The Challenge
Intuitive Support, a UK-based outsourced administration provider for financial advice businesses, supports over 90 firms nationwide with a team of 22 experienced administrators.
As the business scaled, the volume and complexity of Letters of Authority (LoAs), essential for processing client onboarding, began consuming an increasing share of administrative time.
Each advice firm worked slightly differently, with unique templates, processes, and provider contact processes. Administrators often spent 30–60 minutes manually analysing provider packs, re-keying client data into multiple systems, and chasing the missing information repeatedly.
This led to:
- Manual, inconsistent processes: No unified workflow across firms or advisers.
- Duplicate effort: admins calling providers for missing information.
- Lost productivity: Time on data entry instead of client service.
To continue scaling sustainably, Intuitive Support needed a smarter way to handle LoA processing, one that maintained data security, compliance, and client trust while driving major efficiency gains.
The Solution
4admin partnered with Intuitive Support to introduce an LoA automation system that simplified and standardised document handling across all client firms.
1. Automated Data Extraction
4admin analyses provider packs in seconds, extracting key policy and client details that previously took administrators up to an hour to process manually.
2. Instant Cross-Checking
Extracted data is automatically validated against source documents, ensuring high accuracy and eliminating manual re-keying errors.
3. Clear Presentation of Insights
4admin displays data in a structured, easy-to-read format, enabling administrators to spot missing or incomplete information instantly.
4. Faster Turnaround for Adviser Firms
With LoA processing fully streamlined, administrators can now deliver updates and confirmations to advice firms far quicker, improving overall service quality.
5. Built-In Governance and Compliance
4admin's system aligns with Intuitive Support's data governance policies. No data is processed or stored outside secure environments, ensuring GDPR compliance and trust at scale.
The Results
The transformation was immediate and measurable across Intuitive Support's client base.
- LoA processing got slashed to half, cutting turnaround from 45–60 minutes to under 15 minutes.
- Manual data entry reduced by two-thirds, freeing administrators to focus on client onboarding, reviews, and paraplanning support.
- Direct cost savings: Faster turnaround means lower client billing for routine admin.
- Accuracy and consistency improved: Clean, verified data across all LoA cases.
- Client satisfaction increased: Adviser firms reported faster updates and improved clarity.
- Platform adoption: Several advice firms subsequently adopted 4admin directly after seeing the results through Intuitive Support.
“The 4admin tool has transformed what was once a slow, manual process into a fast and efficient one. Our administrators now extract key data from provider letters in seconds, ensuring accuracy and freeing up valuable time for higher-value work. The feedback from advice firms has been fantastic, several have even gone on to purchase their own 4admin licence after seeing the benefits first-hand.”
– Debbie Condon, Director @ Intuitive Support Services
Why It Worked
- Automation: AI-driven data extraction and validation eliminated repetitive admin work.
- Accuracy: Instant cross-checking removed manual data-entry errors.
- Scalability: A unified system adaptable across 90+ adviser firms.
- Compliance: Secure processes aligned with GDPR requirements.
- Client-Centric Approach: Preserved trust and control while increasing efficiency.