Notes

Finpace offers robust note-taking capabilities to help you effectively document and manage client interactions, meetings, and events.

‍

Overview

With both Case Notes and Meeting Notes, you can keep comprehensive records of all client-related activities, ensuring that you’re always prepared and organized.

Case Notes capture detailed information about client interactions, needs, and discussions, while Meeting Notes focus on summarizing pre- and post-meeting topics.

Additionally, Meeting Notes can be automated to streamline your workflow, such as automatically sending summaries when a client completes a Pre-Meeting Questionnaire (PMQ), for example. More below...

‍

Case Notes: Documenting Client Interactions

Case Notes in Finpace are designed to help you track and maintain detailed information about every interaction with your clients. These notes ensure that you have a comprehensive record of meetings, events, client needs, discussions, and other important details for compliance purposes.

To create and manage Case Notes:

1. Navigate to Customers > Select Customer > Notes:
   • Access the desired client’s profile within Finpace and select the Notes section.
     ‍
2. Add a New Case Note:
   • Click + Add Case Note to create a new entry.
   • Document the details of the meeting, interaction, or event, including the client’s needs, wishes, discussions, and any follow-up actions required.
     ‍
3. Organize and Search Notes:
   • Use tags or categories to organize your Case Notes for easy retrieval. For example, you might tag notes by topic (e.g., “Investment Strategy” or “Estate Planning”) or by type of interaction (e.g., “Phone Call” or “In-Person Meeting” as a few examples).
   • Search through your notes by date, keyword, or tag to quickly find the information you need.
     ‍
4. Review and Update:
   • Regularly review and update Case Notes to ensure that they accurately reflect the client’s ongoing needs and interactions. This helps maintain a complete and up-to-date record for future reference.

‍

Meeting Notes: Preparing for and Summarizing Meetings

Meeting Notes in Finpace are specifically designed to help you prepare for upcoming meetings and document key discussion points afterward. These notes ensure that both you and your clients are aligned on the topics to be discussed and the outcomes of the meeting.

To create and manage Meeting Notes:

1. Navigate to Customers > Select Customer > Notes:
   • Within the client’s profile, select the Notes section.
     ‍
2. Add Meeting Notes:
   • Before a meeting, use the Meeting Notes feature to summarize the topics to be discussed. These can be based on the client’s responses to a Pre-Meeting Questionnaire (PMQ), for example, or other preparatory discussions.
   • Include key points, questions, and any specific issues the client wants to address during the meeting.
     ‍
3. Add Post-Meeting Notes:
   • After the meeting, update the Meeting Notes to reflect what was discussed, any decisions made, and the next steps. This helps ensure that there is a clear record of the meeting’s outcomes.
   • See this example for reference. Please keep in mind, your logo will show at the top for brand recognition and consistency. (Recon Wealth Planning is a fictional firm created for demo purposes only)
     ‍
4. Automate Meeting Notes:
   • Finpace allows you to automate the creation and distribution of Meeting Notes. For example, when a client completes a Pre-Meeting Questionnaire (PMQ), the topics they wish to discuss can be automatically listed in the Meeting Notes and sent to them via email or SMS. This can be done in platform and/or within a string of automated events by using Zapier (further detail below).
   • This automation helps you stay organized and ensures that clients receive a summary of what to expect in the upcoming meeting, reinforcing your professionalism and attention to detail.
     ‍
5. Send Meeting Notes to Clients:
   • Use the built-in email or SMS functionality to send Meeting Notes directly to clients. This can include a summary of upcoming discussions (pre-meeting) or a recap of what was covered (post-meeting).
   • Ensure that clients are fully informed and prepared, enhancing the overall meeting experience and strengthening your client relationships.

‍

Automating Meeting Notes

Finpace’s automation features allow you to streamline the process of creating and sending Meeting Notes, saving you time and ensuring that clients are always in the loop.

To automate Meeting Notes:

1. Set Up Triggers for Automation:
   • In the Engagement Hub > Automations, set up triggers such as the completion of a PMQ or the scheduling of a meeting to automatically generate Meeting Notes.
     ‍
2. Define the Content:
   • Customize the content of the automated Meeting Notes based on the information gathered from the client or the meeting agenda. This might include a summary of topics, key questions, or specific client requests.
     ‍
3. Select Distribution Methods:
   • Choose how you want the Meeting Notes to be sent to the client, either via email or SMS. This ensures that the client receives the information in their preferred format.
     ‍
4. Review and Monitor Automation:
   • Regularly review the automated processes to ensure they are functioning correctly and making necessary adjustments as your needs evolve.

‍

Best Practices for Using Notes in Finpace

To maximize the effectiveness of Case Notes and Meeting Notes in Finpace, consider the following best practices:

• Consistency is Key:
  • Keep your note-taking consistent across all clients. Use similar formats and structures for both Case Notes and Meeting Notes to ensure that all important details are captured.
    ‍
• Leverage Automation:
  • Automate as much of the note-taking and distribution process as possible. This not only saves time but also ensures that nothing falls through the cracks.
    ‍
• Regularly Review Notes:
  • Make it a habit to review and update your notes regularly. This keeps your records current and relevant, which is crucial for effective client management.
    ‍
• Encourage Client Engagement:
  • Use Meeting Notes to engage clients by sending them summaries and follow-ups that keep them informed and involved in the planning process.

‍

Conclusion

Finpace’s Case Notes and Meeting Notes features are essential tools for maintaining detailed records of client interactions and meetings.

By documenting all key discussions, client needs, and meeting outcomes, you can ensure that you’re always prepared for your customers needs (not to mention compliance audit(s)) and that your clients feel well-supported. With the added ability to automate Meeting Notes, you can streamline your workflow and enhance client communication, ultimately leading to stronger, more organized client relationships.