Complete Implementation Roadmap
Wealth Management
CRM Implementation Guide
From legacy system migration to full Salesforce FSC adoption—a proven methodology for independent RIAs, broker-dealers, family offices, and multi-family office aggregators.
$2.8B+
Avg AUM Managed
47K+
Records Migrated
98%
User Adoption
6-8mo
Typical Timeline
What You'll Learn
Who This Guide Is For
Independent RIAs
Moving from Junxure, Redtail, or Wealthbox to enterprise-grade Salesforce FSC for scalability and compliance.
Broker-Dealers
Consolidating advisor workspaces, ensuring compliance visibility, and supporting hundreds of affiliated advisors.
Family Offices
Managing ultra-high-net-worth relationships with complex household structures, trust relationships, and multi-generational planning.
Multi-Family Office Aggregators
Rolling up 10-50 practices into a unified platform while maintaining advisor autonomy and client service quality.
1
Phase 1 • 3-4 weeks
Discovery & Strategy
Foundation phase where we understand your business model, current technology stack, pain points, and define success criteria.
Business Discovery
- Firm Profile & AUM Analysis: Document total AUM, number of advisors, client segments (HNW, UHNW, mass affluent), service models (planning-centric, investment-centric, hybrid)
- Current State Assessment: Evaluate existing CRM (Junxure, Redtail, Wealthbox, SmartOffice), portfolio management system (Orion, Black Diamond, eMoney), document management (Laserfiche, SharePoint), and other critical tools
- Pain Points Identification: Conduct stakeholder interviews with advisors, operations, compliance, and leadership to identify workflow bottlenecks, reporting gaps, and client service issues
- Regulatory Requirements: Document SEC, FINRA, or state compliance obligations—recordkeeping, communication archiving, suitability documentation, Form ADV requirements
- Success Metrics Definition: Establish baseline and target KPIs—advisor productivity, client service response times, AUM per advisor, compliance violation rates, NPS scores
Technical Discovery
- Data Profiling: Analyze current CRM database—record counts (households, individuals, accounts, opportunities), data quality metrics (completeness, accuracy, duplicates), custom field usage
- Integration Requirements: Document all systems requiring integration with CRM, API availability, authentication methods, data sync frequency requirements, integration complexity
- Customization Needs: Identify firm-specific processes requiring custom objects, fields, page layouts, automation, or application development
- User Personas: Define roles with unique needs—Lead Advisor, Associate Advisor, Client Service Associate, Operations Manager, Compliance Officer, Executive/Leadership
Deliverable: Strategic Roadmap Document
Comprehensive document detailing current state, future state vision, implementation phases, timeline, resource requirements, budget, success metrics, and risk mitigation strategies.
2
Phase 2 • 6-8 weeks
Data Migration from Legacy CRMs
Zero-data-loss migration from Junxure, Redtail, Wealthbox, or other legacy systems to Salesforce FSC. Rigorous validation at every step.
Week 1-2: Data Extraction & Cleansing
- Full Database Export: Extract all clients, households, accounts, contacts, activities, documents, notes from legacy CRM. Verify completeness with record count reconciliation.
- Duplicate Detection & Merge: Identify and merge duplicate households, contacts, and accounts using intelligent matching algorithms (name similarity, address, email, phone). Create merge rules preserving best data from each duplicate.
- Data Quality Remediation: Fix formatting issues (phone numbers, SSNs, dates), fill missing required fields, standardize addresses, validate email formats, clean up garbage/test data.
- Relationship Mapping: Document complex household structures, primary/joint account holders, trust relationships, beneficial owners, power of attorney, authorized signers.
Week 3-4: Data Transformation & Mapping
- FSC Object Mapping: Map legacy data to FSC objects—Person Accounts (clients), Households, Financial Accounts (accounts/holdings), Financial Goals, Insurance Policies, Life Events, Action Plans.
- Picklist Value Transformation: Convert legacy dropdown values to FSC-standard picklists (account types, relationship types, service models). Create custom picklist values where firm-specific options needed.
- Historical Data Decisions: Determine how far back to migrate activities, notes, opportunities. Balance data completeness vs. system performance and user experience.
- Transformation Scripts: Build ETL (Extract, Transform, Load) scripts with detailed transformation logic, error handling, data validation rules, rollback capabilities.
Week 5-6: Test Migration & Validation
- Sandbox Migration Execution: Load cleansed and transformed data into Salesforce sandbox environment. Execute in batches respecting API limits and governor limits.
- Quantitative Validation: Reconcile record counts—households, individuals, accounts, activities loaded vs. source data. Verify relationships, account ownership, advisor assignments.
- Qualitative User Testing: Select 20-50 representative households. Have advisors review data accuracy, completeness, relationship structures in migrated records.
- Iteration & Refinement: Fix issues discovered during validation. Re-run test migration until 95%+ accuracy achieved. Typical projects require 2-3 test migration cycles.
Week 7-8: Production Migration
- Freeze Legacy CRM: Read-only mode for legacy system starting Friday evening before migration weekend. All updates captured separately for post-migration sync.
- Final Data Export: Extract any updates since test migration. Ensure capturing all changes up to cutover moment.
- Production Load: Execute production migration over weekend. Batch loading with progress monitoring, error logging. Typical 10K household firm: 6-12 hours total load time.
- Post-Migration Validation: Sunday validation by core team. Verify all critical records, run reconciliation reports, spot-check key households, confirm integrations working.
- Go-Live Monday Morning: Launch Salesforce FSC to users. War room support first week. Legacy system remains accessible read-only for 30-90 days as safety net.
Success Criteria: Migration Quality Gates
Record Count Accuracy: 99.9%+ match between source and target
Data Quality Score: 95%+ completeness on critical fields
Relationship Integrity: All household structures preserved correctly
User Acceptance: 90%+ of advisors confirm data accuracy
3
Phase 3 • 8-10 weeks
FSC Configuration & Customization
Configure Salesforce Financial Services Cloud to support your specific business model, workflows, and reporting requirements.
Core FSC Configuration
Person Accounts & Households
- •Person account record types (individual, trust, entity)
- •Household management with primary member designation
- •Relationship groups (spouses, children, business partners)
- •Multi-generational family tree visualization
Financial Accounts
- •Account types (taxable, IRA, 401k, 529, trust, etc.)
- •Custodian/provider tracking (Schwab, Fidelity, TD, Pershing)
- •Account owner, beneficiary, and trustee relationships
- •AUM rollup to household level
Financial Goals & Action Plans
- •Goal types (retirement, education, legacy, major purchase)
- •Target dates, funding amounts, priority rankings
- •Action plan tasks with due dates and ownership
- •Progress tracking and milestone alerts
Service Console & Lightning Pages
- •Advisor workspace with 360° client view
- •Household dashboard with AUM, accounts, goals
- •Activity feed showing recent interactions
- •Embedded portfolio performance (from integration)
Custom Objects & Fields
Firm-specific extensions to FSC standard objects:
Fee Billing Custom Object: Track fee schedules, billing cycles, fee calculations, invoices. Link to households and accounts with automated fee calculation workflows.
Meeting Notes Custom Object: Structured meeting notes with attendees, topics, action items, follow-ups. Searchable repository replacing unstructured notes.
Service Tiers & Fee Schedules: Custom fields for client service models (platinum, gold, silver), meeting cadence, deliverables, fee structures (AUM-based, flat fee, hybrid).
Risk Tolerance & Investment Policy: Fields capturing risk questionnaire results, investment policy statement details, asset allocation targets, rebalancing thresholds.
Automation & Workflows
Automated Task Creation: Review meetings scheduled 90 days before renewal. Birthday/anniversary cards 30 days prior. Required minimum distribution (RMD) reminders Q4 for clients over 73.
Household AUM Calculations: Scheduled jobs to aggregate account values to household level. Trigger recalculations when account balances update from portfolio system integration.
Client Lifecycle Automation: Onboarding checklists with tasks for paperwork, account opening, initial plan delivery. Offboarding workflows for account closures.
Lead Assignment & Routing: New leads from website forms automatically assigned based on advisor capacity, specialization, geography. Round-robin or rules-based distribution.