Client meeting preparation from every system, with every follow-up checked before it goes out
Meetings prepared from every system; every follow-up checked before it goes out.
See one case, screen by screen ↓Client meeting preparation is the work an advisor's team does around a client meeting: before it, pulling the household's accounts, changes and open items from every system, spotting what is coming up and writing the agenda and talking points; after it, the notes, the follow-up email and the tasks. Client Meeting Preparation gives wealth managers seven agents that do this work with every line cited, take notes only with consent and check every follow-up before it goes out, while the advisor approves every message.
AI in asset management: a buyer's guide to agentic AI for investment managers →
Updated
Before a client review meeting, someone pulls the household from the CRM, performance and allocation from portfolio accounting, balances and open requests from the custodian, and the last 90 days of email, then the advisor reads the plan and the IPS and writes the talking points and the agenda. After it, the notes go into the CRM, a follow-up email goes to the client and the associate gets the trades, forms and money movement as tasks. It adds up to about an hour of prep and follow-up for every hour with clients.
And every follow-up is a regulated communication. A registered principal must review it, with the review evidenced (FINRA Rule 3110(b)(4)); it may not be promissory or misleading (FINRA Rule 2210(d)(1), SEC Rule 206(4)-1); and it must be retained (SEC Rules 204-2 and 17a-4). Meanwhile life events surface late — a first RMD, a daughter's home purchase mentioned in an email — AI meeting notes get accepted with a misheard figure, and wiring instructions in an email get acted on.
Estimated split for one client review meeting, by hand and with the solution.
Seven agents prepare each meeting from six systems, take consented notes, draft the follow-up, tie every figure and check every sentence; advisors approve.
Claire Whitman, CFP, is a senior financial advisor at Quillfield Private Wealth in Stamford, Connecticut, with 138 households and $742 million. It is Monday, October 19, 2026. Tomorrow at 10:00 a.m. she has the Hendersons' annual review. Here is the client meeting preparation, the meeting and the follow-up, screen by screen, in the working solution.
Claire's Today screen shows three numbers: 11 meetings this week, 4 follow-ups to approve (one with a flag to fix) and 6 promises open, 2 due now. Tomorrow's meetings each carry their prep status — the Hendersons at 10:00 are Prep ready with 3 life events. Needs you lists four items, starting with the Alvarez review: Sofia joins by video from California and has not consented to note-taking.
What the agents did overnight: “Built 11 prep packs for your week from 6 systems · found 3 life events for the Hendersons · masked a wiring instruction in an email (WIRE-01).”
The meeting folio holds the Henderson review in three panels: Before, During and After. Overnight the Prep agent read 41 records from six systems in 2 min 14 s. What changed since the July 15 review: household value $4,820,000 at the October 16 close, up $146,300 (markets +$139,800, deposits +$6,500). Equity is 63.8% against an IPS target of 60/35/5, 0.8 points over the ±3-point band. Every line carries a chip — CRM, Accounting, Custodian, Email, IRS — that opens the record and its as-of date.
Next step: “Review the talking points (0 of 5), then send the agenda.”
Robert turns 73 on February 9, 2027: his first required minimum distribution, about $74,049 from the $1,962,300 rollover IRA. Their daughter Emily's email of October 8 says the closing on her Denver house is around January 20 and her parents offered about $180,000. The agent works the cash plan: $46,200 in the joint account, a $120,000 T-bill maturing December 15 and $13,800 from the Short Duration Municipal Fund. Split between Robert and Linda, $38,000 falls under two annual exclusions and $142,000 is reported on Form 709.
“The email contains wiring instructions. Rule WIRE-01: they are not used; operations will call back on numbers on file before any wire.”
Claire clicks the Email chip and Emily's message opens beside the folio, from the email archive, with the closing date and “about $180,000” highlighted. The title company's routing and account numbers are masked. The panel says it was opened read-only, and that the agents cite this record; they never change it.
“The Supervision agent masked the routing and account numbers and applied rule WIRE-01: wiring instructions received by email are never acted on.”
Below the folio is an ask bar, with suggested questions for this meeting. Claire asks about the $180,000 and the Life-Event agent answers in place, every figure with its source chip: Emily's October 8 email, the $46,200 in cash, the $120,000 T-bill, and $13,800 of the municipal fund sold for an estimated $96 long-term gain. A button opens the cash plan.
“I did not use the wiring instructions in her email (WIRE-01).”
Claire sends the agenda, starts the meeting, and the Notes agent asks every person in the room. Robert says yes at 10:01:12 and Linda at 10:01:15, and only then do live notes start, each with speaker and time: Claire confirming the agenda, Linda saying Emily's closing moved to January 22, the cash plan for $180,000 from both of them. Claire can pause at any time. Audio is not kept after transcription.
“Firm policy asks every person, everywhere. Audio is not kept after transcription.”
When the meeting ends, the agents write the After panel: 14 notes for the record, the follow-up email, 6 CRM tasks and 5 promises. The Fact-check agent ties 23 of 23 figures to a record or a transcript second — one updated by the meeting, the closing from January 20 to January 22. At 00:31:40 Claire had said the income sleeve was “about as close to guaranteed as it gets”, and the notes read “the income sleeve offers a guaranteed 7% return”. The Supervision agent flags it under SUP-03, promissory or guaranteed returns, in note 9 and point 4 of the email.
Suggested rewrite: “On income: the Quillfield Multi-Sector Income Fund's 30-day SEC yield was 6.94% as of October 16. Yields change and are not guaranteed, and the fund can lose value.”
Claire uses the rewrite, adds that she described it too loosely in the meeting, and the change goes into both the notes and the email. The banner now reads “Ready for your approval: the email, 14 notes and 6 tasks.” She approves as the maker. The message does not go yet.
“Because a sentence was flagged and money will move, your supervisor checks it after you.”
Anita's supervision queue for the Northeast runs on a 4-business-hour clock. The Henderson message, FU-260427, is tagged Money movement. She sees the rule (SUP-03, v4.2, FINRA 2210(d)(1)(B); SEC 206(4)-1(a)), the sentence as drafted at 00:31:40, Claire's accepted rewrite, and that the message also carries a $180,000 gift with a WIRE-01 call-back and 23 of 23 figures tied. She approves with the reason “Rewrite accepted; clarification adequate.”
“Supervisors approve, return or escalate with a reason code; they do not edit the advisor's words. Opening a message is not reviewing it: your decision is recorded as the evidence of review.”
The email goes to the Hendersons and is retained for 7 years in the US region with the notes, the transcript and the consent records. The six CRM tasks are already written: raise $180,000 in the joint account by January 8, 2027; wire it to Front Range Title & Escrow only after operations calls Emily and the title company back on numbers on file; trim about $183,000 of equity into intermediate bonds; send Linda's Social Security breakeven summary; set up Robert's 2027 RMD; and send the signed beneficiary form to the custodian.
“Sent at 11:42 and retained for 7 years · 6 tasks with Marcus.” Promises are added to the ledger.
The same annual review, seen by five of the people who carry it — what the work looked like, and what it looks like now.
Seven agents prepare each meeting from six systems, take consented notes, draft the follow-up, tie every figure and check every sentence; advisors approve.
Builds each meeting's prep pack 24 hours ahead from the CRM, portfolio accounting, the custodian, the email archive, the calendar and the planning tool: what changed, allocation against the IPS, open items, last meeting's promises and up to five talking points, every line cited to its record and as-of date.
Finds what is about to change for a household — RMD ages, Medicare and Social Security dates, money needs written in emails, beneficiary gaps — and costs each one against cash, maturities and tax lots, citing every input.
Takes notes with speaker and time, only once every participant has consented under the strictest rule of anyone's location, and offers typed notes when someone has not.
Drafts the notes for the record, the follow-up email in the advisor's tone and the CRM tasks with owner and due date, ties each statement to a transcript second or a record, and records every promise in the ledger.
Ties every number, date and named product in a draft to the record or the transcript second it came from, and re-reads values as of today.
Checks every sentence of the notes and the email against the rule library (SUP-01 to SUP-09 and WIRE-01) for promissory, misleading, performance, tax, Reg BI, personal-information and wire-fraud patterns, and proposes a rewrite for the advisor.
Files the notes, emails, transcripts, consent records and supervisor reviews to a write-once archive with their retention, region and legal holds, and builds evidence packs on request.
Approve; check flagged and money-moving messages. The agents propose; a named person decides.
Each screen has an ask bar. The agents answer in place, every figure with the record it came from, and offer the next action.
What changed for the Hendersons since July?
Household value $4,820,000 at the Oct 16 close, up $146,300 since Jul 15. Equity drifted to 63.8% against a 60% target. Coming up: Robert's first RMD in 2027 (about $74,049) and a $180,000 gift for Emily's home.
Is the RMD amount final?
No. $74,049 is today's rollover IRA balance, $1,962,300, divided by 26.5 for age 73. The final 2027 amount uses the Dec 31, 2026 balance; I will recalculate on Jan 2 and update the CRM task.
Which of tomorrow's meetings need me first?
Alvarez at 1:30: Sofia joins from California and has not consented, so plan on typed notes or send the request. Tan at 4:00: check the Chinese letter's SGD 412,500 figure beside the original. The Henderson pack is ready with 5 talking points.
Why was the Henderson message routed to me?
Two reasons. The draft contained promissory language, “guaranteed 7% return” (SUP-03), which Claire rewrote with the fund's actual yield; and it describes $180,000 of money movement. Firm policy sends both to a branch supervisor who did not write the message.
13 screens from the working solution, on its sample data. Pick one to see it large.
How meetings are prepared, captured, checked and kept across the firm. Firm settings are changed by the administrator or compliance with a second approver; an advisor's own pack timing needs no approval.
| Setting | Default | Choose from |
|---|---|---|
| Supervision rules | Library v4.2: SUP-01 to SUP-09 and WIRE-01 | Each rule versioned with its basis; a test bench tries any sentence |
| Consent | Ask every participant, everywhere | Applies the strictest rule regardless of location · typed-notes fallback |
| Keep audio | 0 days | Audio is discarded after transcription |
| When to build my packs | 24 hours before | 24 hours before · 48 hours before · Morning of the day before |
| Advisor approves the follow-up | 1 business day after the meeting | Firm service level, with reminders |
| Supervisor reviews a flagged message | 4 business hours | Supervisor and operations told 30 minutes before a breach |
| Confidence thresholds | Prep and Life-Event agents 0.80 · Follow-up 0.85 · Fact-check 1.00, an exact tie | Set per agent version; below 0.80 a pack item is shown as “to confirm”, and an untied figure goes to a person |
| Retention | 7 years, write-once | Firm policy over SEC Rule 204-2 (5 years) and Rule 17a-4 |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Morningstar 2026 Investor Perspectives Advisor study — advisors spend 53% of their week with clients against a 63% ideal; Kitces — about an hour of prep and follow-up per meeting hour; IRS rules under SECURE 2.0 — a 25% excise tax on a missed RMD, 10% if corrected in time). Context: FINRA Rules 3110(b)(4) and 2210(d)(1); SEC Rules 206(4)-1, 204-2 and 17a-4; FINRA Regulatory Notice 24-09. People, firms, households and funds named on this page are fictional — characters and sample data in the working solution.
Client meeting preparation is the work an advisor's team does around a client meeting: before it, pulling the household's accounts, changes and open items from every system, spotting what is coming up and writing the agenda and talking points; after it, the notes, the follow-up email and the tasks. Client Meeting Preparation gives wealth managers seven agents that do this work with every line cited, take notes only with consent and check every follow-up before it goes out, while the advisor approves every message.
They pull the household from the CRM, portfolio accounting and the custodian, read recent email, the plan and the IPS, and write an agenda and talking points. Here the Prep agent builds that prep pack 24 hours ahead from six systems: what changed since the last review, allocation against the IPS, open service items, last meeting's promises and up to five talking points, every line cited. The advisor accepts, edits or rejects each talking point and sends the agenda from the meeting folio.
Yes. The Notes agent is the AI notetaker, and it takes notes only once every participant has consented. The firm policy asks every person, everywhere, applying the strictest rule of anyone's location — such as California's all-party consent. If anyone has not said yes, it offers typed notes only; if consent is withdrawn it stops and deletes the transcript; and audio is not kept after transcription.
Every sentence of the notes and the email is checked against a versioned rule library, including promissory or guaranteed returns, misleading comparisons, performance claims, tax statements, projections and wiring instructions, with each rule's FINRA or SEC basis. In the working solution it flagged “a guaranteed 7% return” and proposed the fund's 30-day SEC yield with a plain statement that yields are not guaranteed.
The advisor approves every message as the maker. A flagged message, or one that moves money or places a trade, then goes to a branch supervisor who did not write it, on a 4-business-hour clock. The supervisor approves, returns or escalates with a reason code and cannot edit the advisor's words; that recorded decision is the evidence of review.
Notes, follow-up emails as sent, transcripts, consent records, supervisor reviews and agent runs are kept 7 years in a write-once archive — firm policy over the SEC Rule 204-2 five-year minimum and Rule 17a-4 — in the client's region, with legal holds. Compliance, audit or a supervisor can export an evidence pack for a household, a branch or a period of supervisor reviews.
No. The agents draft, cite, check and propose. They never send anything, trade, move money, contact a client or change a rule. Wiring instructions in an email are masked and never acted on; a wire becomes a task that waits for a call-back on numbers on file and a second person.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your supervision rules, consent policy, retention schedule and the systems your advisors use — and it goes live once every quality gate has passed. We will walk you through it on a sample of your own meetings first.
Accounts open the same day, and not-in-good-order stops before the custodian sees it.
1-min demoSource of Wealth VerificationEvery dollar of a client's wealth traced to cited evidence before the BSA/AML Officer signs.
1-min demoReg BI Compliance ReviewEvery recommendation reviewed overnight; every flag decided by a principal, with evidence.
1-min demoWe'll run Client Meeting Preparation on a sample of your own meetings and the systems your advisors prepare them from.