Blog · Financial Advisors
AI Client Intake for Financial Advisors:
Qualify Prospects 24/7
February 25, 2026 · 5 min read
Your ideal prospect calls at 7:30 PM on a Tuesday. He's a business owner who just received a $4M buyout offer and needs help with tax-efficient structuring, estate planning, and portfolio construction. He found you through a Google search for "fee-only financial advisor near me." Your office closed 90 minutes ago. He gets voicemail. He calls the next advisor on the list.
The traditional financial advisory practice operates 8–5, Monday through Friday. But the people who need financial advisors most—business owners, executives, dual-income professionals—are busy during those exact hours. They research and call after work, on weekends, and during lunch breaks. If your intake process only works when your office is open, you're missing the highest-value prospects.
The Intake Problem for Advisory Firms
Client intake in financial advisory is more nuanced than in most industries. You're not just booking an appointment—you need to understand the prospect's financial situation, goals, and whether they're a fit for your practice before the first meeting:
- AUM qualification: Does the prospect meet your minimum? ($250K? $500K? $1M?)
- Service fit: Are they looking for comprehensive planning, investment management, retirement planning, or a specific need?
- Timeline: Is this urgent (401(k) rollover with a deadline, business sale closing soon) or exploratory?
- Trigger event: What prompted the call? Retirement, inheritance, divorce, death of spouse, business sale?
- Current situation: Do they have an existing advisor? What's motivating the switch?
A receptionist who takes a name and number provides zero intake value. You still need to call back, ask all these questions, and then schedule a meeting. That callback loop costs you time and loses you prospects who've already moved on.
How AI Intake Works for Financial Advisors
Vox for Financial Advisors runs a structured intake conversation that captures everything you need to prepare for a productive discovery meeting:
Step 1: Understand the Trigger
Vox opens with a natural conversation: "What brings you to [Your Firm Name] today?" The prospect explains—maybe they're retiring next year, maybe they inherited assets, maybe they're dissatisfied with their current advisor. This context determines the entire flow of the intake.
Step 2: Qualify the Opportunity
Vox asks about the prospect's investable assets, income situation, and financial goals. For a retirement inquiry: "Are you looking for help managing an existing portfolio, rolling over a 401(k), or starting from scratch?" For a business sale: "Can you share the approximate value of the transaction?" These questions are natural and conversational—not a checklist.
Step 3: Assess Timeline and Urgency
Some prospects have deadlines: a 60-day 401(k) rollover window, a business sale closing next quarter, an RMD deadline approaching. Vox identifies time-sensitive situations and flags them as high-priority. Exploratory prospects ("I'm thinking about retirement in a few years") get scheduled at normal pace.
Step 4: Schedule the Discovery Meeting
For qualified prospects, Vox books a discovery meeting directly on your calendar. In-person or virtual—the prospect chooses. The meeting invite includes a summary of everything discussed: trigger event, financial situation, goals, and timeline. You walk into the meeting fully prepared.
The Data You Get Before the Meeting
After every intake call, Vox sends you a structured prospect profile—not a vague message slip:
Contact: Name, phone, email, preferred contact method
Trigger Event: What prompted the call (retirement, inheritance, business sale, advisor switch)
Financial Snapshot: Approximate investable assets, income situation, existing accounts
Goals: What they're looking for (comprehensive planning, investment management, specific need)
Timeline: Urgency level and any deadlines
Referral Source: How they found you (Google, referral, seminar, website)
Meeting: Scheduled date, time, format (in-person or virtual)
This profile flows directly into your CRM—Redtail, Wealthbox, Salesforce, or any system that supports webhooks. You prepare for the discovery meeting with full context, not cold.
Handling Existing Clients vs. New Prospects
Not every call is a new prospect. Vox intelligently routes based on the caller's needs:
New Prospect: Full intake conversation, qualification, and discovery meeting scheduling.
Existing Client — Service Request: Captures the request (beneficiary change, distribution, account question) and sends it to your operations team. No discovery meeting needed.
Existing Client — Urgent: Market anxiety, account issue, or time-sensitive matter. Transfers directly to you or your designated backup. If unavailable, takes a detailed message and sends an urgent notification.
Vendor / Solicitation: Filters appropriately so your time isn't wasted.
Why This Matters More Than You Think
The average independent financial advisor adds 10–20 new clients per year. Each new client represents $5,000–$25,000+ in annual recurring revenue. The intake process is the top of that funnel, and every prospect who calls and doesn't get through is a leak in that funnel.
- Missed prospect calls per month (typical solo/duo practice): 5–15
- Conversion rate on answered calls: 15–25%
- Potential new clients lost per year from missed calls: 9–45
- At $10,000 average annual revenue per client: $90,000–$450,000/year in lost AUM fees
- Cost of Vox: $3,000–$6,000/year
Get Started
Setup takes about 20 minutes. You define your minimum AUM, service offerings, intake questions, and calendar availability. Vox handles every call with the same professionalism your practice demands. See the full Vox financial advisor solution →
Qualify Every Prospect. Schedule Every Meeting.
AI client intake for financial advisors. Professional, compliant, 24/7.