Money Matters Case Study

The challenge

Spreadsheet-heavy planning was creating backlog and risk.

Money Matters planners relied on spreadsheets, Redtail CRM exports, and manual risk surveys to create client plans. The workflow was error-prone, consumed hours per client, and scattered sensitive data across multiple local files. As the client base grew, compliance risk and staffing costs increased instead of creating true scale.

The business problem was not simply, "Can we create financial plans?"

It was: How do we serve more clients with personalized planning while reducing manual work, protecting sensitive data, and avoiding additional staffing pressure?

The workflow looked like this

Export client data from RedtailPlanners needed CRM data, but the process depended on exports and disconnected files.

Manual

Look up assets and portfolio detailsClient plans required time-consuming asset reviews and manual information gathering.

Time-consuming

Complete risk surveysRisk alignment depended on manual surveys and review steps.

Disconnected

Build cash-flow reportsClient-ready reports required spreadsheet work and formatting effort.

Spreadsheet-heavy

Manage growing review backlogAs demand increased, manual planning created more pressure on the team.

Unscalable

Money Matters did not need more spreadsheets or more staff to keep up with demand. They needed a secure planning system that could centralize the workflow, automate repeatable steps, and give coaches more time to advise clients.

Why it mattered

Financial coaches needed to advise, not audit spreadsheets.

Personalized planning depends on trust. Clients expect recommendations that are accurate, timely, and tailored to their financial reality. But when coaches spend hours preparing data, checking spreadsheets, and manually aligning portfolios to risk, valuable advising time gets pulled into administrative work.

For Money Matters, the opportunity was to build a secure system that reduced prep time, improved consistency, and helped coaches serve more clients without extra hires. KEYSYS helped turn that manual planning process into an on-demand platform for plan creation.

"Disconnected spreadsheets and CRM exports forced planners into manual asset look-ups, creating a mounting backlog of client reviews."

Money Matters Case Study Summary

The solution

A secure AWS platform for automated financial planning

KEYSYS engineered a cloud-native AWS platform that performs automated Redtail data syncs, auto-grades portfolios with a proprietary risk engine, and delivers branded cash-flow reports in one click. The platform replaced spreadsheet chaos with secure, on-demand planning.

Instead of forcing planners to manually gather data, review assets, align portfolios to risk, and build reports across spreadsheets, Money Matters gained a unified web app that ties planning data, risk scoring, and reporting into one workflow.

Money Matters aligned with a principle KEYSYS builds around: when expert advice depends on repeatable preparation, software should remove the drag so people can focus on the client.

Key capabilities

→ Automated Redtail CRM data syncs
→ Proprietary risk engine for portfolio grading
→ Instant portfolio-to-risk alignment
→ Branded cash-flow reports generated in one click
→ Secure AWS-encrypted platform for sensitive client data
→ Unified planning workflow replacing disconnected spreadsheets
→ Scalable system that helps coaches serve more clients without extra hires

How it works now

From spreadsheet prep to on-demand financial planning

KEYSYS · Money Matters Planning Workflow

Sync client data

The platform automatically syncs client information from Redtail, reducing manual exports and disconnected data handling.

Align portfolios to risk

A proprietary risk engine auto-grades portfolios and helps identify whether client investments match their risk profile.

Generate cash-flow reports

Coaches can produce branded, client-ready cash-flow reports on demand instead of assembling them manually.

Serve more clients

By automating preparation work, the system frees coaches to spend more time advising clients instead of auditing spreadsheets.

What once required hours of manual preparation now runs through a secure web app designed for speed, consistency, and client service.

The impact

Personalized plans now happen in under an hour

Money Matters now generates financial plans in under an hour, reducing prep time by up to 80%, eliminating spreadsheets, and providing instant portfolio-to-risk alignment so coaches can advise instead of audit.

Faster planning

Personalized financial plans generated 5x faster
Plan creation reduced to under an hour

Less manual prep

Prep time reduced by up to 80%
Spreadsheet-heavy work replaced with automated workflows

Better client service

Coaches spend more time advising clients
Instant portfolio-to-risk alignment supports faster, clearer recommendations

Before KEYSYS

Disconnected spreadsheets and manual planning

Planners relied on Redtail CRM exports and local spreadsheets
Manual asset lookups consumed hours per client
Risk surveys and portfolio alignment required manual review
Cash-flow reports were inefficient to create
Growing client reviews created backlog, compliance risk, and staffing pressure

→

After KEYSYS

Unified web app with automated plan creation

Secure AWS platform centralizes planning workflows
Redtail data syncs automatically into the system
Proprietary risk engine auto-grades portfolios
Branded cash-flow reports generate in one click
Money Matters serves more clients without extra hires

Ready to Replace Spreadsheet Chaos With a Secure Planning System?

If your team depends on exports, spreadsheets, manual reviews, or scattered local files, you may not need another workaround. You may need a secure system that turns preparation into an automated workflow.

Schedule a Strategy Session

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