yes. Then the forms sat half-signed for two weeks and the transfer took another three.
Meetings start with a scramble
Pulling the latest statements, notes from last time and the agenda, fifteen minutes before the client walks in.
The CRM falls behind
Notes not logged, tasks not closed, documents not where compliance expects them to be.
Reporting season swallows a week
Quarterly packets assembled by hand, client by client, instead of prospecting or planning.
The work
What your assistant takes over.
One assistant covers all of this. You choose where to start; most businesses add lines as the first ones settle.
Onboarding
Account opening & transfers
Forms prepared, signatures chased, and transfers tracked through to funding.
- New-account paperwork prepared from your templates
- E-signature packets sent and chased
- Transfer status tracked with the custodian
- Client kept informed at every step
Reporting
Client reporting & meeting prep
Every meeting starts with a one-page brief.
- Quarterly report packets assembled
- Pre-meeting brief: notes, open tasks, agenda
- Review meetings scheduled
- Post-meeting follow-up drafted for approval
Systems
CRM hygiene & filing
Notes filed, tasks closed, documents where compliance can find them.
- Meeting notes logged
- Tasks and workflows kept current
- Documents filed to your structure
- Household and contact data corrected
Pipeline
Prospect follow-up
Referrals and seminar leads contacted before they go cold.
- Referral and event leads contacted
- Introductory meetings booked
- Nurture emails scheduled for approval
- Pipeline snapshot weekly
Admin
Inbox & calendar
The inbox triaged and the calendar protected.
- Inbox sorted into act, reply, file
- Client scheduling handled
- Vendor and custodian correspondence filed
- Expense paperwork
Core · Automation
AI automations
Reminders and drafts that keep reviews on schedule.
- Annual review scheduling sequences
- RMD and document-request reminders
- Meeting notes summarised into the CRM
- Report assembly from live data
Capability, shown
What a week can look like.
An illustration of how the work is spread across a week, not a record from a client account. Your week is scoped on the call.
| Day | Your assistant |
|---|---|
| Mon | Meeting briefs prepared for the week. Transfer statuses checked and clients updated. |
| Tue | New-account packets sent for signature. Referral leads contacted and intro meetings booked. |
| Wed | CRM clean-up block: notes logged, tasks closed, documents filed. |
| Thu | Review meetings scheduled for next month. Post-meeting follow-ups drafted for your approval. |
| Fri | Open paperwork chased. Weekly check-in with you: accounts funded, meetings booked, what is stuck. |
Your tools
Works inside the systems you already use.
No new software to buy. Your assistant logs into yours. Common in this industry:
- Redtail
- Wealthbox
- Salesforce Financial Services Cloud
- Orion
- Black Diamond
- eMoney
- MoneyGuidePro
- Schwab Advisor Center
- Fidelity Wealthscape
- DocuSign
- Microsoft 365
- Google Workspace
Access & confidentiality
What protects your clients’ information.
Before they touch anything
How your assistant is vetted
- Chosen personally by the CEO
- A signed non-disclosure agreement
- A police background check
- References from previous employers
- A psychological assessment
- Ten days of onboarding on your business
While they work
How access is handled
- Your assistant works in your systems under their own login, and you can remove that access at any time.
- You decide what they can reach. Custodian and CRM access can be limited to the paperwork and scheduling they handle.
- Everything they see is covered by the non-disclosure agreement they sign before day one.
- Nothing goes out under your name until you have approved the template or script it came from.
Management
How much managing you actually do.
Stays with you
Judgment calls
- Investment advice, recommendations and anything that needs a licence
- Approving client communications and templates once
- A 20-minute weekly check-in
Handled for you
Everything else, with oversight
- The work itself, owned end to end
- An end-of-day report, every day
- A Clozik supervisor watching the account
- Backup cover when your assistant is out
Risk, removed
The terms, before you ask.
Fit
Not a fit? Replaced free.
If the assistant is not right for your business, we swap them at no cost. You do not have to build a case for it.
Terms
Cancel anytime. No notice.
No lock-in and no notice period. Stop whenever you want; nothing further is owed beyond work already done.
Cover
Out sick? Covered.
A second trained Clozik assistant covers absences, so your work does not stop because a person did.
Oversight
Reported daily. Supervised always.
An end-of-day report, a weekly check-in, and a Clozik supervisor watching the account above your assistant.
Questions
Financial services questions, answered.
Can the assistant give investment advice or place trades?
No. Your assistant handles administrative work only: paperwork, scheduling, reporting and data. Advice, recommendations and trading stay with licensed staff.
How do you fit with our compliance requirements?
Your assistant works inside your systems and your procedures. Tell us your firm’s rules on the call and onboarding is built around them.
Can they prepare quarterly reports?
Yes. They assemble packets from your reporting platform and your template, then hand them to you for review before anything is sent.
Do they talk to clients directly?
If you want them to, for scheduling and paperwork. Anything about money, risk or recommendations comes to you.
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