Client
Brightwell Advisory
Onboarding New Clients in 2 Days Instead of 2 Weeks
Jul, 2026
Boston, USA
Workflow Automation
Client Onboarding
Overview
Brightwell Advisory is a financial planning firm based in Boston. New clients were signing faster than the team could set them up. They asked us to make the first two weeks feel smooth for clients and light for staff.
Challenge
Every new client meant 14 emails, 6 forms, and a lot of waiting.
After a contract was signed, an assistant sent forms by email, chased signatures, and typed the answers into the CRM and the planning software. Documents arrived in the wrong format or got lost in inboxes. Advisors often found out a client was ready only when the client wrote in to ask. Onboarding took about two weeks, and some clients cooled off before their first real meeting.
Solution
A signed contract now starts the whole onboarding on its own.
We built one onboarding flow that sends a single secure checklist the moment a contract is signed. Answers and documents go straight into the CRM and planning software, and reminders go out if anything is missing. The advisor gets a short summary with a booked kickoff call, so the first meeting starts with real planning.
01
Average onboarding time
02
Admin time per client
03
Re-typed forms
04
Clients reaching first meeting
Brightwell now gets new clients ready in two days, with no assistant typing data between systems. Clients feel looked after from day one, and advisors start with full context. The team can take on more clients without adding admin staff.
The same flow can be adapted for different service tiers and new document types as the firm grows. Assistants spend their time on client care, and nobody has to ask whether a form came back.
