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A-200 · For advisors and brokers

Every enquiry that waits for a callback is a client another advisor can book.

Luxarca answers the enquiries your office can’t reach, chases the documents onboarding waits on, and calls clients before their review or renewal comes due. Your licensed people keep the advice, the suitability call and the sign-off.

Book a demo Run the Leak Audit
ELEVATION A · THE CALL PATH RESPOND RETAIN ROUTE REIMAGINE CALL AGENT MEETING BOOKEDIN YOUR CALENDAR DOCUMENTS CHASED CLIENT FILEOPENEDIN YOUR CRM REVIEW PACKETDRAFTED ATTESTATIONTRACKED NTS ELEVATION A · THE CALL PATH CALL AGENT MEETING BOOKEDIN YOUR CALENDAR DOCUMENTS CHASED CLIENT FILE OPENEDIN YOUR CRM REVIEW PACKETDRAFTED ATTESTATIONTRACKED RESPOND RETAIN ROUTE REIMAGINE NTS
From the call to the back office. Hatched steps happen inside the software you already run; it stays where it is.

A-201 · Where it leaks

Six places a practice loses clients and hours.

None of these take new software to find. They show up in the call log, the CRM and the onboarding checklist. The Schematic measures each one before we build anything.

  1. 01 Front desk

    Enquiries arrive while you’re with a client.

    The advisor is in a review, the assistant is on another line, or it’s after six. Someone who has finally decided to deal with their mortgage or their savings calls the next name on the list.

    Enquiries missed or answered late, by hour and day

  2. 02 Front desk

    The first meeting happened. Nothing after.

    They liked the conversation and said they’d think about it. Nobody followed up, so the decision was made at their bank.

    First meetings held, and clients who signed

  3. 03 Front desk

    Onboarding waits on documents.

    The KYC form, the ID, the void cheque, the transfer form. Each one is asked for by email, then asked for again. The account sits unopened while someone chases.

    Days from signed to onboarded, and what held it up

  4. 04 Front desk

    Renewals and reviews come due and nobody calls first.

    The lender sends the renewal offer and the client signs it, or walks into their branch. The annual review slips a quarter. Nobody was watching the date.

    Renewals and reviews due, and who has been contacted

  5. 05 Back office

    Every review meeting is assembled by hand.

    Holdings, last meeting’s notes, what changed since. Someone pulls it from three systems into a packet the night before, for every client, every year.

    Time spent preparing each review meeting

  6. 06 Back office

    Compliance lives in one person’s spreadsheet.

    Attestations, KYC refresh dates, the complaint log. One person knows where it is and what’s overdue. When they’re away, nobody does, and it shows at the next audit.

    Where compliance tasks are tracked, and by whom

A-202 · How it moves

How a client moves through a practice.

We map the practice before we recommend anything. Every client passes through the same four stages.

Stage 01Enquiry02Onboarding03The relationship04The back office
Respond
Retain
Resell
Route
Reimagine
  1. 01

    Enquiry

    First call to first meeting. Where most practices lose clients they never knew they had.

    • New or existing. Sorted on the first call
    • What it’s about. A mortgage, a plan, a transfer
    • First meeting. Booked, confirmed, followed up
  2. 02

    Onboarding

    Signed to account open. Where the paperwork piles up.

    • KYC. Collected once, reviewed by a licensed person
    • Documents. Requested and chased item by item
    • The file. Written into your CRM, not retyped
  3. 03

    The relationship

    Year one to year ten. Where the book is kept or lost.

    • Reviews. Booked on schedule, not when someone remembers
    • Renewals. Called before the maturity date
    • Referrals. Asked for where your rules allow
  4. 04

    The back office

    What the client never sees.

    • Reporting. Review packets and client letters
    • Compliance. Attestations, refresh dates, evidence
    • Know-how. Which lender takes which file

A-203 · What we build

Four systems, installed in order.

You start with Respond. Each system runs on the one below it. Respond, Retain and Resell are priced from a rate card; Route is scoped after the Schematic. The back office has its own plate below.

05 Reimagine The back office, on its own plate below
RESPOND · INTAKE AGENT

Respond · Rate card

Respond — the calls you’re losing.

Answers every enquiry, sorts clients from prospects, and books the first meeting.

  • New enquiries: what they’re looking for — a mortgage, a plan, a transfer — and the first meeting booked
  • Existing clients: document questions and meeting changes, routed to the right advisor or assistant
  • Anything about rates, products or what to do passed to a licensed person
  • Evenings, weekends and meeting hours covered
Your client
The call is answered, even while the advisor is with another client, and ends with a meeting booked.
You see
Every call logged with a summary, and the meeting on the advisor’s calendar.
Underneath
Your number forwards to the agent when nobody at the office picks up.
RETAIN · PIPELINE SOURCE HELD

Retain · Rate card

Retain — the leads you’re dropping.

Follows up after the first meeting and chases what onboarding is waiting on.

  • Follow-up after every first meeting
  • KYC forms, ID and transfer documents requested and chased until they’re in
  • Onboarding status messages, drafted for advisor approval
  • Meeting reminders and no-show rebooking
Your client
A reminder of the one document still missing, and where to send it.
You see
Which prospects are still open, and which files are missing a document.
Underneath
Follow-ups set off by meeting dates and the onboarding checklist.
RESELL · CYCLE

Resell · Rate card

Resell — the clients you already have.

Contacts clients before their review or renewal comes due.

  • Mortgage renewals: clients contacted before the maturity date
  • Annual reviews booked on schedule
  • Referral requests, where your compliance rules allow them
  • Dormant prospects reopened
Your client
A call before the renewal date, with a time booked to talk it through.
You see
Renewals and reviews coming due, who was contacted, and who booked.
Underneath
Your client book, sorted by maturity date and last review.
ROUTE · DECISION LEAD PROFILE SCORE FIT INTAKE NURTURE ARCHIVE ONE PATH TAKEN

Route · Scoped after the Schematic

Route — who goes where, decided by your rules.

Carries the new client into your CRM and onboarding workflow.

  • Enquiry and KYC details written into your CRM
  • Onboarding checklist tracked per client, with an owner for each step
  • KYC refresh dates tracked across the book
  • Connected to the CRM and planning software you already run
Your client
Isn’t asked for the same document twice.
You see
Each new client’s onboarding status, and what is still missing.
Underneath
Intake and KYC details written into your CRM, waiting for licensed review.

A-204 · Back office · Reimagine

Review packets, client reports and compliance paperwork, ready before the advisor needs them.

The first four systems work at the practice’s front door and along the path a new client takes. Reimagine is the workspace behind them: advisors, assistants and compliance working alongside agents on the work nobody has written down. These are the systems we build there. None starts until the Schematic says it should.

REIMAGINE · STRUCTURE
Loose tools and one person holding them together, then the same work in one structure.
  1. 01

    Review preparation

    Holdings, notes from the last meeting and what changed since, assembled into a packet before each review. The advisor reads it and decides what to discuss.

  2. 02

    Client reporting

    Quarterly letters and reports drafted from your portfolio system. An advisor checks every one before it is sent.

  3. 03

    Compliance attestations

    Attestations, policy acknowledgements and KYC refresh cycles sent, tracked and evidenced. Your compliance officer signs off.

  4. 04

    Meeting notes

    Notes drafted from the meeting and filed to the client record, for the advisor to correct and approve.

  5. 05

    Lender criteria

    Which lender takes which file — self-employed income, rental properties, a thin credit history — written down from the broker who knows it, and searchable.

  6. 06

    The practice’s playbook

    How this practice runs onboarding, reviews and renewals, written down from the people who know it and kept current.

A-205 · Human in the loop

A person steps in when it’s needed, not by default.

Luxarca doesn’t give financial advice, and we don’t build an AI advisor. The calls, the chasing and the paperwork run start to finish without an advisor touching them. A licensed person is brought in when the client needs one: advice, a rate, suitability, anything signed. Not by default.

AI handles

The work that repeats.

  • Answering. Every enquiry, including mid-meeting; says it’s an AI respond
  • Sorting. New or existing, mortgage or investments respond
  • Booking. First meetings on the right advisor’s calendar respond
  • Collecting. KYC forms, ID, transfer documents, chased retain
  • Reminding. Reviews and renewals, ahead of the date resell
  • Filing. Onboarding details into your CRM route
  • Preparing. Review packets, drafted for the advisor reimagine

Brought to your people

The work that needs a licensed advisor.

  • Advice. Anything a client could rely on
  • Suitability. Whether a product fits this client
  • KYC sign-off. The system collects it. A licensed person approves it
  • Rates and lenders. Which mortgage, at what rate, from whom
  • Trades and transfers. Instructed and approved by a person, every time
  • The hard conversation. A bad year, a death in the family

The agent books the meeting. It never gives advice, quotes a rate or recommends a product.

KYC, suitability and anything a client signs go through a licensed person first.

A-206 · Works with what you run

Built into the software you already run.

Nobody at the practice moves to new software. The systems work inside the tools your team already uses.

Schedule A · Integrations

Software you already run

  • 01

    Advisor CRM

    06
    • Wealthbox
    • Redtail
    • Salesforce Financial Services Cloud
    • Practifi
    • HubSpot
    • Croesus
  • 02

    Mortgage origination

    07
    • Filogix Expert Pro
    • Velocity
    • Finmo
    • Lendesk
    • Encompass
    • Floify
    • Arive
  • 03

    Planning and portfolio

    08
    • Conquest Planning
    • NaviPlan
    • RightCapital
    • eMoney
    • MoneyGuide
    • Orion
    • Black Diamond
    • Addepar
  • 04

    Documents, signing and archiving

    06
    • DocuSign
    • Adobe Acrobat Sign
    • ShareFile
    • Box
    • Smarsh
    • Global Relay
  • 05

    Communications and scheduling

    06
    • Outlook
    • Google Workspace
    • Microsoft Teams
    • Zoom
    • Calendly
    • RingCentral
  • 06

    Anything else

    If it has an API, an export or an inbox, we connect to it.

A-207 · Questions

What advisors and brokers ask first.

Does this replace my assistant?

No. It answers the calls your assistant can’t get to — after hours, on weekends, while they’re on another line. They stop chasing documents and spend the day on the clients who need a person.

Will callers know they’re speaking to an AI?

Yes. The agent says so at the start of every call. A caller who would rather speak to a person is passed to your team, or booked for a callback when the office is closed.

Will the agent talk about rates, products or what a client should do?

No. It explains how the practice works and what happens next, and it books the meeting. Anything that sounds like a request for advice, a rate or a recommendation goes to a licensed person.

Does our compliance officer have to approve it?

We’d want them to. Before anything goes live, your compliance officer sees the call scripts, the message templates and the rules the agent follows. Nothing goes live until they’ve signed off. [dealer or brokerage approval steps to confirm]

Can it collect KYC information?

It collects what your forms ask for and chases what’s missing. A licensed person reviews every file and signs off. The agent never approves a client or an account.

How long until it’s live?

Respond, Retain and Resell: [timeline to confirm]. Route and Reimagine: [timeline to confirm], set in the scope.

Do we have to change our CRM?

No. We connect to the one you run.

What happens to our phone number?

Nothing. It’s your number. Calls forward to us when nobody picks up, and you can switch the forwarding off yourself.

Where is client information held, and who can see it?

Everything the systems handle is recorded: the calls, their transcripts, the details callers give, and every message sent in your name. It is held in the systems we run for you, not on your office computer. Your team and ours can see it. We don’t sell it or use it for anything else.

Any of it is exported to you when you ask: recordings, transcripts, contacts, the documents collected, and the rules the system follows. If you leave, you get all of it, you switch the forwarding off yourself, and we support the handover for 30 days. That is a term in the contract, not a promise on a call.

Reimagine is held separately, in a workspace set up for your business.

Where each kind of record is held, and for how long, is written into the agreement before anything goes live. You can check it against your regulator’s record-keeping rules before you sign.

What does it cost?

Respond, Retain and Resell are priced from a rate card. Route and Reimagine are scoped after the Schematic. You have a number before you commit to anything.

What is the Schematic?

Before we build anything, we measure what the practice is losing: enquiries missed or answered late, the hours from enquiry to a booked meeting, files waiting on documents, and renewals coming due that nobody has called. You get the numbers, and what Respond would recover.

A-208 · The Schematic

Find out what the practice is losing.

Before we build anything, we measure four things. You get the numbers, and what Respond would recover.

Book a demo Run the Leak Audit
  1. 01Enquiries missed, by hour and day
  2. 02Hours from enquiry to a booked meeting
  3. 03Files waiting on documents, and for how long
  4. 04Renewals and reviews due, and who has been contacted