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5 min read

How financial advisors can automate client onboarding

By Michael Toth · August 11, 2025
A dollar sign in a white box on a light orange background.

Client onboarding is one of the most time-intensive parts of running a financial advisory practice. Between calendar invites, intake forms, signed PDFs, and endless data entry, it's easy to drop a detail that slows everything down.

Over the past two years at Snowline Automation, I've helped financial firms of every size streamline those moving pieces, including a solo advisor who just wanted her Docusign files to land in the right folder, a five-advisor regional team juggling Excel checklists, and a $1 billion RIA booking more than 1,000 meetings a year.

The lesson is always the same: A handful of Zaps—Zapier's automated workflows—can replace hours of repetitive work and give clients a smoother first impression. In this guide, I'll share the five automations that deliver the most value, explain where they save time, and point you to ready-made Zap templates so you can plug them into your own workflow in minutes.

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Table of contents

  • Sync calendar bookings to your CRM

  • Trigger task workflows for each new client

  • Sync client details from your CRM to your email list

  • Capture onboarding form data

  • Automatically collect and store client documents

Sync calendar bookings to your CRM

Manual calendar work may seem harmless, but seemingly minor mistakes in data entry can lead to major consequences. If someone logs the appointment in the wrong time zone or the client's email address gets mistyped, follow-up messages start to bounce. Those simple errors mean missed follow-ups and lost business.

Automation can make sure it never happens. As soon as a client or prospect books, a Zap can automatically sync meeting details directly to your CRM. Capture meeting types, times, and even answers to your custom questions so key customer details are never lost.

I built this exact automation for a $1 billion RIA that handles about 1,000 Calendly bookings a year. The Zap triggers for each new booking, finds or creates the Wealthbox contact, logs the meeting activity, and tags it with the funnel stage for easy reporting.

This workflow saves the team roughly 167 hours each year, which the firm reinvests in prep calls, deeper discovery, and faster service.

Leadership also loves the cleaner analytics because every intro call is tracked consistently without needing to chase advisors for notes.

Grab the template that matches your stack, turn it on, and watch every future booking flow straight into the right record with zero manual effort.

Add new Calendly events to Wealthbox

Add new Calendly events to Wealthbox
  • Calendly logo
  • Wealthbox CRM logo
Calendly + Wealthbox CRM

Add new OnceHub bookings as new events in Wealthbox CRM

Add new OnceHub bookings as new events in Wealthbox CRM
  • OnceHub logo
  • Wealthbox CRM logo
OnceHub + Wealthbox CRM

Create Redtail CRM activities from new Calendly invitees

Create Redtail CRM activities from new Calendly invitees
  • Calendly logo
  • Redtail CRM logo
Calendly + Redtail CRM

Update Salesforce records whenever new invitees are created in Calendly

Update Salesforce records whenever new invitees are created in Calendly
  • Calendly logo
  • Salesforce logo
Calendly + Salesforce

Create Salesforce events from new OnceHub bookings

Create Salesforce events from new OnceHub bookings
  • OnceHub logo
  • Salesforce logo
OnceHub + Salesforce

Create Redtail CRM activities for new appointments in Acuity Scheduling

Create Redtail CRM activities for new appointments in Acuity Scheduling
  • Acuity Scheduling logo
  • Redtail CRM logo
Acuity Scheduling + Redtail CRM

Trigger task workflows for each new client

I recently helped a five-advisor regional firm simplify its onboarding system. They previously had a disorganized process that sat in a rarely updated Excel document. Now, as soon as a new client completes a PreciseFP onboarding form, a Zap generates a preset task list in Wealthbox for that client. With this new system in place, paperwork requests, beneficiary reviews, and meeting prep all land in the right owner's queue automatically.

The change cut their signed-to-funded timeline from 20 days to eleven and freed staff from shuffling spreadsheets.

The same approach works for any advisory team that tracks onboarding in Wealthbox or Redtail. Instead of creating checklists by hand—or worse, relying on memory—let Zapier monitor booking confirmations or form completions and open every step inside the CRM. Tasks appear instantly, tagged with due dates and assignees.

Create tasks in Wealthbox CRM whenever new bookings are scheduled in OnceHub

Create tasks in Wealthbox CRM whenever new bookings are scheduled in OnceHub
  • OnceHub logo
  • Wealthbox CRM logo
OnceHub + Wealthbox CRM

Add Wealthbox CRM tasks for new PreciseFP completed engagements

Add Wealthbox CRM tasks for new PreciseFP completed engagements
  • PreciseFP logo
  • Wealthbox CRM logo
PreciseFP + Wealthbox CRM

Create activities in Redtail CRM for new OnceHub bookings

Create activities in Redtail CRM for new OnceHub bookings
  • OnceHub logo
  • Redtail CRM logo
OnceHub + Redtail CRM

Sync client details from your CRM to your email list

When your CRM and email platform fall out of sync, campaigns stall. You're unsure whether the data in your email system is accurate, and sending out emails to large lists feels risky, so you delay, and the newsletter never goes out.

Instead, automation can keep both systems current. With a Zap, every new contact or field change in your CRM can flow straight into email platforms like Mailchimp or ActiveCampaign, complete with tags and segmentation data. That way, you'll know exactly who is on each list and can press send with confidence.

I recently built this type of automation for a boutique wealth-management practice overseeing around $750 million in client assets. The firm had let ActiveCampaign sit idle for years because they doubted the data. Now, a Zap pushes every Redtail update into ActiveCampaign in real time, including AUM tier and service-model tags.

The team finally trusts its list and fires off a welcome drip sequence the same day a client signs. And not only that, but each list is personalized with Roth-conversion guides going to accumulators, RMD reminders to retirees, and college-planning tips to young families.

Open rates for emails to targeted segments have climbed by more than 20%, and prospects routinely reply to book follow-ups.

Clients receive content that matches their stage, and the firm's marketing system is finally working for them again.

Keeping your email tool synced with your CRM means addresses, tags, and lifecycle stages are always current, so campaigns go out confidently. No more manual CSV uploads and the mistakes that come with them. Pick the template that matches your stack, turn it on once, and every future update lands in your email platform automatically.

Add new Wealthbox CRM contacts to a Mailchimp list

Add new Wealthbox CRM contacts to a Mailchimp list
  • Wealthbox CRM logo
  • Mailchimp logo
Wealthbox CRM + Mailchimp

Add Wealthbox CRM new contacts to ActiveCampaign accounts

Add Wealthbox CRM new contacts to ActiveCampaign accounts
  • Wealthbox CRM logo
  • ActiveCampaign logo
Wealthbox CRM + ActiveCampaign

Create new Constant Contact contacts from Wealthbox CRM new contacts

Create new Constant Contact contacts from Wealthbox CRM new contacts
  • Wealthbox CRM logo
  • Constant Contact logo
Wealthbox CRM + Constant Contact

Update ActiveCampaign contacts when Redtail CRM contacts are modified

Update ActiveCampaign contacts when Redtail CRM contacts are modified
  • Redtail CRM logo
  • ActiveCampaign logo
Redtail CRM + ActiveCampaign

Create contacts in Constant Contact for new contacts created in Redtail CRM

Create contacts in Constant Contact for new contacts created in Redtail CRM
  • Redtail CRM logo
  • Constant Contact logo
Redtail CRM + Constant Contact

Capture onboarding form data

Manually transferring client intake data into your CRM can slow down meeting prep and introduce costly errors—exactly the kind of friction that can undermine your firm's efficiency and client experience.

I recently created a Zap for a five-advisor firm that solves this problem. They send out a PreciseFP investment-risk questionnaire to every client during the onboarding process. As soon as the client and co-client finish the form in PreciseFP, a Zap writes the risk scores straight to their Wealthbox contact records. Advisors open the contact record for the planning meeting, and the numbers are waiting for them.

You can use the same approach for any type of intake form, like goals worksheets, beneficiary checklists, or household budget surveys. Let Zapier watch for the completed submission, parse the key fields, and create tasks, update contact records, or start workflows in the right app. With all the data right where you need it, prep happens faster, and recommendations feel more personalized.

Add Wealthbox CRM tasks for new PreciseFP completed engagements

Add Wealthbox CRM tasks for new PreciseFP completed engagements
  • PreciseFP logo
  • Wealthbox CRM logo
PreciseFP + Wealthbox CRM

Create new PreciseFP accounts from new Wealthbox CRM contacts

Create new PreciseFP accounts from new Wealthbox CRM contacts
  • Wealthbox CRM logo
  • PreciseFP logo
Wealthbox CRM + PreciseFP

Create Redtail CRM activities for new PreciseFP completed engagements

Create Redtail CRM activities for new PreciseFP completed engagements
  • PreciseFP logo
  • Redtail CRM logo
PreciseFP + Redtail CRM

Create new Redtail CRM activities from new Jotform submissions

Create new Redtail CRM activities from new Jotform submissions
  • Jotform logo
  • Redtail CRM logo
Jotform + Redtail CRM

Start new workflows in Wealthbox CRM for every new submission in Jotform

Start new workflows in Wealthbox CRM for every new submission in Jotform
  • Jotform logo
  • Wealthbox CRM logo
Jotform + Wealthbox CRM

Update Salesforce records when new Jotform submissions are received

Update Salesforce records when new Jotform submissions are received
  • Jotform logo
  • Salesforce logo
Jotform + Salesforce

Automatically collect and store client documents

Keeping client PDFs and signed forms organized is critical for SEC and FINRA oversight, yet paperwork somehow still slips through the cracks. A document might arrive by email, get saved to the wrong folder, or end up stranded on someone's desktop, leaving gaps in your records.

Instead, use a Zap to close those gaps by automatically routing every file. The moment a client uploads a statement in PreciseFP or completes a Docusign envelope, the document lands in your secure archive.

I recently set this up for a solo advisor who felt constant anxiety about missing paperwork. I helped link her PreciseFP uploads and Docusign envelopes to a secure folder structure in Box. Now, every file drops into place without any copying on her part. The peace of mind was immediate. In her words, "Onboarding no longer feels like a scavenger hunt."

No matter where you archive files, automation can ensure every important document is automatically stored exactly where compliance expects it.

Upload completed DocuSign envelopes to Box as new files

Upload completed DocuSign envelopes to Box as new files
  • Docusign logo
  • Box logo
Docusign + Box

Save PreciseFP uploaded documents to Google Drive

Save PreciseFP uploaded documents to Google Drive
  • PreciseFP logo
  • Google Drive logo
PreciseFP + Google Drive

Upload new OneDrive files to ShareFile

Upload new OneDrive files to ShareFile
  • OneDrive logo
  • ShareFile logo
OneDrive + ShareFile

Assign clients to Hubly workflows when new PreciseFP forms are completed

Assign clients to Hubly workflows when new PreciseFP forms are completed
  • PreciseFP logo
  • Hubly logo
PreciseFP + Hubly

Make financial advisor onboarding effortless with automation

Signing a new client should be a cause for celebration. The firm grows, revenue expands, and relationships begin. In reality, the flood of forms, meeting invites, and data entry can make onboarding feel like one long chore. Automation flips that script: Zaps sync calendars, assign tasks, refresh email lists, capture form data, and file every PDF so the busywork fades into the background.

The templates above let you drop these workflows into place in minutes. Start with your most painful spot today and layer on the rest as you go. When the manual steps disappear, onboarding feels less like paperwork and more like welcoming a new partner. And if you need help tailoring a workflow to your unique tech stack, Snowline Automation is always happy to lend a hand.

Related reading:

  • Guide to accounting automation

  • Popular ways to automate OnceHub

  • How to automate DocuSign

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A Zap with the trigger 'When I get a new lead from Facebook,' and the action 'Notify my team in Slack'