Best for
RIA teams that already use Acuity and Wealthbox, but still manually create tasks, tags, notes, or workflows after meetings are booked.
Acuity to Wealthbox
Acuity to Wealthbox automation for financial advisors
Turn Acuity bookings and intake form answers into clean Wealthbox contacts, meetings, tasks, tags, and workflows for advisor firms.
Why this matters
Acuity intake forms are useful only if the data makes it into Wealthbox cleanly.
Most advisor firms do not need a giant technology overhaul. They need the meeting details to land in the right place every time, without creating duplicates or leaving the team to clean up the CRM after the fact.
Common build scope
- Map Acuity intake answers into Wealthbox fields or notes
- Create or update contacts without obvious duplicates
- Tag contacts by meeting type, source, or service line
- Create tasks for advisor or operations follow-up
- Route exceptions when required data is missing
What gets built
A practical workflow, not a fragile one-step sync.
| Step | What happens | Why it matters |
|---|---|---|
| Booking | Acuity captures the meeting type, invitee details, and intake answers. | The workflow starts with structured data instead of a vague calendar event. |
| Matching | The automation checks whether the person already exists in Wealthbox. | This reduces duplicates and keeps history attached to the right contact or household. |
| CRM update | The event, tags, notes, custom fields, or tasks are created in Wealthbox. | The advisor and ops team can see what happened without searching email or calendar history. |
| Follow-up | The right task, workflow, or exception alert fires based on the meeting type. | Prospects and clients do not fall through the cracks after they book. |
Built with
Zapier or Make when the workflow is straightforward. Custom Python when matching logic, volume, or reliability requirements justify it.
Maintained monthly
I monitor errors, adjust fields when the process changes, and handle the boring edge cases that usually get ignored until something breaks.
Pricing
Typical range for this setup
Most Acuity to Wealthbox builds fit the Core package unless there are many advisors, calendars, or routing rules.
Expected investment
- $1,500 setup for most firms
- $249/month for monitoring and maintenance
- $2,500+ setup if there are multiple advisors, complex routing rules, or custom code
- Plain-English documentation and Loom walkthrough included
Questions
Common questions about Acuity to Wealthbox
Can I just use a native integration or Zapier template?
Sometimes. The template is usually enough if all you need is a basic event. It gets harder when you need contact matching, household logic, meeting-type tags, workflows, cancel/reschedule handling, or exception alerts.
Do you need admin access?
Usually yes, at least temporarily. I can work with a screenshare or restricted access if your compliance process requires it.
What happens when the automation breaks?
That is what the monthly maintenance is for. I sign up for error alerts, review failures, and fix issues caused by expired connections, changed fields, renamed meeting types, or API quirks.
Can you map Acuity form answers into custom fields?
Yes, when the target field exists and the data format is predictable. For messy or conditional data, I usually document the mapping rules before building.