Portfolio Reporting & Review Prep

Q: Can the automation handle clients with accounts at multiple custodians?

Yes. The system consolidates holdings and performance data across all custodians for each client, reconciling totals and allocations automatically into a single view.

Q: Do advisors still review documents before sending them to clients?

Yes. The system generates the completed review document and notifies the advisor to review and approve it before delivery, ensuring quality control and any last-minute customizations.

Q: Will this work with our existing spreadsheet templates and branding?

The automation is configured to match your review document layout, branding, and narrative style, so the output looks and feels consistent with your current materials.

Q: How does the system calculate performance metrics like year-to-date return?

The system pulls live performance data from custodian APIs and applies standard calculation formulas, eliminating manual cross-checking and reducing the risk of formula errors.

Clients get accurate, branded portfolio reports before every review meeting, without the advisor spending hours pulling numbers together.

132 hrs

Manual time identified

Companies have mapped

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About This Automation

Portfolio reporting and review prep requires advisors to manually log into multiple custodian portals, download statements, and consolidate holdings data across accounts. This repetitive, error-prone work consumes 5+ hours per week and delays client meetings.

Automation pulls live portfolio data from custodian APIs, reconciles holdings across all accounts, calculates performance metrics, and generates a formatted review document in hours instead of days. Advisors gain capacity to serve more clients and reduce data entry errors.

Key features:

Pull live holdings and performance data directly from custodian APIs without manual login

Reconcile multi-account, multi-custodian data automatically into a single consolidated view

Calculate year-to-date returns, quarterly performance, and benchmark comparisons in real time

Generate branded, client-ready PDF review documents with charts and performance tables

Validate data accuracy and flag discrepancies before document delivery

Deliver completed review materials same-day, ready to send to clients

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Multiple custodian portal logins Advisors must manually authenticate to each custodian platform separately, consuming time and creating security friction.	80%
2	Manual data consolidation errors Copying holdings and values across spreadsheets introduces typos and reconciliation mistakes that delay reviews.	67%
3	Slow document turnaround Manual chart creation and formatting extend review prep from hours to days, delaying client meetings.	53%
4	Benchmark calculation overhead Advisors manually cross-check performance figures against custodian reports, duplicating effort and risking mismatches.	40%
5	Limited review capacity Time spent on prep work limits the number of clients advisors can review each month, capping revenue growth.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.4/ 10

AI Fit Rating™

9.1/ 10

Automation Lift Index™

8.7/ 10

Hidden Overhead™

7.3/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Review Meeting Scheduledtrigger

A calendar event or CRM entry indicates a client review meeting is within 7 to 14 days. The automation is triggered by a new event or a daily scan of upcoming meetings.

2. Fetch Client Account List

The automation queries the CRM or a master client database to retrieve all accounts and custodian details for the scheduled client.

3. Pull Data from Custodian APIs

The automation connects to custodian APIs (Schwab, Fidelity, E*TRADE) using stored credentials to retrieve live holdings, account values, and performance data for each account.

4. Consolidate and Calculate Metrics

The automation processes the raw custodian data, consolidates holdings across accounts, calculates year-to-date and quarterly returns, and compares performance against benchmarks.

5. Generate Review Document

The automation creates a formatted PDF review document with consolidated holdings, performance charts, and narrative summary, ready for advisor review.

6. Advisor Reviews and Approves

The advisor reviews the generated document for accuracy and tone, makes any final edits or additions, and approves it for sending.

7. Send Review

The automation sends the approved review document to the client with a personalized cover message and meeting confirmation.

8. Log Completion in CRM

The automation records the review send date and document version in the CRM, flagging the review as complete and ready for the meeting.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

15% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

184 hrsIdentified

4Mapped

View

Frequently asked questions

Everything you need to know before mapping this process.

What happens if a custodian API connection fails or data is unavailable?

The system flags the error and notifies the advisor immediately, allowing manual intervention or rescheduling before the review document is generated. No incomplete or stale data reaches the client.

Can the automation handle clients with accounts at multiple custodians?

Do advisors still review documents before sending them to clients?

Will this work with our existing spreadsheet templates and branding?

How does the system calculate performance metrics like year-to-date return?

View more FAQs

Process pain:9.4/10

Mapped by:4 Companies

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Page updated 10 August 2026