Must-have tech tools to boost your productivity

27 August 2025 Photo of a couple sitting on a sofa with paperwork

The best apps to streamline your workflow and stay on top of your game

In today’s fast-paced and highly regulated environment, later life advisers need more than just great product knowledge, they need smart tools to help them work efficiently, stay organised, and deliver compliant advice.

From client meetings and sourcing, to follow-ups and compliance paperwork, managing everything manually is no longer sustainable. The good news? There’s a growing toolkit of tech platforms and apps that can help you streamline your daily work, boost productivity, and stay focused on what matters most: your clients.

Here’s our round-up of the best apps and tech software every later life adviser should consider adding to their digital toolbox.

Evernote or Notion

To collect your meeting and CPD notes, track content and manage your tasks and schedule

With Evernote and Notion you can easily:

Both tools are cloud-based and can help you capture notes, manage projects, and centralise your knowledge in one place while helping to keep all your important information at hand as they sync your notes automatically on all your devices. This means that if you take notes on your phone or tablet, you’ll be able to access them also from your laptop and vice versa.

In addition, you can add text, images, audio, scans, PDFs and documents to your notes, to keep it all in one place. This includes tasks and schedules to get things done more easily, providing two easy-to-use but powerful tools that can help you manage your time and all your client cases.

They integrate with many other tools including MS Teams, SharePoint, OneDrive, Google Drive, Gmail, and many more, enabling you to have everything at your fingertips.

Calendly

To book your client appointments without the email ping-pong

Say goodbye to all the struggles to book clients appointments with Calendly, which allows your clients to book time in your calendar based on your availability, without any back-and-forth. Simply add a Calendly link to your emails and let them pick the time and day they prefer.

In addition, this tool:

Loom

To send clients quick update videos

Sometimes a short explainer video is easier and clearer than a long cold email. Loom lets you record your screen and webcam to send personalised video updates, such as:

Clients love it, and it saves time while adding a personal touch to your communications with them.

DocuSign or Adobe Sign

To get quick and secure client e-signatures on documents

Chasing physical paperwork can be slow and inconvenient. E-signature tools let you send and track documents and enable your clients to digitally sign them in a click. For example, you can use these tools to finalise your:

Save time and send your client any documents they need to sign securely, remotely and fast. Bonus: most platforms are FCA and GDPR compliant.

Trello or ClickUp

To easily manage your workflow and case pipeline

If you want to stay on top of your caseload at a glance, these tools help you track every client from enquiry to completion. For example you can:

These tools are great to manage high caseloads and as with other tools, they integrate with other apps, enabling you to search all information from one place.

ChatGPT

To draft suitability summaries, client emails, or marketing content

ChatGPT can save you hours of time - try using it as your digital assistant to:

Chat GPT can help you summarise client files so you can quickly recall the key details before a meeting, or even draft follow-up emails after client calls. It can also help you prepare meeting agendas tailored to each client case.

You can use it to get ideas for your social media posts to nurture your client base and promote your services, or explain complex topics in simple terms to ensure your clients really understand their options.

We recommend using AI responsibly - always fact-check, and ensure outputs remain compliant.

WhatsApp Business

To communicate with client professionally and track response

If your clients prefer instant messaging, the business version of WhatsApp lets you:

The business version of Whatsapp will help you keep work chats separate from your private ones, allowing you to use automated messages so clients feel acknowledged right away and boosting your professional presence.

Additionally, it lets you send fast updates such as meeting reminders, document requests or application progress, saving time while improving the relationship with the client.

You can use labels to organise your chats, for example “New lead”, “At completion stage”, “Needs review” etc., to stay on top of client pipelines, while using voice notes and video calls makes the communication more personal and less informal than emails, and great for client reassurance.

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Make sure to get client consent before using WhatsApp. Be sure to keep a compliant audit trail of all client communications and outputs. Your firm’s compliance policy may specify how tools like WhatsApp or ChatGPT should be used.

Build your adviser tech stack

Advisers who embrace the right tools can:

Start small and pick one or two tools from this list that fill a gap in your workflow, and build from there.

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