howtheF
All case studies/HowTheF (Product)

HowTheF (Product)

H

AI Account Manager for Wealth Advisors

Internal Project
What we built
60%
Time Saved
On meeting prep
100%
Automated
Follow-up tasks
24h
Faster
Client response time
At a glance

“We built this because every wealth advisor we talked to said the same thing: "I spend more time on paperwork than on clients."”

Company

The AI Account Manager is HowTheF's flagship product for wealth management firms. It automates the repetitive tasks that keep advisors from doing what they do best: building client relationships.

Visit HowTheF (Product)

Industry

Wealth Management

Wealth advisors are drowning in administrative work. Client prep, note-taking, follow-ups—the tasks that don't directly add value but consume the majority of their time. Meanwhile, clients expect faster, more personalized service.

The wealth management industry runs on relationships, but advisors can't build relationships when they're buried in spreadsheets and CRM updates. The firms that automate this friction will outcompete those that don't.

“We built this because every wealth advisor we talked to said the same thing: "I spend more time on paperwork than on clients."”

Oliver Gattermayr

Founder, HowTheF

The problem

Admin overload kills client relationships

  • •

    Pre-meeting chaos: Advisors scramble to review portfolios, recent news, and previous notes before every client meeting.

  • •

    Lost meeting insights: Notes taken during meetings are incomplete, inconsistent, or never entered into the CRM.

  • •

    Follow-up delays: Post-meeting tasks pile up, leading to delayed responses and missed opportunities.

“The best advisors we know are drowning in the same admin tasks as everyone else. They just hide it better.”

Use case01

Pre-Meeting Intelligence

Before each meeting, the AI Account Manager pulls together everything the advisor needs: recent portfolio changes, relevant market news, previous meeting notes, and suggested topics to discuss.

The briefing arrives in the advisor's inbox automatically, formatted for quick scanning. No more scrambling to prepare—the AI has already done the homework.

1
Automation

Meeting Detection

AI monitors calendar for upcoming client meetings.

Core Agent Logic
1
Syncs with advisor calendar.
2
Identifies client meetings vs. internal meetings.
3
Triggers briefing preparation workflow.
4
Schedules delivery based on meeting time.
Inputs
Calendar events
Outputs
Meeting trigger
2
AI Agent

Research Compilation

AI gathers and synthesizes relevant client information.

Core Agent Logic
1
Pulls client portfolio and recent transactions.
2
Scans news for relevant market events.
3
Retrieves notes from previous meetings.
4
Identifies life events or anniversary dates.
Inputs
Client IDData sources
Outputs
Research package
3
AI Agent

Briefing Generation

AI creates scannable briefing document.

Core Agent Logic
1
Summarizes key points in bullet format.
2
Highlights changes since last meeting.
3
Suggests conversation topics.
4
Formats for quick mobile reading.
Inputs
Research package
Outputs
Meeting briefing
Use case02

Meeting Notes & CRM Sync

During or after meetings, advisors can dictate notes naturally. The AI transcribes, extracts action items, and updates the CRM—all without the advisor touching the system.

No more "I'll update the CRM later" that turns into never. The AI ensures every client interaction is captured while it's fresh.

1
User Action

Note Capture

Advisor dictates notes via voice or text.

Core Agent Logic
1
Accepts voice memos or typed notes.
2
Transcribes audio to text.
3
Associates notes with correct client record.
4
Timestamps for compliance.
Inputs
Voice or text notes
Outputs
Raw transcript
2
AI Agent

Intelligent Processing

AI extracts insights and action items.

Core Agent Logic
1
Parses transcript for key topics discussed.
2
Identifies action items and deadlines.
3
Detects sentiment and relationship signals.
4
Flags compliance-relevant statements.
Inputs
Raw transcript
Outputs
Structured notesAction items
3
Automation

System Updates

CRM and task systems updated automatically.

Core Agent Logic
1
Pushes structured notes to CRM.
2
Creates tasks for identified action items.
3
Assigns follow-up reminders.
4
Updates client activity timeline.
Inputs
Structured data
Outputs
Updated CRMCreated tasks
Use case03

Automated Follow-ups

After each meeting, the AI drafts a follow-up email summarizing the discussion and next steps. The advisor reviews and sends with one click—or sets up automatic sending for routine meetings.

Clients get timely, professional communication. Advisors save hours per week on email composition.

1
AI Agent

Draft Generation

AI creates personalized follow-up email.

Core Agent Logic
1
Summarizes meeting discussion points.
2
Lists agreed action items and timelines.
3
Matches client's communication preferences.
4
Incorporates advisor's voice and style.
Inputs
Meeting notesClient profile
Outputs
Email draft
2
Human Review

Advisor Approval

Advisor reviews and approves or edits draft.

Core Agent Logic
1
Presents draft for advisor review.
2
Allows inline editing.
3
Tracks changes for learning.
4
One-click approval to send.
Inputs
Email draft
Outputs
Approved email
3
Automation

Delivery & Tracking

Email sent and engagement tracked.

Core Agent Logic
1
Sends email through advisor's account.
2
Tracks opens and clicks.
3
Logs communication in CRM.
4
Triggers reminder if no response.
Inputs
Approved email
Outputs
Sent emailEngagement data
Impact

More Time for What Matters

60%

Time Saved

On administrative tasks

3x

Faster Follow-ups

Client response time

100%

CRM Accuracy

Notes always captured

“For the first time in my career, I spend more time talking to clients than typing about them.”

Beta Advisor

Wealth Management

Tech Stack

FluxOS PlatformCalendar IntegrationCRM SyncVoice TranscriptionEmail Automation
The Fourth Path to Automation

Stop Evaluating. Start Building.

You've seen the results. We bring the infrastructure to launch working agentic workflows in 90 days—that your team actually owns.

Assess → Build → Train Methodology

30-minute call. No pitch deck. Honest feasibility check.

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HowTheF (Internal)

We built FluxOS because our clients needed more than just an AI agent—they needed to see what it was doing, when, and why.

O

Oliver Gattermayr

Founder, HowTheF

100%

Visibility

Bright Brains

The multi-agent system transformed how we create and validate neuromodulation protocols, giving us unprecedented efficiency while maintaining the human oversight our industry demands.

C

Clinical Director

Bright Brains

6

AI Agents