How Every Engagement Starts
All engagements begin with the Practice Efficiency Review. A non-negotiable 3G best practice.
Engagement Agreement + Invoice Required to Start
A signed engagement agreement and NDA are required before any work begins. Sent via secure e-signature with the invoice embedded directly in the document. Sign and pay in one step.
Practice Brief Sent
After the agreement is signed and payment confirmed, we'll send over the Practice Brief. This short intake form gives us a clear picture of your practice, your team, and where things stand today, so we come to the first call prepared rather than starting from scratch. Scheduling for our kickoff call is built right in at the end.
CRM Access Confirmed Timeline Starts Here
We request access to your CRM. The 10-business-day turnaround for the Insight Report begins once access is confirmed, not from payment date. See CRM access details below.
Kickoff Call
1-hour Zoom call (recorded) to go deep on your practice, priorities, and goals. Completed after the Practice Brief is submitted.
Practice Efficiency Review
This is where the work begins. We go deep into your CRM and operations: how your data is structured, what's configured and what isn't, where your workflows break down, how your team is actually using the system day to day, and where the gaps are between how things work now and how they should. This is the foundation everything else gets built on.
Insight Report Delivered Within 10 Business Days
The Insight Report is your practice's blueprint. A clear, prioritized action plan covering what to fix, what to build, and where to start. It's yours to keep regardless of what you decide next and specific enough to act on immediately. If you continue with 3G, every item carries forward into the monthly work so you can watch progress being made in real time.
Report Review Call
This is your call to ask anything. We walk through the Insight Report together, make sure everything is clear, and talk honestly about what the right next step looks like for you. Whether that's a retainer, a data cleanup project, or simply walking away with your blueprint, we'll point you in the right direction.
CRM Access
Access to your system is required before analysis can begin
WealthBox
Access is provided either through a dedicated license purchased by the client, or by sharing an existing login. WealthBox supports multiple simultaneous users. Note: licensing or access setup may add time before the 10-day clock begins.
SmartOffice / Zinnia
Direct consultant access is available at no charge but must be set up through Zinnia at SmartOffice. Allow additional time for this setup step at the start of the engagement.
Redtail
Access is arranged directly with the client at the start of the engagement. Setup time varies.
Other CRMs
Access method is determined on a per-engagement basis. We will confirm access requirements as part of the onboarding process.
Billing
Simple, predictable, always upfront
Practice Efficiency Review One-Time
Invoiced upfront at $2,500 at the start of the engagement. Paid before the kickoff call is scheduled.
Monthly Retainers Billed on the 1st
All retainers bill on the 1st of the month, paid in advance. If your Practice Efficiency Review completes mid-month, your retainer starts on the 1st of the following month.
Data Cleanup Separate Scope
Always scoped and priced separately, never bundled into a retainer. Flat fee for straightforward cleanup. Hourly ($250–$350/hr) for complex or large-scale work.
Additional Hours As Needed
Work outside the retainer scope (extra calls, urgent requests, off-scope projects) is billed at the hourly rate. Always communicated before the work begins.
What Your Retainer Delivers
You're not paying for calls. You're paying for consistent, expert-led progress on your practice every single month.
The Work
- CRM improvements, workflow builds, and process cleanup, done for you
- Ongoing optimization: your system evolves as your practice grows, not just when something breaks
- Research, prep, and testing before every call so your time is spent making decisions, not catching up
- Documentation so your team always knows how things run
- Monthly Progress Summary (PDF): what got done, what's next
How We Stay Aligned
- Up to 4 calls per month to set direction, review progress, and make decisions together
- Collaborative Teams channel when available, replacing back-and-forth email
- Priorities set together at the start of each month
- Additional calls beyond 4/month billed at hourly rate
- Month-to-month, no long-term commitment required
Pricing by Firm Size
Retainer pricing is guided by firm size and scope
| Firm Size | Practice Efficiency Review | Practice Enhancer | Operations Partner |
|---|---|---|---|
| Solo advisor (1–2 staff) | $2,500 | $3,000/mo | By discussion |
| Small team (3–5 staff) | $2,500 | $3,000–$3,500/mo | $4,000–$5,000/mo |
| Mid-size (6–10 staff) | $2,500 | $3,000–$4,000/mo | $5,000–$6,000/mo |