01Overview
The firm advises investors through a long, personal process. Its system takes every lead through one intake, books meetings against the advisers’ real calendars, and keeps each client’s onboarding on a checklist the whole team can see.
Lead and pipeline engine
One intake, duplicate checks and stage rules the server enforces.
Booking and calendar layer
Meetings that cannot overlap, calendar sync and every email logged.
Client operations
Onboarding checklists, encrypted documents and a financing watch with alerts.
02The challenge
Leads in many places, meetings set by hand.
Leads came in from several ad sources and forms with no single intake, and duplicates slipped through. Meetings and invitations were set by hand, nothing stopped a double booking, and a calendar sync could fail without anyone knowing. Nobody could see which follow-ups were overdue or which clients had stalled halfway through onboarding.
What the client wanted to achieve
One intake
Every lead source lands in one place, with no duplicates.
Bookings you can trust
No double bookings, and every calendar or email failure shows.
Nothing stuck goes unseen
Overdue follow-ups, unhandled leads and stalled onboarding on one screen.
Financing on watch
Alerts before a position reaches its limit, with no daily checking by hand.
How it worked before
- Leads scattered across ad platforms and forms
- Meetings set by hand, with nothing to stop a double booking
- Onboarding progress kept in people’s heads
03How we built it
- 01
Pipeline, products and onboarding first
The lead pipeline, five products with their onboarding templates and a payment gate, in the team’s hands from the first day.
- 02
Bookings that cannot double up
Overlap rules in the database, a real meeting length and the attendees stored with every meeting.
- 03
A calendar sync that reports its own failures
Failed or stale events are synced again, and any failure shows on the dashboard and on the meeting itself.
- 04
Confirmations that say what happened
Every email is logged as sent or failed, with reminders, reschedules and cancellations.
- 05
One intake for every lead source
One entry point for every form and channel, with a duplicate check on email and phone and safe retries.
- 06
A pipeline that keeps itself honest
Stages move forward on contact and meetings, no stage goes back unconfirmed, and every close needs a reason.
- 07
Financing watched around the clock
Each position checked against a live price every five minutes, with alerts as it nears its limit and reminders before it matures.
01Pipeline and onboarding
1 day02Bookings, calendar and email
2 days03One intake for every source
3 days04Pipeline rules and follow-ups
2 weeks05The financing watch
7 weeks
04How it works
Step 01Capture
One intakeEvery ad form and channel posts to one place.Duplicate checkA lead that matches an open one is caught and recorded.Step 02Book
Real availabilitySlots come from the adviser’s own calendar.Truthful syncEach meeting shows synced, failed or needs another try.Step 03Convert and onboard
A pipeline that moves itselfContact and meetings move the stage forward.Payment opens onboardingThe product’s checklist starts once the client has paid.Step 04Watch
Position alertsChecked against a live price every five minutes.A daily attention viewOverdue, unhandled and stuck items in one list.
What the system has to guarantee
- No overlapping meetings for one adviser or one client
- No screen says an email went or a meeting synced unless it did
- Every failed step has a way to recover
- Every stage change and every override is on record
05The outcome
The team works from one system. Every lead lands in one intake, every meeting is booked against real availability, and a daily view shows what is overdue, unhandled or stuck.
| Before | After |
|---|---|
| Leads scattered across ad platforms and forms | One intake, with duplicates caught on the way in |
| Meetings set by hand | Booked against real availability, overlaps refused |
| A failed calendar sync went unnoticed | Every meeting shows whether it synced, and every email whether it went |
| Onboarding progress held in people’s heads | A checklist per product on every client |
| Financing positions watched by hand | Live prices, with alerts before a limit |
06Key figures
07Technology
What the system runs on, for the technical reader.
- Cloud
- AWSEncrypted file storage
- Data
- PostgreSQLPrisma
- Integrations
- Calendar sync with free and busy timesTransactional emailLead webhooksA market price feed
- How we build
- Next.jsNestJSTypeScriptIntegration tests on a real databaseClaude Code
08What comes next
Next, a booking page leads can use themselves, and automatic retries for any calendar sync that fails.
09About
About the client
An investment consulting firm that advises investors through a long, personal process, from the first call to a signed mandate and the years after it. We name a client only with their permission.
About MYBB
MYBB builds systems around how a business already works. We diagnose it with MYBB ROIQ, build the system, launch it with the team and keep running and improving it.