A recurring quarterly or annual review meeting for a 200-household practice produces somewhere between 400 and 800 distinct meetings per year. Each one historically required 45-90 minutes of manual prep — pull the portfolio, pull the plan, scan the latest 1040, scan the CRM, review the open action items, surface the planning conversations. Multiply by 800 and a 200-household advisor spends 600-1,200 hours per year on review prep alone. The pre-review prep pack is the highest-leverage AI workflow in any modern advisor practice: a 90-second workflow that pulls Orion (portfolio summary), RightCapital (plan delta vs last year), Holistiplan (tax-return changes 1040 line-by-line), and Wealthbox (recent CRM activity + open action items) into a single 2-page advisor briefing with IPS-breach flags and the three highest-leverage planning conversations to surface. This lesson installs that workflow end-to-end on the Henderson household.

Why the Prep Pack Is the Highest-Leverage Workflow

The numbers favor automating prep above almost any other workflow. Kitces' time-and-task research documents that ~36% of advisor working hours go to meeting prep / planning / servicing — the single largest non-meeting bucket. Compressing that bucket by 50-80% per meeting (the typical Jump / Zocks / Holistiplan integrated workflow yield) returns 300-700 hours per advisor per year. That's a full quarter of working time the advisor recaptures for client-facing or growth work. The Zocks 10+ hours/week and Schwab 2026 RIA Benchmarking findings both anchor to this lever as the most-cited AI productivity win.

The regulatory upside is parallel. A prep pack that systematically surfaces IPS breaches, missed action items, and planning gaps produces an audit trail that demonstrates ongoing Reg BI Care Obligation monitoring under §240.15l-1(a)(2)(ii) and supports the advisor's Form ADV Part 2A description of ongoing planning services. The Reg S-P data-handling discipline is enforced by routing all the data through approved tools (Orion, RightCapital, Holistiplan, Wealthbox) with the firm's vendor-due-diligence and data-classification framework from L4 Ch2. Rule 4511 / Rule 204-2 retention of the generated brief is automatic via the firm's archive pipeline (L3 Ch10.1).

The Four Source Systems and What Each Contributes

Orion — Portfolio Summary, IPS Compliance, Performance Attribution

Orion (the portfolio management platform widely deployed across RIAs, with the Eclipse trading module for execution) is the source of truth for the household's actual current portfolio. The prep pack extracts: total household AUM, allocation by asset class vs the IPS policy ranges (the breach detector), top holdings and concentrations, performance year-to-date and trailing periods, recent activity (deposits, withdrawals, distributions, rebalances), tax-loss harvesting opportunities, and any IPS-prohibited holdings that have crept in via inheritance, gift, or transfer-in. The IPS compliance check is structural — Orion holds the IPS allocation policy as a data field and computes drift / breach automatically.

RightCapital, eMoney, or MoneyGuidePro — Plan Delta vs Last Year

The planning software is the source of truth for the household's projected trajectory. The prep pack extracts: current Monte Carlo success probability vs last year's run, assumed Social Security claim age, assumed retirement age, projected RMD years, projected estate values, and the change in any of these vs the most recent plan. A 91% Monte Carlo last year that has drifted to 78% is a planning conversation; a 91% that has held steady or improved is reassurance. The L2 Ch5 IPS update workflow and the L3 Ch4 Social Security + IRMAA workflow both consume this output.

Holistiplan — Tax-Return Changes 1040 Line-by-Line

Holistiplan (the canonical 1040 tax-return extractor, 10,000+ firm install base by 2026) reads the household's most recent 1040 and produces a structured extract: filing status, AGI / MAGI, taxable income, marginal and effective brackets, IRA / Roth contributions, capital gains realized, capital loss carryforwards, qualified dividends, ordinary dividends, charitable contributions, state tax, foreign tax credits, and the change in each line vs the prior year. The prep pack uses Holistiplan to identify: Roth conversion windows (MAGI vs bracket-top + IRMAA cliff), tax-loss harvesting opportunities, charitable strategy (DAF, QCD if eligible, bunching), and any new income source (RSU vest, business income, K-1) that changes the planning picture.

Wealthbox, Salesforce FSC, Redtail Engage, or Practifi — CRM Activity + Open Action Items

The CRM is the source of truth for the relationship history. The prep pack extracts: notes from the last meeting and the meeting before, every communication (email, call, text) since the last meeting, open action items (the L3 Ch10.1 quarterly SLA audit feeds this), recent life-event flags (marriage, divorce, birth, death, retirement, business sale), and any compliance review items pending. The L2 Ch2.2 twelve-field record from prospect discovery is now a populated household record; the prep pack works against the populated record.

The Orchestration Prompt — Anatomy-Locked Pre-Review Brief

The prompt that orchestrates the four-source pull into a 2-page brief uses the L2 Ch1.1 five-part anatomy. Here is the locked version:

Role. You are a senior CFP-certificant advisor preparing a pre-review brief. You write at an eighth-grade reading level, never invent facts, and tie every number to a source-system feed.

Context. The Hendersons (married, 64 and 62) are tomorrow's 9:30 review. Attached: (1) Orion portfolio summary as of yesterday's close, (2) RightCapital plan run dated last December, (3) Holistiplan extract of 2024 1040 (filed April 2025), (4) Wealthbox household record with last meeting notes (December 5, 2024), all communications since, and open action items. IPS dated 2022 with allocation policy ranges per [attached IPS]. Risk tolerance signals captured in the discovery transcript include "can't watch 2008 happen again."

Task. Produce a 2-page advisor briefing for the 9:30 review with: (Section 1) Headline — one sentence on the most important fact since last meeting. (Section 2) Portfolio status — current AUM, allocation vs IPS ranges, any breach flagged with magnitude, top three holdings, YTD performance, recent activity, TLH opportunity dollar amount. (Section 3) Plan delta — current Monte Carlo, change vs last year, drivers of change, key planning-assumption status. (Section 4) Tax-return changes — 2024 vs 2023 line-by-line meaningful changes, Roth conversion window dollar amount, TLH carryforward, IRMAA cliff distance. (Section 5) CRM activity — count of communications since last meeting, open action items past SLA, any life-event flags. (Section 6) Three highest-leverage planning conversations for the meeting, evidence-driven, with the dollar magnitude of each.

Format. Two pages maximum. Each section bulleted (not paragraphs). Every dollar number sourced to (Orion / RightCapital / Holistiplan / Wealthbox) inline. Action items as "[Status] — [item] — owner / due date."

Constraints. (1) Do not invent any number not in the source-system feeds. (2) Do not state any current-year IRS/SSA/CMS dollar figure unless provided. (3) Do not recommend specific securities. (4) Do not promise outcomes. (5) For the three planning conversations, name the dollar magnitude only if it ties to a source-system fact; otherwise frame as "approximate, to be modeled in meeting." (6) IPS breach flags must cite the specific policy range and current allocation magnitude. (7) Cite IRC sections only if I have provided them. (8) Marketing language forbidden (powerful, comprehensive, proprietary, etc.).

The Henderson Prep Pack — Worked Example

Here is the brief the locked prompt produces on the Henderson household, run at 8:55am for the 9:30 meeting.

Section 1: Headline. Hendersons' 2024 1040 shows MAGI of $148,000 (down from $162,000 in 2023, driven by Michael's part-time consulting reduction); Monte Carlo dropped from 91% to 86% on the December plan run due to revised 2026 inflation assumption; IPS allocation has drifted 4 percentage points into equity beyond the 65% policy ceiling — a breach.

Section 2: Portfolio status. Total AUM $2,412,000 (Orion). Allocation: 69% equity / 27% fixed / 4% cash vs IPS policy 60% equity (50-65 range) / 35% fixed (30-45 range) / 5% cash (0-10 range) — 4 percentage points over the 65% equity ceiling, requires rebalance trade. Top holdings: VTI $410K, VXUS $190K, VTEB $360K. YTD performance: +7.2% (Orion). Recent activity: $0 deposits, $0 withdrawals since December review. TLH opportunity: ~$8,400 unrealized loss in VXUS lots from June 2024 purchase (Orion).

Section 3: Plan delta. Monte Carlo 86% (RightCapital, last run Dec 2024) — down 5 points from 91% prior, driven by revised 2026 inflation assumption from 2.4% to 2.8%. Planning assumption: SS at FRA for both spouses (his 67 in 2029, hers 67 in 2031). Projected first RMD year: Michael 2034 (age 73), Sarah 2036 (age 73). Roth balance growth trajectory: from $190K today to $310K by Michael's first RMD year given current conversion assumption (zero).

Section 4: Tax-return changes (Holistiplan). 2024 MAGI $148,000 vs 2023 $162,000 (-$14,000, driven by Michael's reduced consulting). Marginal bracket: 24% MFJ (unchanged). Roth conversion window to top of 24% bracket: approximately $96,000 — to be modeled in meeting. IRMAA cliff distance: approximately $58,000 to next-tier cliff (~$206,000 MAGI 2-year-forward) — to be modeled in meeting. TLH carryforward: $4,200 from 2023 still available. No new income sources. No new charitable contributions.

Section 5: CRM activity (Wealthbox). Five communications since December review: two email exchanges about year-end charitable timing, one phone call about a grandchild 529 contribution, two informational emails (market commentary). Open action items: (1) [Past SLA — 142 days] — Revocable trust funding completion — owner: client (estate attorney coordination needed) — due: March 31. (2) [Past SLA — 87 days] — IPS update for current goals — owner: me — due: February 28. (3) [On track] — Q1 RSU vesting check — owner: me — due: May 30. No life-event flags.

Section 6: Three highest-leverage planning conversations.

(1) Rebalance the IPS-breach equity overweight. Approximately $97,000 needs to shift from equity to fixed to restore 60% allocation. Method options: tax-loss harvest VXUS $8,400 to offset gain in VTI rebalance (Orion + Holistiplan); use cash sleeve to absorb partial; phase via three monthly trades to minimize market timing. Reg BI documented alternatives in meeting.

(2) Roth conversion window to 24% bracket top. Approximately $96,000 of conversion fits before bracket; the IRMAA cliff at $58,000 distance constrains it to ~$58,000 if we want to stay under next IRMAA tier (modeled in RightCapital during meeting). Pro-rata rule check: aggregated IRA balance Michael $1.2M + Sarah $0.4M = $1.6M; no nondeductible basis tracked on Form 8606 per Holistiplan extraction. SECURE 2.0 RMD age 73 confirms timeline.

(3) Revocable trust funding and IPS update. Both action items past SLA; the trust funding has been open since 2022, the IPS hasn't been touched since 2022. Recommend committing to attorney call + IPS rewrite session next month. The L3 Ch5 estate gap audit on Wealth.com / FP Alpha extraction is the natural next step.

The 90-Second Clock — When and How to Run It

The 90-second workflow runs at 8:55am for a 9:30 meeting, or sequentially through the morning's meetings before the advisor leaves the desk. The L3 Ch1.1 workflow audit identifies this as one of the highest-leverage workflows for the practice; the L3 Ch1.2 human-AI handoff design positions the advisor as the verifier and recipient of the brief, not the assembler.

The 90-second clock breaks down as: 30 seconds for the orchestration prompt to pull from the four source systems (most platforms support API-level pulls; firms without API access can use copy-paste with a slightly longer 3-minute clock); 30 seconds for the AI to assemble the 2-page brief; 30 seconds for the advisor to skim and flag anything questionable. The full Cardinal Rule verification (L1 Ch2.3) runs during the meeting itself as the brief's claims are tested against the client's contemporaneous statements — the brief is a planning hypothesis, not a finished recommendation.

IPS Breach Flagging — The Single Most Underused Feature

The most common observed prep-pack failure is missing or undefined IPS allocation ranges. Many practices have IPS templates that read "balanced growth — appropriate to client's risk tolerance" without concrete percentage ranges, so the breach detector cannot fire. The fix is structural: every IPS should encode explicit allocation policy ranges per asset class (equity 50-65%, fixed 30-45%, cash 0-10%, alternatives 0-15%), prohibited holdings, concentration limits (no single security greater than 5% of portfolio), and rebalancing thresholds (e.g., rebalance when allocation drifts more than 5 percentage points from policy mid). The L2 Ch5 lesson on IPS drafting from a discovery transcript codifies this; the L3 Ch5.3 IPS-to-trade reconciliation lesson runs the breach check as a standalone workflow.

The Reg BI Care Obligation under §240.15l-1(a)(2)(ii) requires ongoing monitoring of the client's investment strategy; a documented IPS breach flag in the pre-review brief, addressed in the meeting and documented in the post-meeting note, demonstrates the monitoring discipline. The L4 Ch3 WSPs encode the breach-flag handling at firm scale.

The Three Highest-Leverage Planning Conversations

The three-conversation discipline is what makes the brief actionable. Without it, the brief is a status report; with it, the brief is a meeting agenda. The selection criterion: dollar magnitude of long-term client benefit per dollar of current-year cost, ranked across the household's planning surface. For the Hendersons, the ranking surfaces (1) rebalance the IPS breach (multi-year tax-cost minimization), (2) Roth conversion (multi-year tax-bracket arbitrage), (3) close the trust funding action item (long-term estate certainty). Other households produce different rankings — the executive prospect with a Nov 15 vesting window would rank the 10b5-1 plan conversation first; the 71-year-old retiree would rank the QCD-vs-itemized conversation first; the business owner approaching exit would rank the QSBS dual-regime conversation first.

The L3 Ch2 50-household Roth conversion screen, the L3 Ch3 RMD calendar, the L3 Ch4 Social Security + IRMAA workflow, and the L3 Ch5 estate audit all consume the prep-pack three-conversation list as input to their downstream workflows. The prep pack is therefore the central feeder of the practice's high-leverage planning motion.

The Archive and the Record

The generated brief is captured by the firm's Smarsh / Global Relay archive on the standard meeting-document pipeline. The L3 Ch10.1 lesson develops the pipeline end-to-end; for L2 Ch3.1 the discipline is that every prep brief lands in the archive with: the generating prompt (or its locked-version reference), the source-system data snapshots (Orion / RightCapital / Holistiplan / Wealthbox extracts at the time of the run), the AI output, the advisor edits, and the post-meeting note that references the brief's three conversations. Retention is the longer of SEC Rule 204-2 (5 years, first 2 easily accessible) or FINRA Rule 4511 (3 years).

Key Takeaways

• 90-second pre-review prep pack pulls Orion (portfolio + IPS breach), RightCapital / eMoney / MoneyGuidePro (plan delta vs last year), Holistiplan (1040 line-by-line tax changes), and Wealthbox / Salesforce FSC / Redtail Engage / Practifi (CRM activity + open action items) into a 2-page advisor briefing.
• The leverage math: ~36% of advisor hours go to prep / planning / servicing per Kitces; compressing 50-80% returns 300-700 hours/year per advisor.
• The brief has six sections: headline, portfolio status, plan delta, tax-return changes, CRM activity, three highest-leverage planning conversations — the last being the actionable agenda.
• IPS breach flagging requires explicit allocation policy ranges per asset class encoded in the IPS; the L2 Ch5 IPS drafting and L3 Ch5.3 IPS-to-trade reconciliation make this structural. Reg BI Care Obligation §240.15l-1(a)(2)(ii) ongoing monitoring is demonstrated by documented breach flag and remediation.
• The Henderson worked example surfaces: 4-percentage-point equity overweight requiring ~$97K rebalance, ~$96K Roth conversion window constrained to ~$58K by IRMAA cliff, two past-SLA action items (trust funding 142 days, IPS update 87 days).
• The prep pack is the central feeder for L3 Ch2 Roth screen, L3 Ch3 RMD calendar, L3 Ch4 SS + IRMAA, L3 Ch5 estate audit — every high-leverage planning workflow consumes the three-conversation list as input.
• Archive captures the prompt + source data snapshots + AI output + advisor edits + post-meeting note under longer of Rule 204-2 (5 yrs) or Rule 4511 (3 yrs), with May 2024 Reg S-P overlays via the L3 Ch10.1 pipeline.