Fintech
Binding seamless Technology with Finance
General Published on: Wed Jul 30 2025
In today’s competitive financial landscape, using the right CRM (Customer Relationship Management) tool is essential for advisors who want to deliver personalized client service while managing business growth efficiently. Wealthbox has served many advisors well with its ease of use and sleek interface. However, as firms expand and demand deeper functionality, Salesforce often becomes the next step.
If you’re considering the move from Wealthbox to Salesforce, this guide breaks down everything you need to know — from planning and data migration to setting up your new system and training your team. The process might feel overwhelming at first, but with the right preparation and mindset, it can be surprisingly smooth.
For many independent financial advisors and growing firms, Wealthbox has been a solid, user-friendly CRM that gets the job done — especially when simplicity is the priority. But as firms scale, expand service offerings, onboard new team members, and aim for tighter integrations and improved client experiences, the limitations of Wealthbox often begin to show.
This is where Salesforce becomes an attractive and strategic choice. It’s more than just a CRM — it’s a powerful platform that allows you to build a fully tailored digital ecosystem around your practice. Below are five key reasons why financial advisory firms are making the switch from Wealthbox to Salesforce.
Salesforce gives firms the ability to build a CRM that mirrors their exact business processes. While Wealthbox provides a predefined structure with limited customization, Salesforce is a blank canvas.
You can:
Create custom objects and fields to store data unique to your practice (e.g., “Client Risk Profile”, “Portfolio Review Schedule”, “Referral Source Tracking”).
Customize layouts for different users — advisors, client service associates, compliance officers, etc.
Build personalized client onboarding flows that track each stage from introduction to full onboarding.
Set up record types for different client segments (e.g., high-net-worth individuals, retirement planning clients, corporate plans) to tailor how data is stored and viewed.
As your business model evolves, Salesforce evolves with you — no need to compromise your workflows to fit inside a pre-built box.
One of the biggest advantages Salesforce offers is its robust automation capabilities. Unlike Wealthbox, which primarily handles basic task reminders, Salesforce empowers you to automate almost any business process — from lead capture to ongoing service tasks.
Examples include:
Automatically creating a follow-up task three months after an annual review is marked complete.
Triggering a birthday email campaign each month using Salesforce Marketing Cloud or integrated email tools.
Creating a case automatically when a client submits a service request via your website.
Ensuring compliance workflows are followed by automating required documentation requests before financial planning meetings.
Using tools like Flow Builder, Process Builder, or custom Apex logic, you can dramatically reduce manual effort while improving consistency, timeliness, and service quality.
Modern advisory practices use a wide variety of tools — financial planning platforms, custodians, performance reporting systems, risk assessment tools, and marketing platforms. Salesforce is designed to seamlessly integrate with all of them.
While Wealthbox has limited native integrations, Salesforce connects with tools like:
eMoney and MoneyGuidePro for financial planning
Orion Advisor Services for portfolio performance data
Redtail, Riskalyze, YCharts, and Morningstar for investment and analytics workflows
DocuSign for electronic signatures
Slack or Microsoft Teams for internal collaboration
Zoom or calendar systems for scheduling
Whether through native AppExchange apps, third-party tools like Zapier, or custom-built API integrations, Salesforce lets you create a central hub for all your advisory operations — reducing friction and improving data visibility across departments.
Advisors and firm managers often need answers to questions like:
How many client meetings were completed this quarter?
Which clients haven’t had a touchpoint in the last 60 days?
What’s the projected AUM growth for the next six months?
Which advisor has the most outstanding tasks?
While Wealthbox offers basic reports, Salesforce lets you:
Build real-time dashboards for KPIs (Key Performance Indicators).
Use drill-down analytics to explore trends and performance drivers.
Create custom reports per team member or business unit.
Integrate external data sources to generate a 360-degree view of each client.
With Salesforce, data becomes a strategic asset — helping you improve client service, measure productivity, and make smarter business decisions.
As your advisory firm grows, your technology must grow with it. Salesforce is built for teams of 1 or 10,000, offering features that support multi-office practices, enterprise-level compliance requirements, and complex organizational structures.
Here’s how Salesforce helps you scale:
Set up role-based access controls, so different team members only see the data they need.
Build automated onboarding for new advisors, including training tasks and client reassignments.
Use Salesforce Experience Cloud to provide clients with secure, self-service portals for accessing documents, messaging, and account updates.
Enable collaboration between departments — compliance, operations, client service — within the same ecosystem.
Easily add new integrations, automation, and business logic as your firm grows or regulatory requirements shift.
Feature | Wealthbox | Salesforce |
---|---|---|
User Interface | Clean and simple | Highly customizable |
Customization | Limited | Extensive |
Automation | Basic reminders | Powerful flows and triggers |
Integration | Some fintech tools | Hundreds via AppExchange |
Reporting | Fixed templates | Fully customizable dashboards |
Scalability | Ideal for small firms | Built for enterprises |
Moving from one CRM to another isn’t just about transferring contacts. It’s about reimagining how your business works — and setting yourself up for better client service and operational efficiency.
Ask yourself:
Do you want to automate onboarding or service workflows?
Are you looking for deeper reporting?
Do you plan to connect Salesforce with your financial platforms?
Understanding your goals will help you configure Salesforce to work best for you.
Before exporting, go through your CRM:
Remove duplicates
Flag inactive clients
Tag important relationships
Consolidate notes
A clean dataset makes for a cleaner transition.
You’ll likely want to move:
Contacts & clients
Task lists
Notes
Companies
Opportunities
Tags or labels
Decide what’s worth keeping and what can be left behind.
For financial advisors, Salesforce Financial Services Cloud is purpose-built. But Sales Cloud is also widely used and can be tailored to fit your advisory model.
Here’s how a typical migration from Wealthbox to Salesforce plays out:
Wealthbox lets you export your contacts, tasks, opportunities, and notes in CSV format. Navigate to:
Settings → Import/Export → Export All Data
Download and save all the relevant files securely.
Create custom fields and layouts as needed
Set up your objects (Contacts, Accounts, Tasks, etc.)
Install relevant integrations or apps from AppExchange
Match Wealthbox fields to Salesforce equivalents. For example:
Wealthbox Field | Salesforce Field |
---|---|
First Name | FirstName |
Last Name | LastName |
Company | Account Name |
Notes | Activity Description |
This step helps prevent data errors during import.
Use Excel or Google Sheets to format your data. Normalize phone numbers, email formats, and merge similar tags.
For smaller datasets, use:
Data Import Wizard (built into Salesforce)
For large or complex datasets, use:
Salesforce Data Loader or
Dataloader.io
Maintain relationships between records (e.g., contacts linked to companies).
After import, check:
Are all contacts showing up?
Are notes attached to the right people?
Do tasks have correct dates and owners?
Use Salesforce reports or dashboards to double-check accuracy.
Wealthbox has a flat structure. Salesforce works with a relational data model. You’ll need to recreate links between contacts, companies, and activities.
If your CSV files have inconsistent formatting, some records might not import correctly. Clean data before uploading.
Some tags or note formats in Wealthbox may not translate directly. Consider creating custom fields or storing them as metadata in Salesforce.
Watch for duplicate names or emails. Salesforce has duplicate-checking tools, but catching them early makes life easier.
Even the best system is useless if your team doesn’t use it. Make training part of your rollout plan.
Start with a small dataset in a Salesforce sandbox. Test imports, workflows, and views before going live.
Keep track of export files, field mappings, and validation steps. This makes future audits or troubleshooting easier.
Get feedback from users. What do they need most from the new system? How do they use Wealthbox now?
Migrating to Salesforce is a strategic move. Working with a certified Salesforce consultant ensures the setup aligns with your goals and reduces errors.
Once your data is live in Salesforce, the journey is just beginning.
Use Salesforce’s automation tools to create new workflows:
New client onboarding
Task reminders
Service interval alerts
Monitor advisor activity, client touchpoints, and pipeline health in real time using customized dashboards.
Invest in team training. Use Salesforce Trailhead or bring in a trainer to make sure everyone is confident using the new CRM.
Monitor for missing fields, sync issues, or user errors — especially during the first few weeks.
Salesforce Data Loader – Native bulk import/export tool
Dataloader.io – Easy-to-use online import tool
Skyvia – For scheduled or cloud-based migration
Zapier or Make (Integromat) – Use for light automation or syncing
If you're tech-savvy and have a simple CRM setup, DIY migration is doable. But for most advisory firms — especially those needing custom workflows or integrations — partnering with a Salesforce consultant makes the most sense.
A professional ensures:
Proper data structure
Workflow recreation
Minimal downtime
Full user adoption
Hexaview Technologies, a trusted Salesforce consulting partner, can help from start to finish — whether you need just the migration or a complete CRM transformation.
Phase | Timeframe |
---|---|
Planning and Audit | 1–2 weeks |
Data Cleanup | 1 week |
Salesforce Setup | 2 weeks |
Data Import | 2–3 days |
Testing and Validation | 1 week |
Training and Go-Live | 1 week |
Total time: 5–6 weeks (for small to medium-sized advisory firms)
Migrating from Wealthbox to Salesforce may seem daunting, but it can be a major upgrade for your firm. With proper planning, a good data map, and the right support, the process can go smoothly — giving your team access to more powerful tools and insights that drive better client outcomes.
Remember, it’s not just about moving your data. It’s about building a stronger foundation for the future of your advisory business.
Whether you’re just starting to think about switching from Wealthbox or are ready to get started, Hexaview Technologies can guide you every step of the way.
We offer:
Full CRM migration support
Custom Salesforce development
Integration with tools like Orion, Redtail, eMoney
Post-migration training and support
Contact us at: contact@hexaviewtech.com
Website: www.hexaviewtech.com
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