The Problem
A wealth advisory firm had client data scattered across four disconnected tools. Client records lived in one system, task tracking in another, email in a third, phone notes in a fourth. Getting a full picture of any client meant logging into multiple tools and stitching it together by hand.
Data was duplicated. Details got missed. Decisions were being made on outdated information. And advisors were spending more time on data entry than client work.
What We Diagnosed
The core issue wasn't the CRM — it was that the CRM wasn't actually the source of truth. Information was being created in other tools and never flowed back. We mapped every place client data was generated and identified six systems that needed to feed the CRM in real-time but didn't.
We also identified two systems we recommended leaving disconnected: their compliance archive (regulatory requirement to keep separate) and their billing system (low-value sync, high integration cost).
What We Built
The Milo System for this firm consists of:
- API integrations syncing client data from back-office systems into the CRM every morning
- A new phone system with AI call notes that auto-attach to the right client record
- Email tooling that logs threads, replies, and engagement signals back to the contact
- Meeting AI that transcribes conversations and posts action items + summary directly into the CRM
All of it monitored, with alerts when a sync drifts.
The Results
| Metric | Before | After |
|---|---|---|
| Manual client data entry | 100% | 30% (judgment-only) |
| Tools to check for full client picture | 4 | 1 |
| Compliance record completeness | Partial | Full |
| Manual data entry reduction | — | 70% |
The team now has one place to see everything about a client. Compliance improved as a byproduct — every interaction is recorded, with no gaps. Reporting got easier because the data is finally clean enough to report on.