Client meetings that start with a brief and end with the CRM already updated.
Bluegrass builds meeting systems for RIAs and wealth managers. They prepare a brief before each meeting and afterward draft the notes, CRM updates, tasks and follow-up email for the advisor to approve, all filed where your compliance program expects them.
Preparation and follow-up limit an advisor's capacity as much as the meetings do, so taking that work over is usually the quickest way to let each advisor serve more households.
What meeting preparation and follow-up involve today
Before a review, a service associate often pulls holdings, the plan, open tasks and the last meeting's notes into a brief. Afterward the advisor writes up the notes, updates the CRM, assigns tasks and emails the client to confirm what was agreed.
Done well, this takes as long as the meeting, so it slips when calendars fill, and the compliance file misses what the client was told. It is one of the clearest places for AI, provided the advisor approves everything the client sees.
How automated meeting preparation and follow-up work
- 01
Prepare the brief
Before each meeting the system builds a brief from the CRM, portfolio and planning systems and recent correspondence, leading with what has changed and drafting an agenda.
- 02
Capture the conversation
With the client's consent, which the system asks for and records, the meeting is transcribed; where your policy prefers it, the advisor's own notes are used instead.
- 03
Write the notes
Notes are written in your firm's format, separating what the client said, what was decided and what was recommended, with each point traceable to the transcript.
- 04
Update and assign
CRM fields such as goals, life events and family details are updated, and tasks are assigned with the due dates agreed in the meeting.
- 05
Draft the follow-up
A follow-up email is drafted in the advisor's voice for them to edit and send, and the notes, email and approval record are archived under your books and records policy.
Where people stay in the loop
The advisor approves the notes and every client message before it is sent, and anything the system can't attribute confidently is flagged rather than recorded. It records what the advisor recommended and makes no recommendations of its own.
In the first weeks each note and email is compared with what the advisor would have written, and the share accepted without change is tracked from then on.
The systems it works with
The system works with your CRM, calendar, video conferencing, planning and custodial systems and compliance archive, and writes notes and tasks back to the CRM.
When to build it, and when to buy it
Several products built for advisors now take notes, update the CRM and draft follow-up emails, and if your process fits what they assume, one is often the right answer; the evaluation will tell you.
A custom build makes sense when the meeting should start work across several systems, when your notes and compliance file follow your own standard, or when you want the data and evaluation under your control rather than a vendor's.
We hold no reseller agreements, partner quotas or revenue share with any vendor, so a recommendation to buy is made on its merits.
What this work costs you today
A quick way to put a number on the problem before talking to anyone, using your own figures rather than ours.
Enter your volume and the minutes each one takes to see what the work costs in a year.
The numbers stay in your browser and are not stored or sent anywhere. Bring the figure to the first call, since it is the baseline any system should be measured against.
Questions about meeting preparation and follow-up
- Do you record client meetings?
- Only with the client's consent and where your policy allows it. It can work from a transcript without keeping the audio, or from the advisor's notes, and whatever it keeps is retained under your books and records policy.
- Can it work alongside the note-taker we already use?
- It can take the notes your current product produces and do the work that follows, such as starting paperwork, so you don't have to replace a tool your advisors like.
- Which CRM and planning software does it work with?
- The systems are built around the CRM, planning and portfolio software you already use, through the interfaces each one provides, and the evaluation confirms how before anything is built.
Related systems
A senior team that has done this before
We are a small, entirely senior team with fifty years of combined AI engineering, multiple granted patents and Y Combinator founders, from Yale, MIT, McKinsey, Goldman Sachs, Microsoft and Vista Equity Partners. The people who scope your work are the people who write the code.
Selected work
We built the AI transformation roadmap for a top-50 P&C brokerage, and it is saving the firm millions of dollars in vendor fees it did not need to pay.
Clients include some of the largest banks, RIAs, fintechs and AI labs, as well as a top-3 P&C carrier, a top-10 P&C brokerage, a top-5 trucking brokerage, a leading specialty MGA and a leading trucking MGA.
We run only 3 to 5 engagements at a time, so that every client works directly with the senior team.
About the team- Dozens
- of insurance companies, RIAs, banks and fintechs we have worked with
- 50 yrs
- combined AI engineering experience
- 10+ Patents
- granted to members of the team
- 100%
- of the IP we build is assigned to you
Find out whether this is worth building for your business.
A 30-minute call with an engineer usually shows whether this is worth building. Within a week you will have a free written point of view, including whether a packaged product would serve you better.