Wealthbox integrations come up when an advice firm keeps its client records in an adviser CRM but wants faster lead response, online booking and automated follow-up that the record-keeping system was never built to run. Connected well, new enquiries are answered within a minute on the levelpartner.ai platform, booked into an adviser's calendar, and handed to the adviser CRM only once they become a client. This article answers one question: where to draw the line between the two systems so that advisers keep one trusted client record and marketing still moves quickly.
Front of house and back office
Think of the two systems as front of house and back office. The platform handles everything before someone becomes a client: ads and forms, the first text, the booking calendar, reminders, nurture emails and the conversation inbox. The adviser CRM holds the client relationship once advice begins: the household, the notes, the compliance trail and the ongoing review schedule.
This split suits mortgage brokers and financial consultants in regulated markets such as the UK and the US, where the record of advice must sit in a controlled system, but the work of turning an enquiry into a first meeting benefits from speed and automation.
Before you start
- Agreement with your compliance lead on which data may sit on the platform and which must stay in the adviser CRM.
- An administrator for the adviser CRM who can set up an API connection or a connector account.
- A shared identifier, usually email address, recorded the same way in both systems.
- A pipeline on the platform with a clear stage that means "now a client".
- A test contact you can create and remove from both systems.
How to set it up
- Agree the hand-off point in writing, for example a signed client agreement.
- Open Automation and create the adviser hand-off workflow, or open an existing one.
- Give it a trigger, such as the opportunity reaching your "now a client" stage.
- Click the plus icon below the trigger to open the Actions panel.
- Search the panel for "webhook" and select Webhook.
- Type an Action Name, for example "Send new client to adviser CRM".
- Keep the Method set to POST.
- Paste the address from the adviser CRM's API or connector into the URL field.
- Under CUSTOM DATA, click "+ Add item" for name, email, phone, source and adviser.
- Give each item a Key with no spaces and pick its Value from the contact record.
- Click "Save Action", then "Test Workflow" and run it on your test contact.
- Check the Execution Logs tab shows the Webhook step as Executed.
- Switch the Publish toggle on once the adviser sees one complete record.
If a direct connection is not available, a middleware connector can carry the data. Any custom code to bridge the two is a scoped build, priced before work starts.
What flows back, and why it matters
The return path is where firms get the most value and where most integrations stop short. If the adviser CRM can send the next review date back to the platform, a workflow can book the review automatically: an email a month before, a text with a booking link, a reminder the day before. Advisers keep their review cadence without chasing diaries, and the record of the review itself stays in the adviser CRM.
Say the brokerage gets about 180 enquiries a month that wait in a shared inbox, often for half a day. Suppose the platform answered within a minute, booked first calls automatically, and booked calls rose from 45 to 70 a month. That would be 25 more first conversations. Only booked clients would pass to the adviser CRM, so advisers would stop sorting unqualified records. Review dates flowing back could drive around 30 review invitations a month. All figures are assumptions.
The guide to automated text for business covers the wording of those first-response texts.
What it replaces and the weekly time
The integration replaces retyping enquiries into the adviser CRM, manual chasing for review meetings, and the shared inbox where enquiries wait. Once live, plan around thirty minutes a week for the operations lead to check failed hand-offs and duplicate records, plus the time advisers already spend in conversations.
The mistake most people make
They push every lead into the adviser CRM. Unqualified enquiries clutter the client record system, advisers lose trust in it, and compliance reviews take longer. Hand over only contacts who have reached the agreed stage. Everyone else stays on the platform in nurture until they are ready.
Storing advice notes on the platform. Conversations about a client's circumstances belong in the controlled advice record. Keep platform notes to scheduling and marketing details.
When not to integrate
If your firm handles a small number of new clients each month and an administrator already enters them reliably, manual hand-off may be simpler. Integration earns its keep when enquiry volume makes delays and retyping costly. Do not connect the systems until both hold clean, de-duplicated data. The sales onboarding guide explains how to brief advisers on a new hand-off routine, and automate customer onboarding covers what happens after the client signs.
Troubleshooting
The adviser CRM shows duplicate households. Matching is not using the shared identifier. Send email as the match key and clean up existing duplicates before the next run.
Hand-offs fire twice. The trigger runs whenever the opportunity is updated in that stage. Restrict it to the stage change itself and allow one pass per contact.
Review invitations go to former clients. The status change from the adviser CRM is not reaching the platform. Add a returned field for client status and exclude inactive clients in the review workflow.
Phone numbers fail on one side. Formats differ. Store numbers in international format on the platform and check the adviser CRM accepts it.
Frequently asked questions
Should the platform replace our adviser CRM?
Usually not for regulated advice firms. Keep the advice record in the system your compliance process relies on and use the platform for lead handling, booking and communication.
What data is safe to keep on the platform?
Contact details, source, appointment history and marketing consent. Keep financial circumstances and advice notes in the adviser CRM, and confirm the split with your compliance lead.
Can advisers book from their own calendars?
Yes. Each adviser connects their calendar to the platform, so booking links show real availability and reminders run automatically.
Who maintains the integration?
Name one owner, usually the operations lead, and record the field map and workflow names in your process register.