AI staff for financial advisers' letters of authority and reviews
Before a recommendation there is a fact-find to complete, letters of authority to every provider and weeks of chasing for plan details. After it come a suitability report, meeting notes and next year's review. AI staff can do the chasing and draft each report's factual sections. They never advise, and nothing reaches a client without an adviser's approval.
The chasing that comes before and after advice
Letters of authority
A client administrator sends a letter of authority to every provider a new client has a plan with, then chases each one for plan details, charges and valuations. Each answers in its own time, and until the slowest replies the paraplanner cannot start, the meeting cannot be booked and the client hears nothing.
Fact-finds and client documents
The fact-find comes back half complete, the attitude to risk questionnaire is still unanswered and the identity documents are in three separate emails. An administrator chases the client, keys the answers into Intelliflo Office or Xplan and chases again. FCA rules bar a recommendation where the necessary information has not been obtained.
Suitability reports and file notes
After the meeting the adviser's notes become a file note, and the recommendation becomes a suitability report for the client. The paraplanner builds it from the fact-find, the provider answers and the research. When paraplanning is backed up, advisers write up meetings in the evening and reports queue behind the next client's.
Annual reviews
A client paying for ongoing advice is owed a review, and the FCA expects the firm to evidence it. Each means an invitation, a diary slot, an updated fact-find and fresh valuations: for a wealth manager, one for every discretionary or advisory portfolio. Silent clients are chased again before the review counts as offered.
Roles for Financial advisers and wealth managers
Fact-find and suitability paperwork
Sends the fact-find and the risk questionnaire, chases the gaps and drafts the factual sections of the suitability report for your paraplanner. The recommendation and the suitability assessment are the adviser's alone.
Client onboarding and KYC
Gathers the identity documents your checks need, sets up the client record and tracks what is outstanding. Customer due diligence is your firm's duty, and a named person signs off every client.
Chasing clients for documents
Tracks every letter of authority by provider, chases each one in writing until the plan details arrive and lists what is missing. Phone chasing, and any query a provider raises, go to your administrator.
Meeting follow-up and notes
Turns the adviser's notes or the meeting transcript into a draft file note, lists the actions and drafts the follow-up letter. The adviser checks every note and approves anything sent to the client.
It drafts.
You approve.
We manage.
You don’t need a complex new platform. Your AI worker operates inside your existing tools under human supervision.
Human-in-the-loop
High-impact actions (sending emails, updating compliance records) wait for explicit human approval before execution.
A full audit trail
Every action is logged with who approved it, and we go through it with you each month.
Nothing to maintain
If a workflow breaks or a system changes, we fix it. Keeping it running is our job.
UK-hosted and kept separate
Your data is stored in the UK, and is never used to train AI models.
Questions owners ask
Does the agent give advice or assess suitability?
No. FCA rules make your firm responsible for a personal recommendation being suitable, and that judgement is your adviser's. It sends the fact-find, writes to providers, collects the answers and types the report's factual sections. It answers no client's question about money, and anything for a client waits for the adviser.
Can it send things to our clients?
Only what an adviser has approved. Routine requests, such as a fact-find reminder or a review invitation, go in wording your firm has signed off beforehand. Everything else written for a client, including every report and follow-up letter, stays a draft until the adviser approves it.
Who answers to the FCA for work the agent has done?
Your firm, as for an administrator. The FCA says it plans no extra rules for AI, relying on existing ones such as the Consumer Duty and SM&CR. A firm that outsources work stays fully responsible for its obligations under FCA rules. The agent holds no permission, makes no regulated decision, and every change it makes is logged with its approver.
The FCA may drop the fixed annual review. Does the role change?
No. COBS 9A asks for a review at least once a year where a firm provides periodic suitability assessments. In March 2026 the FCA consulted, in CP26/10, on replacing that with reviews timed to each client's needs, so check the FCA's final rules. The agent books to whatever cycle you set for each client.