The firm

Chase de Vere Independent Financial Advisers is one of the UK's largest truly independent advice firms. Established in 1969, headquartered in London, the firm runs 18 offices spanning Basingstoke, Bath, Birmingham, Cambridge, Cardiff, Edinburgh, Glasgow, Leeds, Liverpool, London, Manchester and beyond. Over 200 advisers and a deep technical bench serve private clients, professionals and corporates on pensions, retirement, investments, tax and trust planning, and protection.

Letter of Authority processing at Chase de Vere is completed by their Administration Teams. At any given moment the team is running hundreds of live LOAs across providers including Aviva, Standard Life, Royal London, Scottish Widows, Phoenix Life and Aegon. The work is unavoidable: every new client, every transfer, every consolidation case has to clear it first.

The challenge: a national LOA hub handling hundreds of live cases at any moment, with no single source of visibility and analysis still done manually

• LOAs sat across admin inboxes with no centralised view of what was outstanding, where, or for how long.

• Submission was one tool, response handling was another, and analysis lived in PDFs and spreadsheets. Three workflows for one process.

• Provider packs came back partial or unstructured, so the team manually scanned each one to find what was missing and chase the difference.

• Plan-level data had to be re-keyed into Intelliflo Office, doubling the data-entry step and slowing handover to paraplanning.

• The firm's previous LOA tooling handled submission for a limited set of providers but left the analysis, chasing and CRM-update work, the bulk of the team's day, untouched.

"Now we're using 4admin, it's making it a lot better. The paraplanners receive a file that highlights to them immediately what's there and where it's from."

— Karl Fleetwood, Chase de Vere

The solution: 4admin centralised Chase de Vere's end-to-end LOA process into a single workflow

1. Centralised submission channel. A dedicated submission channel, with 4admin's AI agent assigning provider responses to the correct case automatically. The team member handling the LOA is notified by email when a response lands, but the work itself stays in a centralised workflow.

2. Provider routing across 400+ providers, with rules at plan-number level. 4admin's submission engine routes to the right submission address for the right plan type, including Aviva, Royal London, Scottish Widows, and the rest of the live database. Any rejection reasons feed back in, so the routing improves week on week.

3. AI extraction with source-linked verification. Every provider pack is parsed in full. Each extracted field, from valuations and fund holdings to charges, contribution history, retirement options, death benefits, life cover and lifestyle strategy, links back to the exact page in the source document. Confidence scoring flags ambiguous fields for human review.

4. In-app calling and automated chasers, with full transcripts. When information is missing, 4admin chases the provider automatically for missing information, and the team can call the provider directly in-app. Provider calls are recorded, transcribed and summarised, so every chase carries its own audit trail: who, when, what was discussed, what changed.

5. One-click push to Intelliflo Office. Validated plan-level data, including provider, plan type, valuation, agency status, start date, full fund holdings (where ISIN or SEDOL is available) and contribution history, moves from 4admin directly into the iO plan shell. Provider packs, checklists and call transcripts attach at the plan level.

"When that piece of work hits paraplanning, it saves time there too. It means there's no back and forth. They can work immediately on the case, rather than parking it to call the provider and request something else. It's just an immediate way to crack on with the work."

— Karl Fleetwood, Chase de Vere

The outcome: around 630 admin hours a year freed up, 474 LOAs run through one team, and 95% pension-analysis adoption

In its first quarter on 4admin, Chase de Vere's Manchester team ran hundreds of LOAs through the platform and recovered approx. 145 admin hours. That is an annualised run rate of around 630 admin hours a year, absorbed by the same team with no extra headcount. Pension-analysis adoption reached 95% and end-to-end submission reached 100%, so the savings reflect the team's day-to-day work, not a one-off test.

In Chase de Vere's words

"I've had some feedback from some of the newer advisers, this is really helping them."

— Stacey Sanchez, Team Manager – Administration, Chase de Vere

What's next

Chase de Vere is deepening its use of 4admin across the Manchester hub: the Intelliflo Office push at full coverage, automated chasers at scale, and broader in-app calling for missing-information requests.