[All systems](https://mybb.ai/systems/)

# Every client, deal and document *in one system.*

A client system built around how the firm advises its investors: every client, deal, meeting and document in one place.

Client

An investment consulting firm

Industry

Investment advice

Connects to

Ad and website lead forms, WhatsApp, team calendars, email, a market price feed

## What we built

- Lead and pipeline engine
- Booking and calendar layer
- Client operations

The system, drawn with sample data. We never show a client’s own screens.

## 01 Overview

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.

01

### Lead and pipeline engine

One intake, duplicate checks and stage rules the server enforces.

02

### Booking and calendar layer

Meetings that cannot overlap, calendar sync and every email logged.

03

### Client operations

Onboarding checklists, encrypted documents and a financing watch with alerts.

## 02 The 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

**What we found**

The firm already had bookings and a calendar sync, but nothing stopped a double booking, no email went out, and a failed event had no way back. We made the booking, the calendar sync and the email three separate records, each one checked on its own.

## 03 How we built it

1. 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.
2. 02 **Bookings that cannot double up** Overlap rules in the database, a real meeting length and the attendees stored with every meeting.
3. 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.
4. 04 **Confirmations that say what happened** Every email is logged as sent or failed, with reminders, reschedules and cancellations.
5. 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.
6. 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.
7. 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.

**From the first commit to the financing watch** Each phase went to the team as soon as it was ready.

1. 01 **Pipeline and onboarding** **1 day**
2. 02 **Bookings, calendar and email** **2 days**
3. 03 **One intake for every source** **3 days**
4. 04 **Pipeline rules and follow-ups** **2 weeks**
5. 05 **The financing watch** **7 weeks**

## 04 How it works

**How a lead becomes a client** A lead comes in through one intake and leaves as an onboarded client, with a daily list of anything stuck.

1. Step 01 **Capture** **One intake** Every ad form and channel posts to one place. **Duplicate check** A lead that matches an open one is caught and recorded.
2. Step 02 **Book** **Real availability** Slots come from the adviser’s own calendar. **Truthful sync** Each meeting shows synced, failed or needs another try.
3. Step 03 **Convert and onboard** **A pipeline that moves itself** Contact and meetings move the stage forward. **Payment opens onboarding** The product’s checklist starts once the client has paid.
4. Step 04 **Watch** **Position alerts** Checked against a live price every five minutes. **A daily attention view** Overdue, 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

## 05 The 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 |

## 06 Key figures

**2,500+**leads a month through one intake

**+42%**more meetings booked in the first six months

**+28%**more clients onboarded in the first six months

**The first six months, against before** Before is 100.

**Meetings booked***+42%*

Before **100**

After **142**

**Clients onboarded***+28%*

Before **100**

After **128**

**5** lead channels joined into one intake

**11** pipeline stages, each one enforced

**5 *min*** between checks on every financing position

## 07 Technology

What the system runs on, for the technical reader.

Cloud

AWS Encrypted file storage

Data

PostgreSQL Prisma

Integrations

Calendar sync with free and busy times Transactional email Lead webhooks A market price feed

How we build

Next.js NestJS TypeScript Integration tests on a real database Claude Code

## 08 What comes next

Next, a booking page leads can use themselves, and automatic retries for any calendar sync that fails.

## 09 About

### 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.

[All systems](https://mybb.ai/systems/)

## Questions about *our work.*

**Can you build something like this for my business?**

Each system here was built around one business. Answer the 10 questions, and within 48 hours your growth plan shows what we would build for yours.

**Why don’t you name the clients?**

We name a client only with their permission. Until then, each system is described by the kind of business it serves.

**Are these the real screens?**

They are redrawn with sample names and numbers. We never show a client’s own screens or data.

**My business is in a different industry. Does that matter?**

No. We start from how your business works, not from a template for its industry.

**Will we have to replace the tools we use?**

We start with what already works. The system may keep some of your tools, connect them, and add what’s missing.

**Who decides what the AI does?**

We agree with you where AI helps and where a person reviews, decides or approves. Those rules are part of the blueprint.

**Who runs the system once it’s built?**

We do, with your team. We keep running it and improving it as your business changes.

**How is the price set?**

By the scope, the connections and what the rollout needs. The price is in the blueprint, and nothing is built before you approve it.

[Systems built around how advisers work.](https://mybb.ai/start/)

Leads, meetings, onboarding and every client’s file, shaped to your process. Tell us how your firm works, and we’ll build it.

[Start with MYBB ROIQ](https://mybb.ai/start/)

Prefer to talk first? Email [welcome@mybb.ai](mailto:welcome@mybb.ai)

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Source: [An investment consulting firm | Our work | MYBB](https://mybb.ai/systems/investment-consulting/)