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Comprehensive Guide: Collaborating with Clients to Update Asset-Map Data

Engage with clients to update household and financial information

Michael Schwabe avatar
Written by Michael Schwabe
Updated this week

Overview

Keeping a client’s Asset-Map current is essential for accurate planning, but clients cannot directly overwrite data in the advisor’s master record. Instead, Asset-Map offers controlled collaboration. This ensures the advisor maintains data integrity while empowering clients to contribute information.

There are three primary workflows for gathering client updates:

  1. Digital Collaboration (Client Portal)

  2. Visual Verification (PDF/Print Reports)

  3. Integrated/Live Updates (Third-party tools & Meetings)

Core Concept: Using "Stencils" to Prompt Engagement

Before inviting a client to update their map, use Stencils to indicate where information is missing.

How it works:

If you have basic data (perhaps from an integration) but need more details, apply a Stencil (e.g., "Integration stencil", "Fact-Finder" or "Multi-member"). This overlays "conversation tiles"—placeholders with $1 values—onto the map.

  • In the Client Portal: These tiles prompt the client to click and fill in real values.

  • In PDF Reports: These tiles appear as visual "question marks" that prompt the client to write in the correct info.

Method 1: The Client Portal (Suggesting Mode)

Best for: Clients who prefer a hands-on, digital experience.

How it Works

The advisor grants the client access to their map using the "Suggesting" permission set.

  1. Advisor Action: Apply a Stencil to the map to highlight missing areas.

  2. Advisor Action: Generate a Client Portal invitation link with "Suggesting" permissions, or set their current permissions to "Suggesting."

  3. Client Action: The client logs in, views their map, and uses the Suggesting toolbar to add financials or edit existing tiles.

  4. The Safeguard: Client changes do not happen instantly. They appear as "suggestions" in the advisor’s dashboard. The advisor must approve or reject them to update the official map.

In Client Meetings

  • Pre-Meeting: Send the invite 1 week prior. "I've started your map, but I need you to fill in the blanks where I've placed markers."

  • During Meeting: Review the "Suggested Changes" queue together to validate the data before accepting it into the plan.

Method 2: The "Mark-Up" Approach (PDF or Print)

Best for: Clients who prefer paper or formal review meetings.

How it Works

The advisor creates a static visual of the map for the client to review and annotate.

  1. Advisor Action: Apply a Stencil to the map to visualize "what we don't know."

  2. Advisor Action: Go to the Reports page and generate a "Comprehensive Report" (PDF).

  3. Client Action: The client reviews the PDF sent to them using your compliance approved methods (for example: email attached, printed or digitally via email/DocuSign) and marks corrections/additions directly on the document.

  4. Final Step: The advisor manually updates the Asset-Map based on the client's notes.

In Client Meetings

  • Physical: Print the map on large paper (11x17). Lay it on the table and hand the client a pen. "Circle what is wrong, and fill in the empty boxes."

  • Digital: Share the PDF via screen share and make notes as the client verbally corrects the data.

Method 3: Indirect & Advanced Updates

Best for: Firms with specific tech stacks or bulk data needs.

  • Third-Party Integrations (e.g., PreciseFP):

    The advisor sends a digital fact-finder via a partner tool like PreciseFP. Once the client completes the form, the advisor syncs the data directly into the Asset-Map Household.

  • Data Loader (CSV):

    For clients with complex portfolios, export their household data to a CSV spreadsheet via the Asset-Map Data Loader. The client updates the rows in Excel, and the advisor re-uploads the file to bulk-update values.

  • Live Co-Planning:

    During a virtual or in-person meeting, the advisor opens the map and edits tiles live as the client dictates changes.

Client Communication Templates

Use these templates to introduce the update process to your clients.

Template A: Invitation to Client Portal

Subject: Access your personal Financial Map

Dear [Client Name],

I have created a one-page visual map of your financial life. To help us prepare for our next meeting, I’ve included some placeholders where we need more information.

Please click the link below to access your secure portal. If you see something that needs correcting or a placeholder that needs a value, simply click it and suggest a change. I will review all changes before we meet.

[Insert Client Portal Link]

Sincerely,

[Advisor Name]

Template B: Sending a PDF for Review

Subject: Reviewing your Financial Inventory

Dear [Client Name],

I have attached a draft of your personal Asset-Map. This is a visual inventory of everything we currently have on file.

Please take a moment to review the attached PDF. You can either print it and mark your corrections with a pen, or reply to this email with a list of updates. This will ensure our upcoming conversation is focused on the right data.

Sincerely,

[Advisor Name]

This article outlines methods that advisors may have available to them for clients to update their Asset-Map. Using any method is contingent upon the Advisor having compliance approval from their firm's Compliance Department. Following all data privacy guidelines is the responsibility of the advisor.

1/2026

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