Bespoke System Live

Client Onboarding System

Two checklists, one workflow. The client moves through their part; the firm's part runs itself in lockstep — no email chase, no client left in limbo.

AutomationAuditAnalytics
Industry
Wealth advisory, professional services, regulated onboarding
Best for
Firms onboarding HNW clients across compliance, advisory, and operations roles
How we work

We sit with your business. We find the operational problem costing you the most. We build the system that fixes it.

The Problem

Bringing on a new HNW client should take days. In most firms it takes weeks. An advisor emails for an ID. The client signs the engagement later. Compliance asks for a missing form. Someone forgets to set up payment. The advisor lies awake wondering if the client has cooled. Compliance is one missing form from an audit finding. By the time anyone notices, the prospect has walked.

What We Built

A two-sided workflow. The client gets a single checklist. The firm sees the mirror queue. KYC, file setup, advisor assignment, welcome packs and kick-off prep all fire from the client's actions. If the client stalls, the system nudges by email, then WhatsApp, then escalates to the advisor.

What Changed

Time-to-active dropped from fourteen days to under two. Advisors stopped sending follow-up emails. Compliance stopped chasing the same form across inboxes. Nothing sits in limbo — and when something does, the right person knows before the client notices.

Example deployment

One example of the capability. Zabble builds the version that matches your stages, your roles, your rules.

Interactive demo
Example scenario
Aria Pillay · joining today
HNW client onboarding · Pinnacle Wealth Advisors · Advisor: Sarah K
Time to active
0m 00s
Old way: ~14 days of email chase. This is a sped-up demo of the live workflow.
What the client sees

Aria's checklist

0 / 5
What the firm sees

The firm's queue

0 / 5
  • KYC verificationCompliance team · AML, sanctions, PEP screeningWaiting
  • Contract & file setupOps admin · Engagement filed, client folder createdWaiting
  • Advisor assignmentManager · Matched to risk band and sectorWaiting
  • Welcome pack sentClient services · Branded portfolio and portal loginWaiting
  • Kick-off prepAdvisor · Advisor briefed, meeting confirmedWaiting

Each firm step starts the moment the matching client step finishes — no inbox in between.

Stuck-client simulator

If the client stalls, the system nudges. Then escalates.

Email nudge first. WhatsApp nudge if that's ignored. Advisor escalation after two ignored nudges — without anyone watching.

Pipeline · this week

Every active onboarding, in one view.

2 active 2 in progress 1 stuck
Median time-to-active
1.7 days
Stuck rate (30d)
6%
Nudge → resolved
78%
Mean nudges / client
1.4
  • Asha Patel
    Private equity exec · Priya Reddy
    Client
    Firm
    Kick-off prep finalising In progress
  • Marcus Vellios
    Family office trustee · Tariq Hendricks
    Client
    Firm
    Active
  • Yuki Hong
    Tech founder, post-exit · Sarah K
    Client
    Firm
    Engagement letter idle 3d · advisor notified Stuck
  • David Okonkwo
    Property developer · Priya Reddy
    Client
    Firm
    KYC running In progress
  • Sophia Hartmann
    Surgeon, retiring · Tariq Hendricks
    Client
    Firm
    Active
One client stuck — escalated automatically. The other four advance without intervention.

Want one built for your business? The first conversation is free.

Book a discovery call
How it fits the three pillars

One system. Every pillar pulling.

Automation

A completed client step triggers the matching firm step — KYC, file setup, advisor assignment, welcome pack, kick-off prep — without anyone in the loop.

Audit Trails

Every nudge, every escalation, every state change is logged against the client record. The firm can show exactly when a step was triggered and by what.

Anomaly Detection

Not the primary focus for this system.

Analytics

Time-to-active, stuck-step rates and nudge-channel effectiveness feed one live pipeline view. The team sees where any new client is — and where any are at risk.

Next Step

Want one built for your business?

The first conversation is free. And useful either way.

Book a discovery call analytics@zabble.org