AI for financial services firms that still answer to a regulator.
Whether you run a CPA firm, an RIA, a bookkeeping shop, or an insurance brokerage, we build the intake, document, and review workflows that take the death-march out of busy season, without putting your license at risk.
Pick the firm shape closest to yours
Each card is a real persona, a real day-in-the-life narrative, a real automation playbook, and a real example with a number on it. Click in to see how the platform runs inside a firm shaped like yours.
CPA Firm
3-50 staff CPA practice. Tax season + monthly close + advisory. Most work moves on email and shared drives. PBC chase is a sport.
Estimated annual value
Saves ~400-700 staff hours/year at a 12-person CPA firm + recovers 8-15% of attrition during surge season = ~$120-220k/yr.
RIA / Investment Advisor
Solo RIA up to 8-advisor firm. Quarterly review prep is the bottleneck. Compliance is non-negotiable.
Estimated annual value
~120 hours/year reclaimed at a solo 80-household RIA = ~$30-50k/yr in capacity unlocked, or accommodates ~25-40 additional households at the same review quality.
Wealth Management Firm
5-50 advisor multi-office firm. UHNW households, model portfolios, and a back-office team that drowns in quarter-end prep and onboarding paperwork.
Estimated annual value
Recovers ~3,200-4,800 advisor hours/year at a 25-advisor firm = ~$640k-1.2M/yr in capacity unlocked, or room for 200-300 additional UHNW households.
Insurance Brokerage
Mid-market commercial / personal lines / employee-benefits brokerage. Producer + AM model. Renewal cycle is the operational spine.
Estimated annual value
Recovers ~350-400 producer/AM hours per book of 60 accounts = ~$80-150k/yr per producer, plus capacity for 20-30 additional accounts at the same service quality.
Family Office
Single- or multi-family office. Multi-entity, multi-asset-class, multi-generational. Coordination is the entire job.
Estimated annual value
Recovers ~150-200 hours/year of head-of-office time + dramatically improves continuity if the head is unavailable. Worth $100-200k in capacity at the head's effective rate.
Bookkeeping Firm
5-25 staff cloud-bookkeeping practice. QBO/Xero-heavy. Categorization at scale + month-end close + client communications.
Estimated annual value
Recovers ~30-50% of bookkeeping close labor at a 12-bookkeeper firm = capacity for 50-100 additional MRR clients = ~$300-700k/yr in additional revenue without headcount.
The work that's eating your team
We're not going to tell you financial services is broken. You know what's broken. We're going to tell you which parts the system can run without you.
Tax season inside an audit cycle inside a Q4 close
The compounding cycles are the problem. Every workflow has to survive surge season AND month-end AND quarterly AND annual AND ad-hoc. AI gives you a layer that scales without overtime.
Every email is potentially a regulator-relevant communication
The cost of getting compliance wrong in a financial services firm isn't a missed deadline, it's a SEC examination, a state board inquiry, an E&O claim. Communications need an audit trail by default.
PBC chase is the silent margin killer
Every CPA, every advisor, every broker, every bookkeeper waits on documents from clients. Traditionally we follow up by email; the client misses it; we follow up again; the work slips. Automated chase with portal-aware status closes the loop.
Renewals, RMDs, ADV deliveries, K-1s, everything has a deadline
Date-driven obligations are everywhere in financial services and they're all 'remember to do this thing on this day for these clients.' AI is unbeatable at this kind of work.
Producer / advisor time is the firm's most expensive resource
Senior people in financial services bill at $300-800/hour or carry seven-figure books. Every hour they spend on reformatting, chasing, or assembling is firm value evaporating. The whole point is to compress those hours.
Most firm tech is partially deployed
Salesforce Financial Services Cloud, Applied Epic, Karbon, Canopy, Practice Ignition, most firms own these and use 30% of them. We meet the firm where it is, plug into what's deployed, and make it actually do its job.
How the AI Operating System works inside a financial services firm
One nervous system, written in your firm's language. n8n is the backbone. Zapier is the glue. Supabase + Claude is memory and reasoning. The result is a single layer that thinks, remembers, and acts on behalf of your team, without ripping out a single system you already use.
brain
Brain, Decision & orchestration
n8n + Anthropic Claude. Reads inbound work (emails, document uploads, custodian data, calendar events), decides routing, drafts artifacts (memos, letters, summaries), never sends advice or makes investment / tax / coverage decisions.
- ›Triage inbound client comms during surge season
- ›Draft engagement letters, renewal memos, quarterly review packets
- ›Decide routing of work between advisors / partners / AMs
- ›Surface anomalies, conflicts, deadline risks
memory
Memory, The firm's institutional context
Supabase (Postgres) with pgvector. Stores every engagement, household, account, communication, document, and decision. The practice management system + custodian + carrier APIs remain source of truth; this is the searchable, queryable side-context.
- ›Engagement + household + account history
- ›PBC list state per engagement
- ›Audit trail of every client communication
- ›Per-client preferences and learned categorization rules
nervous system
Nervous System, Triggers, cron, and cycles
Date-driven and event-driven triggers. Tax-season surge mode. Renewal D-90 firings. Quarter-end firings. RMD age-thresholds. Estimated tax quarterly. Form ADV annual. Whatever the firm's cycle is, the nervous system runs it without anyone remembering.
- ›Cycle-driven workflow firings
- ›Inbound email + portal upload events
- ›Custodian + carrier data refresh schedules
- ›Compliance deadline calendar
hands
Hands, Action layer
n8n + Zapier. Sends messages, drafts documents into DocuSign, books meetings into Outlook/Google, posts to Slack, files structured data back to the practice management system, queues for human approval.
- ›Outbound client communications (with audit trail)
- ›Document drafting + signature routing
- ›Meeting scheduling + agenda distribution
- ›Practice management system write-backs
eyes
Eyes, Ingest & observation
Inbound document parsing (1099s, K-1s, brokerage statements, loss runs, exposure forms), portal upload monitoring, custodian data ingestion, carrier portal scraping where APIs don't exist, email and PDF classification.
- ›Tax document parsing + reconciliation
- ›Loss-run + exposure-form ingestion
- ›Custodian + bank-feed data refresh
- ›Email / PDF classification
The point of separating these layers is reusability. The same Brain and Memory power your client acquisition, document handling, and compliance workflows. New automations are written as new Hands , not as a new system. That's the difference between an AI Operating System and a stack of one-off Zaps.
The financial services automation catalog
Each entry below is a named workflow, not a category, not a promise. Every row describes what the workflow actually does in verb form, what it touches, and how it slots into your stack.
Client acquisition & onboarding
From web inquiry to fully onboarded client without partner time on each step.
Inbound prospect qualifier
Inbound contact forms, referrals, and inbound emails are auto-classified by service line, fee range, and fit. Out-of-scope inquiries get a polite redirect; in-scope ones get a discovery call invitation within 90 seconds.
BrainHandsWeb form / inbound email / referral CRM eventEngagement letter generation
From the prospect's intake responses + selected service line, the system generates a fully populated engagement letter with the partner's preferred clauses, queues for sign-off, and routes to DocuSign.
BrainMemoryHandsDiscovery call closed-won~3 hours/engagement savedNew client kickoff packet
Once the engagement letter is signed, the system creates the engagement in the practice management system, opens the secure portal access, sends the welcome packet, requests the first PBC list, and schedules the kickoff meeting.
BrainHandsEngagement letter signedAICPA independence check
Before any new engagement, the system checks proposed client + related parties against the firm's existing engagements and the partner's personal financial-interest disclosures, surfacing potential independence threats for partner review under AICPA Code of Professional Conduct.
BrainMemoryEngagement intake
Document handling & PBC chase
Closing the document-collection loop without anyone manually following up.
PBC (prepared-by-client) document chaser
From the open PBC list per engagement, the system sends scheduled chasers for any document overdue by N days, notes when documents arrive in the portal, updates the PBC list, and surfaces stuck-clients to the engagement lead.
BrainMemoryHandsDaily cron + portal upload eventsPortal status digest
Each morning, every engagement lead gets a one-screen digest: PBC items received yesterday, items overdue, items stuck >2 weeks, clients who haven't logged into the portal in 30+ days.
MemoryHandsDaily 7am cronClient portal nudge
Clients who haven't accessed their portal in N days get a friendly nudge with a direct link to the next pending action.
BrainHandsWeekly cronDocument-completeness check
When a client uploads a batch (1099s, K-1s, brokerage statements, etc.), the system parses each one, cross-checks against expected documents for that client and tax year, and surfaces missing pieces immediately rather than at next review.
EyesBrainDocument upload event
Tax season surge mode
The seasonal compression-management layer for tax-driven firms.
Tax-season triage queue
Every inbound email during surge season is auto-classified (PBC delivery / scope question / extension / clarifying / payment / urgent / other) and routed. Urgent goes to engagement lead within 5 minutes.
BrainMemoryHandsInbox webhookExtension auto-drafter
When a return is flagged as 'will not make April 15' (or Sept 15 for businesses), the system drafts the extension, calculates estimated tax due, queues for partner sign-off and client communication.
BrainHandsEngagement status flagCommon-question auto-responder
Common clarifying questions (amend last year? deduct this? when's the deadline?) get auto-replied with a templated answer + link to a partner-reviewed resource. Never tax advice. Always a structured pointer + offer to escalate.
BrainHandsEmail classified as 'clarifying'Estimated tax payment reminders
Quarterly: identifies clients on estimated payment schedules, calculates suggested payments from the latest data, sends reminder + Form 1040-ES instructions + payment link.
NervousBrainHandsQuarterly cron
Renewal & life-cycle (insurance / advisory)
Date-driven workflows that run continuously across the book.
Renewal cycle orchestrator (D-90 to D-30)
For insurance brokerages: 14-step orchestration that pulls policy data, retrieves loss runs from carrier portals, drafts exposure questionnaire, follows up on missing data, builds market submission, organizes carrier responses, drafts coverage-comparison memo, drafts proposal, schedules client meeting.
BrainMemoryHandsEyesD-90 of policy anniversary~6-12 hours per renewal savedLoss-run retrieval & analysis
Pulls loss-run reports from each carrier portal (Travelers, Chubb, Hartford, etc., n8n connects to all of them), normalizes the data, surfaces material loss patterns for the renewal memo.
EyesBrainRenewal cycle stepQuarterly review prep (per household)
For RIAs: at quarter-end, generates a draft review packet per household (performance commentary, allocation drift, RMD status, life-event flags, agenda) that the advisor reviews and signs off in 15-25 minutes.
BrainMemoryEyesQuarter-end + custodian data refresh~120 hours/year per advisorRMD tracking & client outreach
Automatically tracks RMD status across all clients, sends reminders well in advance of December 31, drafts the RMD-distribution paperwork, queues for advisor sign-off.
BrainMemoryHandsAnnual cron + age threshold check
Bookkeeping & close
The high-volume mechanical work behind monthly close.
Transaction categorization at scale
Nightly: categorizes new transactions per client against learned rules + chart of accounts, assigns confidence scores, queues uncertain items for bookkeeper review.
BrainMemoryNightly cron + bank-feed update~30-50% of bookkeeper categorization timeBookkeeping anomaly detector
Surfaces unusual transactions (large amounts, unusual vendors, account changes), missing-receipt patterns, duplicate suspects, and reconciliation gaps before month-end review.
BrainMemoryNightly cronMissing-receipt batch outreach
Aggregates open missing-receipt items per client and sends a single batched request weekly, instead of trickling individual asks.
MemoryHandsWeekly cronMonthly close package generator
After month-end is reviewed and signed, generates the client deliverable (P&L, BS, cash flow, KPI summary, narrative cover note) and sends to the client portal.
BrainHandsClose sign-off event
Compliance, audit & risk
The non-negotiable floor of any financial services workflow.
Client communication audit log
Every outbound client communication is logged (who, when, what, channel, sender) with the audit trail required by SEC Rule 17a-4 / FINRA / state insurance regs. Searchable for examiners; immutable.
MemoryEvery outbound messageForm ADV / Form CRS delivery tracking
RIA-specific: tracks annual ADV brochure delivery + Form CRS delivery to new clients within required time windows; flags exceptions for the CCO.
MemoryHandsAnnual cron + new-client eventAICPA independence check
Continuous monitoring of partner financial interests + family relationships against active engagements; flags potential independence threats under AICPA Code of Professional Conduct.
BrainMemoryEngagement creation + monthly recheckTrade alert / Reg BI review
Flags trades or recommendations that may trigger Reg BI considerations (rollover, share class change, share class differential) before client communication is sent.
BrainTrade or proposal event
What the first 6 months look like
We don't ship a 30-workflow operating system on day one, that never works. We ship in phases, each with a measurable success criterion before the next phase begins.
Phase 1 · Weeks 1-4
Foundation: stop the inbox-driven workflow
- Inbound prospect qualifier live
- Engagement letter generation live with partner-approved templates
- Client communication audit log live (compliance floor)
- Daily portal status digest live
- Common-question auto-responder live (with hard scope)
Success criterion
By end of Phase 1, every inbound client touch is logged with audit trail, prospects get a response within 90 seconds, and partners stop being the firm's email router.
Phase 2 · Weeks 5-12
Document handling: PBC chase + close mechanics
- PBC chaser live with portal-aware status
- Document-completeness check live
- Transaction categorization at scale running nightly (bookkeeping firms)
- Bookkeeping anomaly detector running nightly
- Missing-receipt batch outreach running weekly
Success criterion
By end of Phase 2, senior staff recovers 6-9 hours/week previously spent on document chase, and bookkeeping close labor drops 25-40%.
Phase 3 · Weeks 13-20
Cycle automation: surge mode + renewals + reviews
- Tax-season triage queue live (CPA firms, timed for surge)
- Renewal cycle orchestrator live (insurance brokerages)
- Quarterly review prep live (RIAs)
- RMD tracking + estimated tax reminders live
- Extension auto-drafter live (CPA firms)
Success criterion
By end of Phase 3, the firm survives its next surge cycle (tax season / renewal blitz / quarter-end) with measurably lower overtime and zero compliance regressions.
Phase 4 · Weeks 21-26
Compliance, intelligence, and the partner dashboard
- Form ADV / Form CRS delivery tracking live
- AICPA independence check live
- Trade alert / Reg BI review live (where applicable)
- Partner dashboard live: book health, capacity, compliance status, revenue at risk
- Practice-wide reporting on automation production + savings
Success criterion
By end of Phase 4, the partner has a single dashboard answering 'what's the firm's posture today?' and compliance posture is automated rather than personality-driven.
What the AI is allowed to do, and what it isn't
Honest compliance copy beats aspirational compliance copy. Below: the frameworks we're configured to support, the controls we ship with, and the explicit boundaries, actions the AI never takes without a human signing off.
SEC / FINRA / Reg BI
RIAs and broker-dealers carry strict communication-retention, suitability, and disclosure obligations. Anything client-facing must be archived and discoverable.
- Every outbound communication captured with sender, recipient, timestamp, channel, content (SEC Rule 17a-4 / 204-2)
- WORM-compliant immutable storage
- ADV brochure delivery tracking + audit trail
- Form CRS delivery within required windows
- Trade-related communications flagged for Reg BI review before send
Boundary: AI never makes investment recommendations, never determines suitability, never trades. Every advisor-driven communication is queued for advisor review.
AICPA / IRS Circular 230 / IRS Pub 4557
CPAs are bound by AICPA independence rules, Circular 230 standards for tax-practitioner conduct, and IRS Pub 4557 data-security obligations.
- AICPA independence check before every engagement
- Tax-document handling under IRS Pub 4557 data-security framework
- Client data segregated per-engagement; minimum-necessary access
- Engagement-letter templates reviewed by partner
- All advice-adjacent communications gated on partner sign-off
Boundary: We do not sign tax returns. We do not represent the firm before the IRS. We do not give tax advice, only assemble facts and draft letters / responses for partner review.
GLBA / state insurance regs
Insurance brokerages are bound by GLBA privacy rules and a patchwork of state insurance commissioner regulations on communications and producer conduct.
- GLBA-aligned data handling for non-public personal information
- Producer license status tracked per state
- State-specific producer conduct rules baked into communication templates
- Carrier portal credentials stored encrypted with per-producer access
SOC 2 Type II (platform-level)
Financial services clients (especially custodian-connected RIAs and large broker carriers) increasingly require SOC 2 from any third party touching their data.
- SOC 2 Type II audit on the underlying infrastructure
- Quarterly access reviews
- Documented incident-response and breach-notification procedures
- Encrypted backups with documented recovery objectives
- Vendor due-diligence packet on request
Decision authority
The model in financial services is simple: AI assembles facts and drafts artifacts; humans decide anything that creates a fiduciary, regulatory, or material client obligation. Nothing in the table below is novel, it's the same rule the partner already applies to a junior associate's work product, formalized.
| Action | Decision | Why |
|---|---|---|
| Send a PBC chaser email | AI | Operational, non-advice, audit-logged. |
| Categorize a bank transaction | AI | Below confidence threshold → queued for bookkeeper review. |
| Send an engagement letter | AI with human approval | Partner reviews and signs before send. |
| Submit a tax extension | AI with human approval | Drafted by AI, partner reviews, partner files. |
| Send a quarterly review packet to a client | AI with human approval | Advisor reviews and edits before send. |
| Sign a tax return | Human only | Always the responsible CPA. Never AI. |
| Make an investment recommendation | Human only | Always the advisor. AI never recommends investments. |
| Bind insurance coverage | Human only | Always the producer. AI never binds. |
| Represent the firm before a regulator | Human only | Always the partner / CCO. Never AI. |
Pick one. Run it for a quarter. Prove it.
Each of these is a real, measurable pilot you can run with us over a single quarter, with explicit success criteria so the answer at the end is "yes, kept" or "no, scrapped," not "maybe."
Tax-season surge mode (CPA)
Stand up the surge-mode triage queue + extension auto-drafter + common-question responder for the next tax season. Measure partner inbox volume, senior PBC time, and extension turnaround.
Success criteria
- ·60%+ reduction in partner inbox volume during peak weeks
- ·Senior staff recovers 6-9 hours/week on PBC chase
- ·Zero clients escalate due to AI handling
Renewal-cycle orchestrator (Insurance)
Pick one producer's book of 40-60 accounts and run the renewal orchestrator for 90 days. Measure producer/AM hours per renewal vs baseline.
Success criteria
- ·60-75% reduction in producer/AM time per renewal
- ·Zero retention drops from automated workflow
- ·Producer reports book scaling capacity
Quarterly review prep (RIA)
For one advisor with 60-100 households, generate quarterly review packets for one full quarter. Measure prep time per household and client-meeting quality.
Success criteria
- ·≥75% reduction in prep time per household
- ·Advisor reports same or better meeting quality
- ·Zero compliance issues with reviewed communications
Bookkeeping categorization at scale
Pick 30 active clients in QBO/Xero. Run the categorization engine nightly for 60 days. Measure bookkeeper time-per-close and accuracy.
Success criteria
- ·30%+ reduction in bookkeeper categorization time per client
- ·≥98% AI categorization accuracy on items not queued for review
- ·Close cycle shortens by 1-3 days
Compliance audit-log retrofit
Backfill 90 days of historical client communications into the audit-log + roll forward. Measure CCO time to satisfy a mock regulatory examination.
Success criteria
- ·100% of in-scope communications captured
- ·Mock examination response time reduced by ≥80%
- ·Zero gaps surfaced
We extend your stack, we don't replace it
Your firm has a system of record for a reason. We plug into it. The platform is the connective tissue between the systems you already pay for, not a competing system you have to migrate to.
Karbon / Canopy / Practice Ignition
API + webhookWe extend your CPA practice management, we don't replace it. Engagement records, PBC lists, and client portals stay in your existing system. We add the orchestration layer on top.
Salesforce Financial Services Cloud / Wealthbox / Redtail
APIRIA CRMs stay source of truth for households, accounts, and notes. We read events and write drafted communications + meeting prep back.
Applied Epic / AMS360 / EZLynx
API + connectorBrokerage agency management systems stay source of truth for policies, accounts, and renewals. We extend with the orchestration layer + carrier-portal connectors.
Schwab / Fidelity / Pershing
APICustodian data flows in for performance, position, and household reconciliation. We never trade. We read.
QuickBooks Online / Xero
API + bank feedQBO/Xero remain the GL system of record. Our categorization, anomaly detection, and close package generation extend their workflows; we never write entries the bookkeeper hasn't approved.
DocuSign / Adobe Sign
APIEngagement letters, renewal proposals, and disclosures route through your existing e-signature provider with our drafted content.
One way to slice Financial Services: our four pre-packaged bundles
Below are the four pre-packaged engagement bundles available in financial services - useful when you want a single signed PO instead of assembling the catalog. The full Financial Servicespractice covers more: see the full catalog and the multi-tab coverage matrix for the department, technology, and workflow lenses.
- Policy renewal queue
- Premium-due dunning
- Quote follow-up
- Lapsed-account reactivation
- Compliance-aware audit log
- KYC policy gates
- Books-of-record integration
- Regulator-ready exports
- Broker outbound
- ICP enrichment
- Compliance-aware content
- Renewal nurture
- KYC automation
- Compliance-aware RAG
- Custom underwriting logic
- Books-of-record sync
Get the firm-shaped automation map
Tell us your firm size, primary practice areas, and the one cycle that breaks most often (tax season, renewals, quarter-end, surge intake). We'll come back with a written map of which 5-7 automations matter first, what compliance posture they require, and what the first 90 days would change.