Financial Services · Case Study
Replacing Goldmine with a compliance-aware HubSpot platform.
How TriVest Wealth Counsel at Wellington-Altus Private Counsel modernized its UHNW client management, with Canadian regulatory milestones like RRSP-to-RRIF conversion and RESP contribution eligibility built directly into the workflow.
- Industry
- Financial Services, Private Wealth Management (HNW/UHNW)
- Client Base
- ~80 households, $2M-$50M (avg ~$30M)
- Geography
- Canada
- HubSpot Products
- Sales Hub Onboarding + Workflow Automation
- Timeline
- Aug 2025 - Oct 2025 (8 weeks)
- 78
- UHNW households migrated with custom association labels
- 2
- Canadian regulatory milestones automated (RRSP/RRIF, RESP)
- 8wks
- From kickoff to fully operational platform
- 1
- Goldmine retirement, 30-year-old CRM replaced
01 · The challenge
A 30-year-old CRM, manual workflows, no corporate visibility.
Despite serving sophisticated clients with complex household structures, the practice was running on Goldmine (end-of-life), Microsoft Forms for KYC intake, and spreadsheets for the Canadian regulatory milestones that a UHNW practice absolutely cannot afford to miss.
Legacy CRM at end-of-life
- Corporate team on Goldmine with no centralized activity visibility.
- No shared view when a $30M household calls and the advisor is unavailable.
- Prior CRM rollouts had been abandoned by management.
Complex household structures
- Individual, joint, corporate, trust and foundation accounts under one household.
- Shared beneficiaries and spouses across records.
- Standard contact-and-company data models don't accommodate this out of the box.
Regulatory milestones tracked manually
- Mandatory RRSP-to-RRIF conversion at age 71 tracked in spreadsheets.
- RESP contribution rules tied to beneficiary age tracked in someone's head.
- Client and regulatory risk sitting in error-prone quarterly reviews.
02 · The solution
A wealth-management Sales Hub deployment with Canadian regulatory automation.
Weekly workshops, hands-on configuration sprints and incremental rollout, designed end-to-end around the realities of a Canadian UHNW practice, not a generic B2B pipeline.
- 01
Household & account architecture
Company object configured as households with custom association labels: trust, corporation, foundation, individual, joint, plus family designations (spouse, beneficiary, dependent). HOH ID, Household ID and Portfolio ID synced from back-office systems.
- 02
Custom lifecycle & UHNW pipeline
Custom lifecycle stages (Subscriber → Prospect → Lead → Onboarding → Transfers in Progress → Active Investor) and a seven-stage deal pipeline mapped to the firm's actual $2M-minimum qualification motion.
- 03
Canadian regulatory automation
Calculated Age, Beneficiary Age and Spouse Age properties auto-update from Birth Date. Permanent contact views surface RRSP-to-RRIF candidates at age 71 and RESP eligibility at beneficiary age 17, the moment they qualify.
- 04
Workflow & task management
Prospect Workflow with non-stacking task logic (re-checks completion before creating the next task). Two-way Outlook calendar sync. Custom record layouts that surface household relationships, KYC status and last contact, and hide blank fields.
- 05
Data migration & intake forms
78 households migrated from Fidelity, National Bank, BigMailer and Goldmine, with association labels preserved and Goldmine email history imported as searchable activity records. WordPress and HubSpot intake forms flowing directly into contact records with no double-entry.
03 · The outcome
From legacy CRM and analog notes to an audit-ready platform.
Households consolidated
All 78 UHNW households migrated with proper association labels, preserving the relational complexity of trust, corporate and joint structures.
Regulatory milestones automated
Real-time contact views surface clients turning 71 (RRSP-to-RRIF) and beneficiaries turning 17 (RESP), replacing quarterly spreadsheet reviews.
Standardized sales process
Contact-based Lead Status board gives advisors a one-screen view of every prospect. Web-form submissions auto-trigger the qualification workflow.
Practice self-sufficiency
Hands-on training transferred ownership of property creation, view building, workflow editing and form management, backed by a 60-day post-launch audit.
04 · Stack
Products & integrations used.
| HubSpot Sales Hub | Household-aware contact model, seven-stage UHNW pipeline, lead status board. |
|---|---|
| Workflow automation | Prospect Workflow with non-stacking tasks and regulatory milestone views. |
| Outlook two-way sync | Advisor meetings flow into client timelines with HubSpot meeting types. |
| WordPress + HubSpot forms | Web leads and KYC intake land directly in the CRM with no double-entry. |
| Goldmine migration | 78 households, historical email as searchable activity, HubSpot AI summarization available across the corpus. |
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