How financial advisors can build client proposals in minutes (without Excel or manual data entry)
October 15, 2025
TL;DR: Most financial advisors still build client proposals manually, copying data from PDFs or custodians into Excel. Koyfin automates proposal creation, helping advisors turn raw data into client-ready visuals in minutes. By connecting custodian data or uploading brokerage statement PDFs, advisors can instantly compare current vs. proposed portfolios, highlight fee savings, and show risk and allocation improvements with clear charts.
Why it matters:
- Less time spent on manual prep means more time for client conversations.
- Consistent, visual proposals build trust and speed up conversions.
Every strong client proposal should include:
- Current vs. proposed allocations and exposures
- Risk and return comparison
- Fee transparency
- Benchmark or model portfolio reference
- Clear client-focused takeaways
Introduction
A client proposal is where advice becomes actionable. It turns data into a clear story that helps prospects understand why your recommendation makes sense, using data on allocation, performance, risk, and fees.
Yet most advisors still rely on manual, spreadsheet-based workflows that make proposal creation slow, inconsistent, and error-prone. When every proposal takes hours to build, it limits follow-ups and reduces opportunities to convert prospects into clients.
This article shows what makes a strong client proposal, how it drives growth, and how modern tools can help advisors create them in minutes instead of hours.
What makes a great client proposal
A great proposal turns complex investment data into a clear story that helps clients understand the reasoning behind your recommendation and how it improves their future.
Prospects rarely make decisions based on returns alone. They take action when they understand how a new portfolio improves their situation and feel confident in the advisor guiding them.
The key elements of a high-impact proposal
- Current vs. proposed allocation: Present a side-by-side view of how diversification, sector exposure, or concentration risk changes. Visual contrast helps clients grasp differences instantly.
- Risk and return comparison: Explain risk in relatable terms. Instead of focusing on volatility, describe how the portfolio behaves in down markets or how it aligns with the client’s comfort level.
- Fee transparency: Show where costs are reduced or value is added. Clear visuals help turn a sensitive topic into a trust-building moment.
- Benchmarks and model context: Anchor the proposal with familiar references like an index or a model portfolio so clients can evaluate improvements within a clear framework.
- Client-focused takeaways: End with a summary that connects changes to goals. For example, explain how the new mix improves downside protection or supports income needs.
Why this matters for growth
A proposal that educates clients and builds confidence creates momentum in the sales process, increasing the likelihood they will act and view the advisor as a long-term partner.
Advisors who develop a consistent, repeatable proposal process scale faster and shorten the sales cycle. Each proposal reinforces a clear message of value, strengthens trust, and creates a foundation for future referrals.
How modern tools automate proposal creation
Building proposals consistently is only possible when the process is efficient. Many advisors know exactly what a strong proposal should include, but time and manual work often get in the way.
Modern platforms solve that problem by automating the repetitive parts of proposal creation: collecting data, structuring comparisons, and visualizing insights.
How automation transforms the process
- Automatic data import: Instead of retyping from custodians or PDFs, positions flow directly into the platform, removing friction and reducing the chance of errors.
- Instant portfolio comparison: Advisors can immediately show how a proposed portfolio changes allocation, performance, or risk exposure, helping clients connect the dots visually.
- Clear fee and exposure analysis: Built-in charts display fees, diversification, and concentration at a glance, turning complex analytics into client-friendly visuals.
- Reusable templates and branding: Consistent structure reinforces professionalism and ensures every proposal reflects the firm’s approach and value proposition.
- Fast delivery and follow-up: With proposals ready in minutes, advisors can reach out sooner, review results with prospects, and maintain momentum in the decision process.
Why this matters
Advisors often underestimate how much of the sales process depends on timing and clarity. Automation helps advisors respond while prospects are engaged and present recommendations that build trust.
Sample proposal creation workflow using Koyfin
Here’s how Koyfin helps financial advisors automate the proposal creation process and deliver proposals that look professional, stay compliant, and help close business faster.
Step 1: Upload or connect client data
Advisors can bring in client data in several ways:
- Upload a brokerage PDF statement: Koyfin automatically extracts positions, quantities, and values.
- Connect a custodian or portfolio system: Integrations include Schwab, Altruist, TradePMR, Black Diamond, and Orion.
- Upload a CSV file: Import data directly from spreadsheets or exports from your systems.
Once uploaded, Koyfin validates tickers, recognizes fund types, and flags any missing data so you can confirm or adjust before building the proposal.
Step 2. Build the Proposal
After the portfolio is imported, advisors can construct a detailed, client-ready comparison.
- Add benchmarks or model portfolios: Compare the current portfolio against the S&P 500, ETFs, or your firm’s model portfolios.
- Include fee comparisons: Show advisor fees, fund expense ratios, and total cost difference.
3. Analyze risk metrics: Visualize beta, drawdown, volatility, or downside protection.
4. Create side-by-side comparisons: Display allocation, performance, and exposure differences clearly.
5. Add narrative elements: Introduce your team, firm values, and key commentary alongside charts.
Step 3: Personalize and brand it
Koyfin makes it easy to keep every proposal on-brand and personalized.
- Add your firm logo, colors, and disclosures automatically.
- Insert client names, household details, and portfolio notes.
- Save templates for consistent team branding and presentation.
Step 4. Deliver or present
Koyfin makes it easy to keep every proposal on-brand and personalized.
- Export as a PDF: Send polished proposals in follow-up emails or pre-meeting prep.
- Present interactively: Use live charts during meetings to explore scenarios together.
Download a Sample Client Proposal
Why advisors use Koyfin to create client proposals
Koyfin combines advanced analytics with an advisor-friendly interface and is trusted by thousands of professionals.
Over 40,000 financial advisors use Koyfin to:
- Identify underperformance in a prospect’s portfolio, compare it to a proposed portfolio, and clearly show allocation, risk, and fee differences
- Address client questions live in meetings with fast, intuitive analytics that are easy to navigate and explain
- Bring portfolios into the system through custodian/PMS connections or PDF uploads, ensuring accurate and complete account data
“Koyfin is helping me dissect a clients portfolio very quickly so I can provide education and guidance for the client. This ultimately leads into new business as the clients gain trust and expertise”
— Jonathan Wong, CFP®, Founder & CEO
(as posted on G2)
Recognized by Financial Advisors
In the 2025 Kitces AdvisorTech Study, financial advisors rated Koyfin among the highest-satisfaction platforms in the Investment Research & Analytics category.
Advisors praised Koyfin’s value, usability, and practical feature set, ranking it alongside YCharts and Kwanti as one of the top-rated tools for independent RIAs. The report also named Koyfin one of the “Optimistic Providers to Watch” for its strong growth and advisor satisfaction.
FAQ
- How can I make proposals more client-friendly?
Avoid jargon and focus on clarity. Use visuals that highlight key differences (allocation, risk, and fees) and summarize what those changes mean in plain language.
- How long should a client proposal be?
The most effective proposals are concise, typically 2–4 pages. Use visuals, summaries, and benchmarks to make the message intuitive.
- How often should advisors update or use proposals?
Many advisors use proposals in three moments:
- When onboarding a new client
- When reviewing portfolio performance during annual meetings
- When recommending reallocation or model updates
Proposals should evolve with the client’s goals, not just market conditions.
- What are the most common mistakes in proposal creation?
- Overloading clients with charts and jargon
- Ignoring fees or risk in favor of returns
- Using inconsistent data sources or manual Excel workflows
- Failing to explain why a change benefits the client
Automation helps eliminate these issues by keeping data clean, visuals consistent, and messaging clear.
- How can automation improve proposal creation?
Automation reduces the time spent re-entering data, ensures accuracy, and allows advisors to focus on analysis and communication. With Koyfin, advisors can import client data, compare portfolios, visualize risk, and export branded proposals — all within minutes.
- How do proposals help with business growth?
Proposals shorten the sales cycle by helping clients make decisions faster. They turn complex recommendations into clear stories, improve conversion rates, and create consistent follow-up opportunities.
- What makes Koyfin effective for creating client proposals?
Koyfin combines portfolio analytics, visual reporting, and workflow automation in one platform. Advisors can upload client data, compare portfolios side-by-side, analyze risk and fees, and generate professional proposals that are ready to present or send to clients.
Editorial note
Our insights are derived solely from historical information and analyst predictions, employing an impartial approach. Please note that our articles do not serve as financial guidance.
