Automating the Wealthbox + Black Diamond + DocuSign stack at an RIA
For the one-to-five person operations team at an independent RIA on Wealthbox, Black Diamond and DocuSign: seven workflows that cross the three tools, what the native integrations cover, and where the gaps are.
On a Wealthbox + Black Diamond + DocuSign stack, the native connections are light by design: Black Diamond shows account summaries, holdings and transactions on the Wealthbox contact, and Wealthbox connects to DocuSign through Zapier. Neither creates the client, fills the paperwork, or follows up after the meeting, so a small operations team does that by hand for every household.
This stack is chosen for how easy it is to use, and it usually runs without a CRM admin. That makes the gaps between the tools the ops team's job by default. Here are the seven workflows that cross them most, with the trigger, the steps and what a person still reviews.
Who runs this stack
This is the stack of an independent RIA that values software people will use: Wealthbox for the CRM, SS&C Black Diamond for performance reporting, billing and the client portal, and DocuSign for signatures. Many are founder-led or a handful of advisors, and some started as a breakaway team.
The operations team is one to five people who each do everything: new accounts, service requests, billing prep, reporting, and whatever the advisors forwarded this morning. There is rarely a CRM admin, so Wealthbox workflows and a few Zaps carry the process. A meeting note taker such as Jump or Zocks is often the most recent purchase.
| Layer | Typical choice |
|---|---|
| CRM | Wealthbox, with its built-in workflows |
| Portfolio, billing, reporting | SS&C Black Diamond, including the client portal |
| Signature | DocuSign |
| Documents | Google Drive, SharePoint, Box or Egnyte |
| Meeting notes | Often Jump or Zocks, writing to Wealthbox |
| Ops shape | One to five generalists, no CRM admin |
The pressure on this stack is attention, not volume. Each workflow is small, but a generalist team switches between dozens of them a day, and the ones that slip are the follow-ups: the form promised in the meeting, the document the client said they would send, the Black Diamond account that never got linked to a contact. So the workflows here lean toward follow-through and hygiene, with paperwork alongside.
The workflows that cross Wealthbox + Black Diamond + DocuSign
Each workflow below lists what starts it, the steps across tools, and what a person still reviews. The steps are what Caddi runs when a firm automates it; the review is what stays with your team.
New client to signed paperwork and a filed folder
Trigger: A Wealthbox contact is tagged as a new client, or the onboarding workflow starts.
- Check the household in Wealthbox for what the paperwork needs and list what is missing for the advisor.
- Fill the custodian's new account applications, any transfer forms and your advisory agreement from the Wealthbox record.
- Send one DocuSign envelope.
- When it completes, file the signed PDFs to the client's folder with your naming convention, note it in Wealthbox, and complete the workflow step.
- Open a task for whoever submits in the custodian portal.
What a person still does: Ops checks registrations before sending and does the custodian submission.
Linking Black Diamond accounts to Wealthbox contacts
Trigger: A nightly check after new accounts appear in Black Diamond.
- List Black Diamond accounts that do not show on any Wealthbox contact.
- For each, look for the likely contact by name and household, and note why the link failed, such as a missing or different email.
- Send ops one list with the suggested match for each account.
What a person still does: Ops confirms each match and fixes the contact. Wealthbox's help center notes the integration does not create contacts, so an unmatched account stays invisible in the CRM until someone fixes it.
Post-meeting follow-through
Trigger: A Jump or Zocks meeting note lands in Wealthbox.
- Read the action items from the note.
- Open a Wealthbox task for each, assigned to the right person with a due date.
- Fill any form the meeting calls for, such as a beneficiary change or a distribution request, and queue it for the advisor.
- Draft the client follow-up email in Outlook or Gmail for the advisor to send.
What a person still does: The advisor approves the email and any form before the client sees it. Caddi does not take the meeting notes; Jump or Zocks does.
Service requests from the shared inbox
Trigger: A client email arrives in the service inbox.
- Match the sender to a Wealthbox contact and log the email there.
- Classify the request: address change, distribution, transfer, document request, question for the advisor.
- Start the matching Wealthbox workflow and fill the form where one applies.
- Reply to the client that the request is in hand, from a template the team approved.
What a person still does: Ops confirms the classification and verifies identity for anything that moves money or changes an address.
Onboarding document collection
Trigger: A new client workflow starts in Wealthbox.
- Send the client the list of documents you need: ID, recent statements from the prior custodian, trust documents if any.
- As replies arrive with attachments, file each into the client's folder and tick it off in Wealthbox.
- Send a reminder for anything outstanding after the number of days you choose, and tell ops what is still missing before the paperwork goes out.
What a person still does: Ops checks that each document is complete and legible.
RMD season checklist
Trigger: The date your firm starts RMD reviews each year.
- List clients with IRA accounts in Black Diamond who are subject to RMDs under the rules your firm applies.
- Check year-to-date distributions from Black Diamond transactions for each account.
- Open a Wealthbox task for each client still short, and fill the distribution form for the advisor to review.
What a person still does: The advisor confirms amounts and timing with the client. The RMD rules themselves are for your firm and the client's tax adviser to apply.
Quarterly report filing
Trigger: Quarter-end reports are finalized in Black Diamond.
- Pull each household's report PDF.
- File it to the client's folder with consistent naming and note it in Wealthbox.
- For clients who do not use the portal, prepare the email with the report attached for the advisor.
What a person still does: The advisor or ops approves anything sent to a client.
Where to start
Start with post-meeting follow-through if you already use Jump or Zocks, because the notes are already structured in Wealthbox and the action items are where time leaks. If you do not use a note taker, start with new client paperwork.
What the native integrations cover, and what they leave
Use the vendors' own integrations first. They are maintained by the vendors and they handle the data sync. The table is what each vendor says its integration does, read on the vendor's own pages on September 29, 2026, and the work it leaves for a person.
| Between | What the native integration covers | What it leaves |
|---|---|---|
| Black Diamond and Wealthbox | Wealthbox says the integration lets advisors receive client information and view account summaries, holdings and transactions from Black Diamond reconciled accounts on the contact record. Source: Wealthbox: Black Diamond integration. | Data flows one way, into a view. The integration does not create contacts, and accounts appear only when they match a contact, so unmatched accounts, onboarding and billing prep are still manual. |
| DocuSign and Wealthbox | Wealthbox's help center describes the DocuSign connection as running through Zapier: when a document is sent, signed or completed, a Zap can add a note or task in Wealthbox. Source: Wealthbox Help Center: The DocuSign Integration. | A Zap reacts to a finished envelope. Choosing and filling the custodian form before the envelope exists, and filing the signed PDF to the right folder, are not covered. |
| Black Diamond and DocuSign | Black Diamond lists DocuSign eSignature within Black Diamond CRM on its integrations page. Source: SS&C Black Diamond: Integrations. | That is for firms using Black Diamond's own CRM. On this stack the CRM of record is Wealthbox, so the signed paperwork still has to reach Wealthbox and the document folder another way. |
Tools in this stack
Caddi connects to each of these:
- Wealthbox: CRM of record: contacts, households, workflows, tasks
- Black Diamond: Performance reporting, billing and the client portal
- DocuSign: Signature on custodian forms and agreements
- Jump: Meeting notes that land in Wealthbox
- Zocks: Meeting notes that land in Wealthbox
- Google Drive: Client document folders, on Google Workspace firms
- SharePoint: Client document folders, on Microsoft 365 firms
Often around this stack, and not Caddi connections:
- Schwab, Fidelity, Altruist: Caddi does not connect to custodians. It fills the custodian's PDF forms from the CRM record, sends them for signature through DocuSign and logs the result back to the CRM. Submitting in the custodian portal stays with your team.
- Redtail: Some firms on this stack move between Redtail and Wealthbox. Redtail is not a Caddi connection today.
- RightCapital, eMoney: Common planning tools here. Not Caddi connections today.
Where Caddi fits, and where it does not
Caddi is the layer that runs the work between these tools. Discover finds the repetitive work in the tools your team already uses. Caddi Automate builds each workflow: someone on your team screen-shares the process or describes it in chat, and changes it in plain English as the work changes. Govern gives the firm one view of the work done by AI and by people, with every run logged. AI builds it, verified code runs it, and any model step inside a run is scoped, logged, and reviewable.
Across customers, 99% of agent runs complete successfully, and it takes 45 minutes on average to build the first agent. What Caddi does not do on this stack:
- Take meeting notes. Jump and Zocks do; Caddi connects to both and does the work after the note lands.
- Connect to any custodian. It fills custodian paperwork; the portal stays with your team.
- Replace Wealthbox workflows. It fills in the steps a workflow cannot do on its own, like filling a form or filing a document.
Related reading
- The RIA operations tech stack, by workflow
- Best automation tool for small RIAs
- How to automate client meeting notes
- Best CRM for financial advisors
- Beneficiary designation forms
- Automating the Salesforce + Orion + DocuSign stack
- Automating the Practifi + Addepar + Box stack
- Automating the Salesforce + Tamarac + DocuSign stack
More for RIA operations leaders
- The Wealth Advisory COO's Guide to AI
- What a Director of Operations at an RIA owns
- The RIA operations tech stack, by workflow
- RIA acquisition integration checklist
- Client repapering without the NIGO
- Onboarding a breakaway advisor team
Caddi connects to the systems an RIA back office runs on: Salesforce, Wealthbox, Practifi, Orion, Black Diamond, Tamarac, Addepar, DocuSign, Jump, Zocks. See how it runs client onboarding and the operational side of RIA compliance, or the RIA operations overview.
Caddi
See how Caddi AI Agents can follow through on every Wealthbox meeting note and file every signed form to the right folder
Frequently asked questions
Does Black Diamond integrate with Wealthbox?
Yes. Wealthbox says the integration lets advisors view account summaries, holdings and transactions from Black Diamond reconciled accounts on the Wealthbox contact record. It is a view of Black Diamond data in the CRM. According to Wealthbox's help center it does not create contacts, so accounts must match an existing contact to appear. Onboarding and billing prep stay outside it.
How does Wealthbox connect to DocuSign?
Wealthbox's help center describes the DocuSign connection as running through Zapier. When an envelope is sent, signed or completed, a Zap can add a note or task in Wealthbox. That covers the status update after signing. Choosing the right custodian form, filling it from the Wealthbox record and filing the signed PDF to the client folder are the steps it leaves.
Can a small RIA ops team automate without a CRM admin?
Yes, if the automation is built by the ops team rather than configured by an admin. With Caddi, someone on the team screen-shares the process or describes it in chat, and Caddi builds the automation across Wealthbox, Black Diamond and DocuSign. When the process changes, the same person changes it in plain English. Every run is logged, so the team can check what happened.
Does Caddi replace Jump or Zocks?
No. Caddi does not take meeting notes. Jump and Zocks record the meeting and write the note to Wealthbox; Caddi connects to both and does what comes after: opening tasks for the action items, filling the forms the meeting called for, and drafting the follow-up email for the advisor to approve. Many firms run a note taker and Caddi together.
What should a Wealthbox RIA automate first?
If the firm uses Jump or Zocks, start with post-meeting follow-through, because the notes are already structured in Wealthbox and action items are where time leaks. Otherwise start with new client paperwork: a clear trigger, a right answer for every field, and a review step that already exists. On average, the first Caddi agent takes about 45 minutes to build.