How to cut your admin time in half

About Dan

Dan Westfall is the founder of Client Focus Financial, a solo RIA managing 270 households and $75 million in AUM across Florida and Pennsylvania. Running a practice that size without support staff means every hour counts — and for a long time, the math wasn't adding up. Dan was close to solving that problem the traditional way, until Quin offered a different answer.

The challenge

At 270 households, Dan was stretched. Post-meeting follow-up emails weren't just getting delayed — they were getting skipped entirely. Notes weren't making it into the CRM consistently. The administrative work that keeps a client relationship healthy was falling behind the volume of the practice.

His solution was straightforward: hire an administrative assistant. He had budgeted around $50,000 a year for the role and was close to pulling the trigger. The problem wasn't the cost. It was whether adding a person was actually the right fix for what was slowing him down.

How Dan uses Quin

Dan starts each day with Quin's daily brief — a quick view of what's ahead and what's still open. For a solo advisor managing a full book, that kind of morning clarity isn't a nice-to-have. It's how the day doesn't get away from him.

For in-person meetings, he takes notes through Quin on the spot. After calls, follow-up emails that used to get skipped are now drafted and ready before he's moved on to the next appointment. What changed wasn't just the efficiency — it was the consistency. Clients started receiving follow-up they hadn't been getting before, and that changed how the relationship felt from their side.

Inbox management was another piece. Quin drafts replies to incoming emails, cutting the time Dan spends in his inbox significantly. Between the daily brief, meeting notes, follow-up emails, and inbox drafts, he's saving 10 to 20 hours a month.

The $50,000 admin hire didn't happen. Quin made the case for a different path, and the math worked out differently than expected.

Dan has also found a second use for it: recruiting. When he's courting advisors from wirehouse or broker-dealer firms, the flexibility to adopt tools like Quin is part of the pitch. RIA independence means being able to move faster and build a better-supported practice. Quin is now part of how he demonstrates that.

The results

A solo practice that was approaching a staffing decision now runs without one. The specific outcomes:

• Post-meeting follow-up emails went from skipped entirely to a consistent part of every client interaction
• In-person note-taking through Quin keeps the CRM current without a separate data-entry step
• Inbox reply drafts and the daily brief are saving Dan 10–20 hours a month
• A planned $50,000 annual hire was replaced by a tool that handled the same workload
• Quin is now part of Dan's recruiting pitch when attracting advisors from less flexible firms

For a solo advisor at this scale, the question was never whether to get help. It was what kind of help actually made sense. Quin answered that before a single hire was made.

"I was ready to spend $50K on an admin. Quin changed my mind."

See what Quin can do for your firm. Try it free for 14 days at heyquin.io.