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Send a Calendly link in every follow-up email and let an AI notetaker capture the working session so you have almost no prep between meetings

who Becky Walsh, founder of Oak Maple Finance, an RIA in Burlington, Vermont (about $80 million AUM, 75 client households), on the Financial Advisor Success podcast

The problem

Prep and follow-up for client meetings often take as long as the meeting itself, which limits how many Earners Wanting Advice Now (EWAN) clients a small firm can serve at a flat fee.

What happened

Self-reported process, no time-saved figure: the first four meetings are 'almost entirely in-meeting work.' The firm uses a complexity-based fee of about $100–$500 a month for a six-month planning sprint. She still builds fuller RightCapital plans out of meeting for more complex clients.

Quoted in the source: Becky Walsh, founder, Oak Maple Finance. Source: Kitces Financial Advisor Success podcast ep. 453: Becky Walsh, Oak Maple Finance (2025-09-02) · Added 2026-10-14. Results as reported by the source; we haven't independently verified them.

How to set it up yourself

1. What she did: turned new-client meetings into working sessions, put a Calendly link in every templated follow-up email, and used Jump AI for notes so the next meeting books itself.
2. Pick a booking tool (Calendly or similar) and create event types for each meeting in your process with buffers between them.
3. Write one follow-up email template that always includes the booking link, the client's homework, and where to upload documents.
4. Add an AI notetaker that sends a summary and next steps into your CRM after each call (she uses Jump AI into Wealthbox; Fathom, Fireflies and others work similarly). Record only with the client's consent.
5. Move CRM updates, DocuSign packets and portal invites to an ops checklist so the advisor is not doing them between meetings.
6. Front-load meetings (she shifted from one a month to roughly every two weeks for the first five) so clients keep momentum.
7. DIY adaptation (not her exact stack): without Jump or Wealthbox, paste a de-identified meeting summary into a Claude or ChatGPT project that holds your follow-up template, then send the Calendly link yourself.

Copy-paste prompt

You are my meeting follow-up assistant for [Firm], a fee-for-service financial planning firm. Using only the de-identified notes below, write: 1) a 5-bullet summary of what we covered, 2) the client's homework as a numbered list with due dates, 3) a short email that thanks them, lists the homework, and ends with this scheduling link for our next working session: [Calendly URL]. Don't add advice that isn't in the notes; mark gaps as [ASK]. Notes: [paste]

Tools used

Some tool links may be affiliate links. Disclosure

Checked prices: Calendly: from $10/seat/mo (Standard); free plan available (verified 2026-10-13)

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