Eliminating 40 hours of weekly manual work across a wealth management firm
A wealth management firm processing client documents and CRM updates entirely by hand engaged us to design and deploy an intelligent automation stack that eliminated the backlog permanently.
Meridian Financial
40hSaved per week across the teamThe challenge
Meridian Financial onboarded 15–20 new clients per month, each requiring manual extraction from PDF documents (KYC forms, account applications, tax records) and manual entry into Salesforce. The process took 2–3 hours per client, involved frequent transcription errors, and created a backlog that delayed client activation by up to five business days.
Our approach
We deployed an intelligent document processing pipeline using a fine-tuned extraction model to parse and validate incoming PDF documents, mapped outputs to Salesforce field schemas, and built an automation layer in n8n to handle routing, exception flagging, and audit logging. A Retool review interface allowed staff to validate edge cases without touching the underlying data.
Deliverables
- —Intelligent PDF extraction pipeline (Claude API + custom field mapping)
- —Salesforce CRM automation layer (n8n + Salesforce API)
- —Exception handling and human review interface (Retool)
- —Audit log and compliance trail system
- —Email notification and status update automation
- —Staff training and documentation package
Timeline
10 weeks from kickoff to full production deployment
Tools
How it was built
Document extraction architecture
We built a structured extraction pipeline using the Claude API with a custom prompt framework designed around Meridian's specific document schemas. The model identifies, classifies, and extracts 47 distinct fields across 6 document types with a validation pass that cross-references extracted values against known business rules.
CRM integration layer
Extracted data is mapped to Salesforce field schemas via a transformation layer in n8n. The integration handles field-type coercion, deduplication checks, and record linkage — ensuring no orphaned or duplicate client records are created during bulk processing.
Exception and review workflow
Documents with confidence scores below threshold are routed to a Retool review queue. Staff see the extracted values alongside the source document in a split view, correcting only the fields that require human judgment. Corrections are fed back as training signal.
Compliance and audit infrastructure
Every document processed generates an immutable audit record in Supabase — including extraction timestamp, confidence scores, any manual corrections, and the staff member who reviewed it. This satisfies Meridian's internal compliance requirements and simplifies external audit preparation.
Before / After
Measured outcomes
Key outcomes
- Client activation time reduced from 5 days to same-day for standard documents
- Operations team reallocated to client relationship management
- Compliance audit preparation time reduced by an estimated 60%
- Processing capacity increased 4× without additional headcount
The system processes in minutes what used to take our team days. The accuracy is better than manual entry ever was, and the audit trail actually makes compliance easier.
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