CRM stays the cabinet
Households, notes, and the audit trail live in the system of record. Do not ask it to be the brain.
FPA San Antonio · Advanced Planning Summit
Put Firm AI to work on one household this week.
The CRM is the filing cabinet. The living knowledge base is the brain. Vendor AI is not Firm AI. These resources help you install the operating system around the software you already pay for.
Session resources
Open the packet
Name, firm, and a work email. Temporary addresses are blocked.
- Session key frames2 pages
- Three takeaways1 page
- Monday morning toolkit3 pages
- Firm AI OS Fit Map8 pages · Aug 30, 2026
No consumer-tier model should ever see household data. Business or enterprise, plus written no-training, or do not load the file.
What to remember
Three distinctions that decide whether the software helps.
The knowledge base is the brain
One household container you help control. That is what the model is allowed to read.
Vendor AI is not Firm AI
A chatbot inside a planning tool is still their intelligence, in their box. Firm AI is a file you can query.
Five jobs
Software earns its place by doing one job the operating system needs.
- 1
Capture
Turn the meeting into a usable record the same day.
Jump, Zocks, Fathom
- 2
Hold memory
Keep household context in one place the firm can query.
Notion, SharePoint, Drive
- 3
Read documents
Pull facts from returns, statements, and estate papers.
Holistiplan, FP Alpha, PreciseFP
- 4
Reason
Answer from what is in the file, not from a generic model.
Claude, Grok, Copilot
- 5
Act where work lives
Stamp the CRM, the calendar, or the task list. Do not email the client yet.
Zapier, Make, Power Automate
Start here
Three ways the stack can work together.
Keep the planning engine and CRM you already trust. The point is a household file you help control, then a model that may only read that file, then action. The model still does not send.
You can add or swap software.
Connect the tools you choose
Jump → Wealthbox → eMoney + Orion + Holistiplan → Notion → Claude → Zapier MCP
Stand up one household page this week. Capture, structure, store. Action comes last.
Outlook, Teams, and SharePoint are already home.
Start in Microsoft 365
Your CRM and planning software + Outlook / Teams / SharePoint + Copilot + Power Automate
Lock one household folder in SharePoint. Copilot is not that folder.
Gmail, Drive, Meet, Redtail or Wealthbox, MoneyGuide or RightCapital.
Start with what is already on the invoice
The CRM you already pay for + Drive + NotebookLM pointed only at that folder + one Zap into the CRM
Make one household folder. Point the model only at that folder.
From the Monday morning toolkit
Copy these. Do not paste household names into a consumer chat box.
Behavioral synthesis
Here is a de-identified transcript. Identify the top 3 unstated financial fears, mark behavioral biases as inferences, and suggest 2 values-based follow-up questions. Cite the language that supports each observation.
Objective CRM / fiduciary note
Convert these de-identified notes into a CRM-ready summary with two labeled sections: Observation and Inference. Never blend them. Then list firm actions, client actions, goal or risk changes, and fiduciary disclosures.
Hard conversation rehearsal
Act as a concerned client approaching retirement after a sharp market drop. After I explain why we stay invested, critique my clarity and empathy, then suggest one stronger frame. Stay in character.
Next conversation
Schedule time with Heath.
Bring which starting path you are on and how many minutes it takes to prep a household today. That is enough to start.
Meet Heath