Virtual Assistant for Financial Advisors
An advisor prepping tonight's review packet cannot also take today's service call.
We staff meeting prep, account paperwork and routine service requests with people trained on how an advisory practice runs, so your advisors walk into every review already prepared.
Sound familiar?
The friction we hear most.
Every review meeting drags two hours behind it
Pulling statements and performance reports before the meeting, then logging action items and paperwork after it, takes longer than the conversation itself.
Account paperwork chases itself for weeks
A transfer form, a beneficiary update or a custodian signature can stall a plan that client and advisor already agreed on, simply because nobody chased the last signature.
A whole book comes due for review at the same time
Scheduling annual reviews across hundreds of households competes directly with the planning work those reviews are supposed to protect time for.
A service request pulls the advisor out of the room
A client wanting an address change or a wire confirmation reaches the advisor directly, interrupting a meeting they are already in with someone else.
Who joins your team
Roles we staff.
Client Service Associate
Handles account paperwork, transfers and beneficiary updates from request through to confirmed completion.
Meeting Prep & Follow-Up Coordinator
Assembles review packets and performance summaries ahead of each meeting, and closes out the action items after it.
Review Scheduling Coordinator
Works the annual-review calendar across the whole book of clients against advisor availability.
Client Communications Specialist
Fields routine service requests and status questions without ever discussing a recommendation.
Day to day
What they handle, every day.
- Assemble review-meeting packets: performance summaries, statements and prior action items
- Chase signed account paperwork, transfer forms and beneficiary updates to completion
- Schedule annual and periodic review meetings across the entire book of clients
- Field service requests: address changes, wire confirmations, statement copies
- Track outstanding custodian and transfer-of-account requests to resolution
- Log follow-up action items from each review meeting and confirm they are closed out
- Confirm client identity and route account changes through required verification steps
- Prepare new-account onboarding paperwork ahead of the first meeting
- Send meeting reminders and handle reschedule requests without disturbing the advisor mid-session
- Maintain the household contact record used for review scheduling
- Hand off the day's open service requests to morning staff
The handoff
Where AI stops. Where we start.
Automation is genuinely faster at the first, predictable touch — that part is not in question. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand.
A client emails asking for a copy of last quarter's statement
Where AI stops
A system verifies identity and sends the statement back in seconds, no advisor involved, no delay. It cannot tell that the same client emailing about a statement twice this week is actually anxious about something the statement does not explain.
What our team does
Notices the pattern behind a routine request, and loops the advisor in before a quiet worry turns into a decision the client has already made alone.
A transfer has been sitting with the custodian for two weeks
Where AI stops
A system checks the status and logs exactly where the delay sits without anyone having to ask twice. It cannot get on the phone, sit through the hold music, and actually move the holdup along.
What our team does
Calls the custodian, stays on hold until someone with authority picks up, and gets the transfer moving instead of just watching it stall.
A client calls wanting to know if they should move money before a meeting
Where AI stops
A system can recognize that the request is financial advice and decline to answer it, cleanly and every time. It cannot hear the panic in a call that comes in the day after a market drop, or judge how urgently that client needs to talk to someone before they act alone.
What our team does
Gets the advisor on the phone with that client fast, because a panicked call the day after a drop is exactly the moment someone might do something they cannot undo.
It is review season and forty households need scheduling
Where AI stops
A system works through the calendar and books forty slots against advisor availability without missing a household or double-booking a single one. It cannot notice that one of those households has not returned a call in two review cycles and might be about to leave.
What our team does
Flags the households going quiet, not just the ones on the calendar, so the advisor walks into the most important conversations already knowing which one actually needs saving.
Outcomes
What changes.
Review meetings started without a prepared packet
Client service-request intake
Service request acknowledged before a review meeting
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Financial advisory firms.
What this could save you on Financial advisory firms
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$73,621/yr
GH cost, all-in
$20,800/yr
Annual saving
$52,821
71.7% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. They're disclosed here in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% |
| Benefits load | 25% |
| Paid leave | 20 days |
| Workstation and software | $1,500 |
| Cost per hire | $4,000 |
| Annual turnover | 30% |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Team never gives investment, financial or suitability advice
- Records retention and communication archiving consistent with your firm's obligations
- Suitability documentation left to your advisors; the team gathers and files, never assesses
- Confidentiality of client account and financial information
Related services
Common questions
Before you ask.
Does the team ever give investment or financial advice?
No, never. The team preps meetings, chases paperwork and answers routine service questions, and anything touching a recommendation, a suitability judgment or investment strategy is routed straight to your advisor.
How does the team handle sensitive account and financial information?
Under the same records-retention and communication-archiving obligations your firm already follows, with access limited to named individuals working a given household's file. Nothing is stored or shared outside the systems and permissions you control.
Can the team keep up when the whole book is due for review at once?
Yes. Review-season scheduling is worked as a dedicated project against advisor availability, so forty households due in the same month get booked and prepped in sequence rather than however time allows between other work.
Will clients know they are speaking with our firm?
Most clients assume they have reached someone in your office, and the team is built to hold that assumption up — answering and following up as part of your firm, in your language, under your protocols.
Can the team work inside the systems we already use for accounts and scheduling?
Yes. The team works inside whatever portfolio reporting, scheduling and account-management systems you already run, using credentials you issue and permissions you set. Nothing is migrated on your side.
How quickly can service-request coverage start?
Two weeks is typical. The first week maps your meeting-prep checklist, service workflows and escalation rules and trains the team on them. The second runs live coverage supervised alongside your staff before full handover.
Robo-advisors and AI portfolio tools are everywhere now — why would a client still need to talk to a person here?
Automated tools are genuinely good at monitoring a portfolio and flagging a scheduled review, and clients increasingly expect that speed. What they can't do is talk a client down the day the market drops and the phone rings in a panic — that moment needs a person who can stop a decision the client will regret before it is made, not a dashboard showing the same numbers calmly.
Also in professional services
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us