A firm that ran on memory, rebuilt as a system.
Kohr Wealth’s workflows — commercial operations through to client servicing — were sophisticated and undocumented, held by the people who had always run them. We mapped the operation end to end, redesigned it away from any platform, then built it in HubSpot.
From complex legacy process to one platform.
The situation
Kohr Wealth had outgrown its internal processes. The workflows spanning commercial operations and client servicing were sophisticated but fragmented — built on institutional knowledge rather than documented, repeatable systems. The firm needed to scale, and scaling meant first understanding the full complexity of what already existed, then redesigning it without disrupting the business day to day.
The work
We embedded with the team and mapped the operation as it actually ran, not as anyone assumed it ran. The target state was designed technology-agnostically first — business logic driving the tooling rather than the other way around — and only then implemented. Every object, property and automation in the portal was purpose-built for Kohr’s workflows.
The handover
The firm operates and evolves the system itself. The data model is relational and named after wealth management entities rather than generic CRM defaults, the dashboards report in real time, and the architecture takes on new business units without being rearchitected.
Discover, design, close the gap, build.
Discovery and as-is analysis
Embedded with the team to map existing workflows end to end and interview stakeholders across every division, until the picture matched how the business actually operated.
To-be process design
Designed the target architecture from commercial intake through operations delivery, entirely technology-agnostic, so the business logic drove the tooling.
Gap analysis
Mapped the delta between current and target state: the inefficiencies, the data silos and the automation opportunities at every team touchpoint.
HubSpot implementation
Built the whole solution in HubSpot by shaping the platform to the business rather than adapting the business to the platform.
The pieces the firm now owns.
Data architecture
Custom objects for wealth management entities, properties per business area, calculated properties for reporting, and a relational model connecting every unit.
User experience
Views and filtered dashboards per role and department, team-specific layouts, and data entry stripped back to what each role actually needs.
Process automation
Multi-stage pipelines from commercial to operations, automated cross-team handoffs, triggered tasks and notifications, and lifecycle progressions.
Governance and reporting
Team structures with role-based access, granular permission sets per department, executive dashboards on live data, and operational reports per unit.
What the firm runs now.
- One platform in place of fragmented manual process across every business unit.
- A data model designed around actual wealth management entities, not generic CRM defaults.
- Automated workflows from commercial intake through operations delivery.
- Executive dashboards with real-time visibility across the firm.
- An architecture that grows with the business without being rearchitected.
- A system the team operates and evolves without deep technical knowledge.