Households are rebuilt, custodial accounts linked rather than copied, and every advisor's notes carried over unchanged, so books of business arrive intact and trusted.
Wealth management migrations usually retire an older CRM or a tangle of advisor spreadsheets, while custodians and portfolio systems remain the source for holdings and balances. We load households, individuals, trusts and entities into Financial Services Cloud structures, link financial accounts by custodial account number, and carry forward meeting notes, tasks, service requests and planning milestones with their original dates. Books of business are verified advisor by advisor before cutover. Where acquired or recruited advisors bring data, we map it into the same model without letting their records overwrite the firm's existing client data.
Wealth relationships are structured around households, not individuals, and legacy CRMs often store them inconsistently: spouses as separate clients, trusts attached to one person, adult children still grouped with their parents. Relationship history matters deeply because advisors rely on notes about goals, family events and prior conversations. Regulators can ask to see an advisor's past client notes exactly as written, so the migrated copy has to be complete and unchanged, which SEC and FINRA recordkeeping rules make explicit. Books of business are also personal, especially for advisors who joined through recruiting or acquisition, and the migration can become an issue of trust. Finally, custodial and portfolio data changes daily, so the migration must reference it, not freeze a snapshot.
Clients are grouped into households with primary members, spouses, dependents, trusts and business entities connected through relationship records. We resolve cases where a legacy CRM split or merged households incorrectly, then review the structure with each advisor's team before loading their book. Centers of influence such as attorneys and accountants are linked to the households they advise, which helps with referrals.
Financial accounts are matched to clients by custodial account number and registration type, then linked to the household. Balances and holdings are not copied as static values; instead the integration refreshes them, so advisors see current information without the migration introducing stale figures. Closed and transferred accounts are kept for history but marked clearly, so assets that left the firm are still visible for retention conversations.
Notes, meeting records and client communications are migrated with author, date and original text preserved, and later edits are prevented through field locking or archival storage. Advisors keep the context that makes client conversations personal, and compliance keeps a history that matches the source. Formatting is checked so long notes remain readable, and attachments such as signed forms are linked to the right household.
When advisors join from another firm, their client data often arrives in spreadsheets with different conventions. We map it into the same household model, match against existing clients, and load it only after the advisor and compliance confirm that the data may be used under the applicable transition rules and agreements. Records that cannot be approved stay out of Salesforce entirely.
We begin with operations, compliance and a representative group of advisors and client service associates. Household rules are defined and tested first, since every later record depends on them. Clients and relationships load before financial accounts, followed by notes, tasks and service history. Each advisor or team reviews their book in a sandbox and signs off. Compliance checks a sample of migrated notes against the source for completeness and dates. Cutover is timed away from quarter-end reporting and client review season, and the legacy CRM remains in read-only archive status to meet retention requirements.
Account numbers, registrations and ownership link clients to financial accounts, and a regular feed refreshes balances so migrated records never rely on stale snapshots.
Performance and allocation data remain in the portfolio system, while Salesforce stores links and summary fields advisors use during meetings and reviews.
Plan status, goals and review dates connect to households, so migrated planning milestones match the plans advisors are currently maintaining for each client.
Notes and communications may be required records under SEC and FINRA rules. Migrate them with original timestamps, prevent later edits, and keep the legacy archive for the required retention period, as confirmed by your compliance team. Archived notes should stay searchable for supervisory review and examinations.
Client information brought by recruited advisors may be governed by protocols, agreements and privacy rules. Confirm with compliance and counsel what data is permitted before loading any of it, and keep the source and approval documented for every book. Unapproved data should never be loaded, even temporarily.
Social Security numbers, account details and financial information fall under Regulation S-P and GLBA. Minimize sensitive fields, encrypt what must be stored, and ensure advisors see only the clients and households their role permits. Sandboxes holding copies of client data need the same protections as production.
Client names are anonymized.
They should not. Notes and meeting history are migrated with author, date and full text. We check a sample for each advisor, including long notes and attachments, and confirm formatting is readable in Salesforce. Advisors review their most important client records before cutover so they are confident the context they rely on is there before the old CRM is locked.
Yes, and it is one of the most valuable parts of the work. We identify inconsistent households, propose corrections based on addresses, relationships and account ownership, and let advisor teams approve changes. Fixing households before load is far easier than restructuring them afterward, when reports, tasks and service processes depend on the structure and every change ripples outward.
Not as static values. Balances and holdings change daily, so migrating a snapshot creates immediately stale data. Instead, accounts are linked by custodial number and refreshed through integration. Historical performance and statements remain in the portfolio and custodial systems, where they are already governed and reported to clients. Advisors see current figures in Salesforce without anyone maintaining a second copy, and account history such as openings, transfers and closures stays on the record.
Each acquisition gets its own mapping and review, even when the source looks similar. We match incoming clients against existing records, resolve overlaps with the advisors involved, and load after compliance approves the data transfer. The existing firm's data is protected from being overwritten during matching and merges, and each acquired record keeps its origin.
One onshore team with 150 Salesforce certifications, a Salesforce Consulting Partner since 2017.
A monthly brief for the people who own Salesforce, AI and revenue technology
What changed in Salesforce and AI this month, and what to do about it.
One email a month. Written by the consultants who deliver the work, not by a marketing team, for the leaders who make the technology decisions.
Consultant analysis, not vendor recaps. One click to leave.