Financial Planners Leverage Zapier to Save Time and Money

Quarry Hill Advisors is a financial planning firm co-founded by Kyle Moore, a Certified Financial Planner. The firm was spending a significant amount of time on administrative tasks such as data entry, which was taking away from their core job of serving clients. They were looking for a solution to automate these tasks and save time. They used Wealthbox CRM to manage their clients and were in need of a faster way to add contacts to it. The firm values efficiency and was willing to invest time upfront to automate tasks for future time savings.

Quarry Hill Advisors, a financial planning firm, was grappling with the challenge of time-consuming administrative tasks. The team was losing one to two hours each week on data entry tasks such as creating contacts and adding emails to newsletters. This was time taken away from their core job of serving clients. The financial planners calculated that they were effectively spending a significant amount of money on these administrative tasks, considering their hourly billing rate. The challenge was to find a way to reduce the time spent on these tasks and redirect it towards more productive activities.

The solution came in the form of Zapier, an app automator. Kyle Moore, co-founder of Quarry Hill Advisors, used Zapier to automate tasks that were previously done manually. The firm used Wealthbox CRM to manage their clients, and with Zapier, they were able to automate contact creation, building an email list, and sending introduction emails. The process starts with a new booking in the appointment app ScheduleOnce. Zapier takes the client's information and creates a contact in Wealthbox. Once the contact exists in Wealthbox, another automated workflow runs to add them to a list in MailChimp. A third workflow creates an introductory email draft in Gmail. This automation eliminated the need for manual data entry and allowed the team to focus on their core tasks.

• The use of Zapier has significantly improved the operational efficiency of Quarry Hill Advisors. The automation of tasks has eliminated the need for manual data entry, freeing up time for the team to focus on their core tasks. The firm no longer needs to remember to send emails or look up prospect's email addresses, as these tasks are now automated. The drafted emails are ready to be personalized and sent, adding a personal touch to their communication. The firm has also seen an increase in their newsletter list, which grows bigger every day without any manual intervention. The investment of time on the frontend to create or automate tasks has yielded incredible time savings in the future.

• Saved at least one hour per week, equating to a saving of $200 per week considering their billing rate

• Automated contact creation, email list building, and introduction email sending, eliminating manual data entry

• Gained a full work-week back every year, plus a little extra