How A Financial Planning Firm Cut Client Turnaround 90% – Making Same-Day Work Possible For The 1st Time.

The Challenge

As a financial planning firm, Ketton Wealth Management handles regulated client decisions that require clear documentation, timely approvals, and defensible audit records.

Each document represents a formal step in the advisory process – and delays or gaps can slow client progress, increase risk, or create compliance exposure.

For years, client approvals were handled through email-based workflows and manual follow-ups. Documents were prepared, sent to clients, and tracked manually to confirm receipt and signature before advice could move forward.

As client activity increased, several issues emerged that made the existing workflow unsustainable:

• 🔴 The more client documents sent, the more time was lost:
  Manual follow-ups and status checks consumed hours each week, pulling focus away from advisory work.
• 🔴 Approval timelines didn’t match the pace of client decisions:
  What should have taken hours routinely stretched into days, delaying next steps.
• 🔴 Document visibility created a compliance risk:
  Without a centralised system, confirmation depended on memory, inboxes, and manual checks - increasing uncertainty during audits.

What began as a workable process became a bottleneck as the firm grew.

‍The Solution:

Ketton Wealth Management implemented Workiro to replace manual client approval tracking with a centralised, audit-ready workflow.

Key features that made the difference:

• ⚡ Centralised client approval workflow for full visibility:
  Workiro now provides a single place to send, track, and confirm client document approvals - eliminating inbox-based tracking and manual follow-ups.

“Once I saw everything in one place, it was obvious. There was no reason to do it the old way. And all without change to our usual client advisory workflows.”

• ⚡ Digital approvals replacing postal mail workflows: Client documents that previously required printing, mailing, and waiting for return are now sent digitally for approval – reducing delays from physical post from 7 down to an average of just a few hours.

“Something that took a week can now be done in an hour. Before, you assumed clients received things. With Workiro, you know.”

• ⚡ Audit-ready records by default:
  Every client action is automatically logged and time-stamped, creating a complete secure audit trail without manual documentation or reconciliation. For Steven, this addressed one of his biggest business-owner concerns.

“Keeping client data safe is what keeps me awake at night. Workiro helps with that.”

• ⚡ Same-day digital approvals are now offered:
  Client documents are sent digitally for approval, allowing advisors to move forward as soon as approvals are completed – no printing, scanning, or email chains.

“Same-day pension withdrawals was absolutely impossible before.”

• ⚡ Real-time approval status tracking:
  Approval status is visible at a glance, removing uncertainty around whether documents have been received, reviewed, or signed.

And despite initial concerns about technology adoption, client response exceeded expectations:

“Clients have been blown away by it – it’s quicker, safer and more professional.”

The removal of portals, logins, and passwords proved critical to adoption.

‍

The Results: Faster Service, Lower Costs, Stronger Client Trust

Since implementing Workiro, Ketton Wealth Management achieved measurable improvements across speed, reliability, and operational control:

• 🟢 90% reduction in document turnaround times (from days to hours).
• 🟢 Same-day approvals for the majority of client documents.
• 🟢 10k's hours per year reclaimed from admin work.
• 🟢 Audit-ready records without manual tracking or reconciliation.
• 🟢 Completed migration in under two weeks, without disrupting client workflows.

“Yes, it’s different – but it’s better. A lot of the barriers are in your head. The Workrio team has your back. If I could do it again, I’d have switched earlier.”

Book a personalised Workio demo today