Newhaven Group - a rapidly growing Australian financial planning firm - was spending 30+ hours per week manually filling out application forms. We automated the entire process end-to-end.
Client
Newhaven Group
Industry
Financial Planning
Tools Used
25s
Longest form completed
- was 1+ hour
30+
Hours of admin
eliminated per week
0
Manual steps required
by the adviser
The Problem
Newhaven Group processes a high volume of investment, superannuation, and pension applications each week. Their advisers were manually filling out application forms ranging from 30 to 70 pages in length - copy-pasting client data from their CRM, completing each form by hand, and saving the finished document to a shared drive.
The result: a minimum of 1 hour per form, across at least 30 forms per week - close to a full-time role dedicated entirely to data entry. Every hour spent on paperwork was an hour not spent with clients.
The Solution
We built an end-to-end automation that connects directly to Newhaven Group's practice management CRM, where all client data is stored.
Their team now opens a clean chat interface, selects the form they need, picks the relevant client, and enters the investment amounts. The system handles everything else - pulling the correct client data, populating the form, and saving the completed document directly to the client's folder in SharePoint.
What the adviser does
Open the Landbot chat interface
Select form type and client
Enter the investment amounts
Done - form is in SharePoint
How It Works
Adviser opens the Landbot chat interface
Selects the form type and client from a simple conversational interface - no training required.
Make.com triggers the automation
Pulls the correct client record from the CRM via Excel Online. All personal, financial, and account details are retrieved automatically.
pdf.co populates the application form
Every field in the PDF is mapped and filled with the correct client data and investment amounts - precisely, every time.
Completed form is saved to SharePoint automatically
The finished document lands directly in the client's SharePoint folder - ready to review and submit. No manual steps required.
Under the Hood
Each branch in the workflow handles a different application form type. The automation scales to support Newhaven Group's entire form library without any additional manual effort.
Make.com scenario - parallel form branches running simultaneously
The Results
Before
1+ hr
per application form
30+ hrs
of admin every week
Manual
copy-paste from CRM for every form
High risk
of human error on every submission
After
< 25 sec
even the longest 70-page form
Minutes
total admin time per week
Automated
data pull direct from CRM every time
Consistent
accurate output on every submission
The Impact
For a growing firm processing 30+ forms per week, this automation effectively eliminated a full-time equivalent of repetitive admin work. Advisers now spend their time on clients - not paperwork.
"The automation completes our longest form in under 25 seconds and saves it straight to the client's folder."
Newhaven Group
Financial Planning Firm · Australia
