Key Results at a Glance:

• Up to 100 LOAs Processed Monthly 

• Reduced Processing Time Significantly

• Full-Time LOA Administrator Redeployed to Higher-Value Tasks

• Increase in Employee Satisfaction with Streamlined Workflow

The Challenge

Canter Holland, a financial advice firm in the UK, had relied on a full-time, dedicated LOA (Letter of Authority) administrator to handle the critical task of processing provider documentation. However, despite having a dedicated team member, the firm still faced several significant challenges:

1. Manual, Time-Consuming Process: The existing process for managing LOAs involved sifting through lengthy documents from various providers. This not only created operational inefficiencies but also delayed the timely delivery of LOA information to the paraplanning team.

2. Operational Bottlenecks: Even with a full-time administrator, the firm struggled to meet internal deadlines, impacting the speed at which paraplanners could move forward with client cases. These delays caused frustration and hampered the firm’s ability to provide a swift service to clients.

3. Inefficient Resource Allocation: With a full-time administrator focused solely on the LOA process, Canter Holland’s capacity was constrained. Valuable resources were tied up in a repetitive task, limiting their ability to reallocate staff to other critical functions within the business.

The Solution

To address these challenges, Canter Holland Financial Advice Practice partnered with 4admin to streamline and automate the LOA processing workflow. With the implementation of 4admin’s automated system, the firm achieved several key improvements:

1. Document Handling using AI: 4admin’s AI-driven platform quickly scans and processes provider documentation, extracting key client and policy details in seconds. This eliminated the need for manual review and drastically reduced the time spent on each LOA.

2. Optimised Resource Utilisation: By automating the LOA process, Canter Holland was able to redeploy their full-time LOA administrator to other tasks within the client services team.

3. Part-Time Administrator: The firm was able to maintain the LOA workflow with just a part-time administrator, who now processes up to 100 LOAs monthly, significantly cutting down the time and labor previously required for this task.

4. Improved Workflow Efficiency: With 4admin’s centralised platform, there is now one streamlined process in place, which not only saves time but also ensures that every LOA is processed consistently and accurately.

The Results

The implementation of 4admin’s solution had a transformative impact on Canter Holland’s operations. The firm saw immediate, measurable improvements:

• Increased Efficiency: The LOA processing time per document was reduced, allowing the firm to process up to 100 LOAs monthly with a part-time administrator, compared to the much slower manual process previously in place.

• Optimised Staff Allocation: By automating the time-consuming LOA process, Canter Holland was able to reassign their full-time administrator to other responsibilities within the client services team, ensuring more productive use of resources across the business.

• Employee Satisfaction: LOA processing became significantly more enjoyable as a result of automation. The repetitive, manual work was eliminated, making it simpler, faster and more straightforward.

• Improved Client Service: With the LOA process now faster and more reliable, Canter Holland’s paraplanning team received accurate and timely data, allowing them to focus on client cases without delay, thus improving client satisfaction.

What They Had to Say:

“Before 4admin, managing LOAs was a challenge. We had a full-time administrator who spent hours sifting through paperwork and chasing providers. Now, thanks to 4admin, we have streamlined the process and freed up our staff for more valuable tasks. Our part-time administrator processes up to 100 LOAs per month in a fraction of the time. The entire team has seen a massive improvement in efficiency, and our clients benefit from faster service.”
– Heather, Back Office Systems Integration Lead, Canter Holland Financial Advice Practice

Why It Worked

1. Automation: Implementing AI in document handling dramatically reduced manual data entry, enabling faster, more accurate processing.

2. Resource Optimisation: By shifting the LOA processing burden to a part-time administrator, the firm improved resource allocation and maximised productivity across its client services team.

3. Consistency: The 4admin solution provided a standardised, auditable workflow that ensured consistency and accuracy across all processed LOAs.

4. Scalability: The firm can now handle growing volumes of LOAs with minimal additional effort, positioning the firm for future growth without requiring a significant increase in staff.

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