Wealthbox Integration: Meeting Notes for Advisors
Client meeting documentation is a different job from sales-call logging, and Wealthbox is built for the difference. An advisory practice isn't tracking a pipeline — it's building a record of advice given, over years, for clients who may be a household rather than a single person, and that record has to hold up long after anyone remembers the conversation.
Laxis writes a note to the appropriate Wealthbox contact after each meeting, containing the client's stated requirements, the action items, a summary, and a link to the recording.
What an advisory meeting note actually needs to contain
A sales note answers "what happens next." An advice note has to answer "what did the client say they wanted, what did we recommend, and why." Those are the parts that matter in a review three years later, and they're the parts most likely to be lost if a note is written from memory that evening.
The pieces worth checking are in every note before you move on:
- What the client said, in their words. Risk tolerance, a change in circumstances, a stated objective. Paraphrase drifts; the original phrasing does not.
- What was recommended, and the reasoning. A recommendation without its rationale is the hardest thing to reconstruct later.
- What each side agreed to do, with dates. Yours and theirs.
- What was explicitly not decided. Deferred decisions are invisible in most notes and are exactly what the next meeting should open with.
Households, contacts and where the note lands
Wealthbox models a household as its own record with contacts inside it. That distinction matters for meeting notes more than it does for most CRM data, because an advisory conversation frequently involves two people and concerns assets held jointly.
Laxis files the note under the contact you select when sending, so pick deliberately: if the meeting was a joint review, choosing one spouse's contact files half the relationship's history in the wrong place. Practices that get this right usually settle on one convention — always the primary contact, or always the household's principal record — and hold to it, because a record split across two contacts is worse than one filed imperfectly but consistently.
Recordkeeping and compliance
This is where advisory work diverges most from sales. Registered firms operate under books-and-records obligations, and communications relating to advice are generally within scope — which makes an automatically generated meeting note both useful and something to handle deliberately rather than by default.
Three things worth settling with your compliance officer before you turn the integration on, not after:
- Whether recordings are retained, and for how long. The note contains a link to a recording; your retention policy has to account for what sits at the other end of that link.
- Client notification and consent. Recording rules vary by jurisdiction, and a client meeting is not a call your firm can treat casually.
- Who can see the note. Wealthbox permissions decide that, not Laxis. Check what a note filed under a household is visible to across your team.
None of this is legal advice, and none of it is unusual — it's the same review any firm runs before adopting a tool that touches client communications.
Connecting Laxis to Wealthbox
- In the settings page, go to the “Apps” tab, click “connect” to integrate Laxis with your Wealthbox account.
- In the conversation list page, first choose the meeting that you want to share, and then click “Send to CRM”.
- Enter the customer email or name, choose the correct contact, and then click “Send”.
- The note is filed on that Wealthbox contact — the client's stated requirements, the action items, a summary, and a link to the recording. Confirm it landed on the record your practice's filing convention calls for before you close the tab.
Frequently Asked Questions
How do I connect Laxis to my Wealthbox account?
Open the settings page in Laxis, go to the "Apps" tab, and click "Connect" next to Wealthbox to authorize the integration. Once connected, Laxis can push your meeting notes and records into Wealthbox under the matching contact.
What information does Laxis save to Wealthbox after a call?
After a meeting, Laxis creates a note in Wealthbox that includes the customer requirements, action items, a meeting summary, and a link to the recording. This is filed under the appropriate contact so advisors keep complete records without manual data entry.
How do I send a specific meeting to Wealthbox?
In the conversation list page, select the meeting you want to share and click "Send to CRM." Then enter the customer's email or name, choose the correct contact, and click "Send" to create the note in Wealthbox.
Should a joint client meeting be filed under the household or one contact?
Laxis files the note under the contact you choose when sending, so a joint review can end up split across two records if the choice is made ad hoc. Pick one convention for the practice — always the primary contact, or always the household's principal record — and apply it every time. A history filed consistently in one place is more useful than one filed perfectly but inconsistently, because the failure mode is not knowing where to look.
What do we need to check with compliance before turning this on?
Three things, and they're worth settling before rather than after. First, retention: the note links to a recording, so your policy has to cover what sits at the other end of that link and for how long. Second, client notification and consent for recording, which varies by jurisdiction. Third, visibility — Wealthbox permissions determine who in the firm can read a note filed under a household, and that is a Wealthbox setting rather than a Laxis one. This is a normal pre-adoption review for any tool that touches client communications, not legal advice.
