AI Meeting Notes Integration with Intelliflo: Step-by-Step Setup & Back Office Sync

TL;DR: Setting up the Intelliflo integration requires administrator-level Intelliflo access to authorise the connection and your firm's meeting note templates ready for configuration. Standard templates are ready to use immediately. Custom template configuration by AdvisoryAI's onboarding team takes 1-2 weeks. Once live, Evie pulls client data pre-meeting and pushes approved notes to the fact-find automatically. Once synced, Atlas lets you query meeting data, vulnerability history, and client records in one conversational interface without opening Intelliflo separately. A Chartered Financial Planner at Brooks Macdonald cut annual review note time from 1.5 hours to 15 minutes using this workflow.

An AI note-taker that doesn't talk to your back office doesn't solve the problem. It's just a different type of manual data entry. You still open Intelliflo, locate the client file, copy the transcript, reformat it into your firm's structure, and update the fact-find fields one by one. That process compounds fast across a full review calendar.

The Evie integration with Intelliflo eliminates that loop. Evie produces structured notes from the recording and runs them through Colin's FCA Consumer Duty compliance check. Once you approve the output, it pushes back to the client file with a full audit trail. A Chartered Financial Planner at Brooks Macdonald using the annual review workflow reports note time dropping from 1.5 hours to 15 minutes, as documented on the AdvisoryAI homepage.

This guide covers every step: connecting to Intelliflo, field mapping, template configuration, post-meeting sync rules, and what to do when things go wrong.

Intelliflo AI Setup Requirements Checklist

Before connecting to Intelliflo, confirm the following are in place. Attempting the connection without the correct permissions is the most common reason firms lose time before setup begins.

Configure Intelliflo Access

Before you start, confirm:

• Your Intelliflo administrator has authorised third-party application access for AdvisoryAI

• You can log in to Intelliflo with your credentials

• If unsure about your permissions, check with your Intelliflo administrator before starting

Custom Templates for AI Meeting Notes

AdvisoryAI uses your firm's existing document templates, not a standardised vendor format. Before you start, locate your current Word or PDF meeting note templates and suitability report templates. You'll need these ready for the onboarding team to configure.

Connecting AdvisoryAI to Intelliflo

Connection Steps

1. Log in to AdvisoryAI and navigate to Settings > Integrations.

2. Select Intelliflo from the list of supported back-office systems.

3. Click "Connect to Intelliflo." AdvisoryAI will request permission to access your Intelliflo data using OAuth authentication.

4. Log in to Intelliflo when prompted, using your system administrator credentials.

Review and approve the requested permissions:

• Your user identifier and basic profile

• My Profile (required)

• Personal client data

• Firm data

• Fund data

• Financial client data

• Applications

• Offline access

Tick "Remember My Decision" if you want to avoid re-authorising on future logins, then click "Authorise." AdvisoryAI completes the connection automatically and confirms successful authentication.

Who Can Connect?

Only users with full administrator rights in Intelliflo can authorise the OAuth connection. If you do not have administrator access, coordinate with your Intelliflo system administrator before attempting to connect AdvisoryAI.

Connect AI Meeting Notes to Client Profiles

Once mapping is configured, Evie pulls client data from Intelliflo before the meeting and pushes approved outputs back to the client file automatically, as detailed on the AdvisoryAI Intelliflo integration page.

Configure Default Intelliflo Mapping

AdvisoryAI maps meetings to client profiles using the email address from the calendar invite. When Evie joins a Teams, Zoom, or Google Meet session, it matches the attendee email against Intelliflo client records, and the client profile loads automatically when a match is found. Configure your default mapping preferences in the AdvisoryAI integration settings, where you can also set fallback rules for advisers using a central diary rather than individual client calendar invites.

Tailor Data Sync to Intelliflo

Field-level mapping lets you control exactly where each meeting output lands in Intelliflo. Action items route to the Activities section. Vulnerability flags map to the relevant fact-find field. Personal information, investment details, and employment details each populate their corresponding structured fact-find fields. Meeting notes route to the Document Repository. The Evie product page details the full range of output types Evie produces from each meeting.

Intelliflo ATR And Goal Setup

Evie extracts attitude to risk and financial goal statements directly from the meeting transcript and maps them to the corresponding fact-find fields in Intelliflo. You confirm updated values before the write sync completes, preventing the common issue of verbal ATR updates in a meeting failing to reach the back-office record.

Ensure Accurate Contact Sync

For joint client meetings or multi-client households, configure each client's email address separately in the calendar invite. AdvisoryAI can generate a single meeting note and attribute it to each linked client profile in Intelliflo, updating both records from one meeting without duplicate data entry. If your household structure uses a primary and secondary client model, confirm the mapping in AdvisoryAI settings before your first joint meeting.

Structuring Templates for AI Meeting Notes

Generic AI tools produce generic output. Evie produces output that matches your firm's established document formats, which means your paraplanners don't need to reformat every draft before it's usable.

Uploading Your Suitability Report Template

Send your current Word or PDF templates to the AdvisoryAI onboarding team (ex-paraplanners and financial advisers), who configure each template to match your firm's exact document structure, headings, and compliance formatting requirements. This configuration takes up to two weeks from submission, after which your templates are live, and every Emma output uses your format by default.

Prepare Your AI Meeting Note Templates

Before your onboarding call, define the sections you want in every structured note:

• Client objectives

• Current circumstances

• Recommendations discussed

• Next steps and action items

• Vulnerability observations

You can specify whether each section outputs as bullet points, flowing paragraphs, or a structured table.

Populating Documents with Intelliflo Data

The pull integration brings existing Intelliflo client data into AdvisoryAI at the start of each meeting, so Evie already knows the client's current fact-find position, previous meeting context, and outstanding action items before the conversation begins. This existing data populates the template alongside the live transcript, so the generated note reflects both what the client said today and what their file already contains. Evie also captures how clients are responding throughout the conversation, including tone and reactions, surfacing details that even experienced advisers might not record from memory alone.

Automating Intelliflo Client Back Office Updates

Post-meeting documentation time dropped by 50% at Timothy James and Partners after implementing automated back-office sync, with support teams accessing notes faster because they no longer waited on adviser submissions.

The flowchart below shows how data moves from meeting recording through to the Intelliflo client file.

Before and after the integration:

Configuring Post-Meeting Sync Rules

Set Evie to auto-sync upon adviser approval, not automatically on meeting end. This keeps you in the editor role (Evie generates the draft, you review and approve, then the sync fires), which preserves professional accountability for every document that enters the client file.

Connect AI Notes to Back Office Folders

Map the approved output to the correct document repository folder within Intelliflo (most firms route meeting notes to "Client Meeting Records" and annual review reports to "Review Documentation"), configured in AdvisoryAI's integration settings during setup.

Automate Client Activity Updates

Every approved and synced meeting note can automatically log as a completed activity in the Intelliflo audit trail, helping firms evidence client contact and ongoing service delivery in line with FCA Consumer Duty requirements.

Setting Back Office Auto-Update Permissions

Configure notification rules so paraplanners and administrators receive an alert when a sync completes, removing the need for advisers to forward notes manually and unblocking the downstream team immediately after approval. Permissions are set at the user level, so you can restrict notifications to the specific support staff assigned to each adviser's client book.

Query Synced Data with Atlas

Once your meeting notes, suitability reports, and client data are syncing to Intelliflo, Atlas connects them into a single conversational interface. Rather than opening individual files or running separate searches across your back-office system, you ask Atlas a question and it draws on everything synced: meeting transcripts, suitability reports, uploaded documents, and client data held in AdvisoryAI.

Pre-Meeting Preparation with Atlas

Before a client meeting, Atlas surfaces the client's vulnerability history, previous meeting context, outstanding action items, and current fact-find position from the synced Intelliflo data. The adviser enters the conversation already briefed, without manually opening the client file, reviewing last meeting's notes, and checking the fact-find separately. For firms running high volumes of annual reviews, this removes a preparation step that typically sits with the adviser alone and is not easily delegated.

Identify Investment Opportunities Across Your Client Bank

Atlas can query across all synced meeting transcripts and suitability reports to identify patterns and opportunities at the client bank level. For example, you can ask Atlas which clients discussed drawdown in the last six months but have not yet received a recommendation, or which clients have a recorded ATR change that has not resulted in a portfolio review. No competitor offers this cross-data querying capability within the same documentation platform.

Atlas and the Intelliflo Sync

Atlas works on data that has already been approved and synced. It does not replace the adviser review step or pull unsanctioned data into the interface. Every transcript, note, and report Atlas can query has passed through Colin's FCA Consumer Duty compliance check and received adviser approval before it becomes part of the queryable dataset. The professional judgment stays with the adviser. Atlas surfaces what is already in the file.

Validate AI-Intelliflo Data Accuracy

Confirm AI Meeting Note Sync

Run your first live test with a real (but low-risk) meeting before rolling out firm-wide. After the meeting ends and Evie generates the draft, review the structured note for accuracy, approve the sync, then open Intelliflo directly and confirm the document appears in the correct folder, the fact-find fields reflect the updated values, and the activity log shows the meeting as completed.

Verify Back-Office Data

Check that the ATR and financial goal fields updated correctly without overwriting data that was not discussed in the meeting. Evie is designed to update fields where a clear change or confirmation was captured in the transcript, so fields not mentioned in the meeting typically remain unchanged.

Checking Note Compliance & Accuracy

Before the approved note reaches Intelliflo, Colin reviews it against FCA Consumer Duty requirements and COBS 9 and 9A standards. Colin provides a pass or fail verdict with specific flags identifying where gaps exist and what to address. Colin is system-agnostic and works on any suitability report, not only those generated within AdvisoryAI, so you can also run existing documents through Colin independently of the Evie workflow.

Troubleshooting Your Intelliflo Integration

Intelliflo Sync Failures & Timeouts

If the synced document arrives in Intelliflo with incorrect formatting (for example, action items appearing in the suitability rationale section), the issue is a template mapping misconfiguration rather than a connection error.

Fixing Incomplete Client Records

A sync will fail if the target Intelliflo client profile is missing mandatory fields that AdvisoryAI is attempting to update. Review the error message in the AdvisoryAI sync log, which identifies the specific missing field, then complete the client record in Intelliflo before retrying.

Troubleshooting Output Format Errors

If the synced document arrives in Intelliflo with incorrect formatting (for example, action items appearing in the suitability rationale section), the issue is a template mapping misconfiguration rather than an API error. Return to the template settings in AdvisoryAI and verify that each output section is routed to the correct template field.

Preventing Duplicate Client Entries

AdvisoryAI matches meetings to existing Intelliflo records rather than creating new ones. If a client has two email addresses registered in Intelliflo, ensure the meeting invite uses the address that Intelliflo holds as the primary contact. For clients whose email is not stored in Intelliflo, configure a secondary matching rule using the client's full name and date of birth via AdvisoryAI's integration settings.

Correcting Intelliflo Back Office Field Mismatches

If ATR data attempts to sync to a text field instead of the structured ATR field, open the field mapping settings in AdvisoryAI, locate the ATR output row, and confirm it maps to the correct Intelliflo field ID (visible in the Intelliflo admin panel under Data Management). Correct the mapping and retest with a sample meeting.

How Long Does Setup Take?

The OAuth connection completes in under 2 minutes once you log in to Intelliflo and approve the requested permissions. Custom template configuration by AdvisoryAI's onboarding team takes up to two weeks from submission of your firm's templates. Read AdvisoryAI customer stories from firms that have completed the setup.

How to Sync Custom Intelliflo Fields

Firms with custom fields in their Intelliflo configuration can work with the AdvisoryAI onboarding team to map these alongside standard fields, including firm-specific fields added for centralised investment proposition tracking or vulnerability categorisation. Raise your custom field requirements with the AdvisoryAI onboarding team during template configuration.

Adjusting Field Mappings Post-Setup

If your firm updates its compliance process or suitability report template after initial configuration, request a mapping update through your AdvisoryAI account contact. The onboarding team can typically turn around minor adjustments (adding a new section, changing field routing), while document format-level changes follow a similar configuration timeline to the initial setup.

Client Data Hosting & Security

Client data processed through AdvisoryAI is stored on UK-based servers with encryption protocols in place. AdvisoryAI holds Cyber Essentials certification and is actively completing ISO 27001 certification. For firms with procurement requirements around security posture, AdvisoryAI can provide information about its current security certifications on request. Read more about how AdvisoryAI handles recording consent in the client consent and AI guide.

Evie connects to Microsoft Teams, Zoom, and Google Meet, so your firm is not locked into a specific conferencing platform. Evie is priced at £99 per user per month, Emma at £299, and Colin at £99. Bundle pricing is available for multiple products. All plans run on a monthly rolling agreement, with a 30-day money-back guarantee and a 10% discount on annual commitments.

Test the Intelliflo sync with your own client data. Start a free trial with no credit card required, or request a demo to see how it works with your firm's specific workflow.

FAQs

Does Evie Overwrite Existing Intelliflo Fact-Find Data Without Adviser Approval?

No. Evie only updates Intelliflo fields after the adviser reviews and approves the meeting note draft.

How Long Does the Intelliflo Connection Take?

The OAuth connection completes in under 2 minutes once you log in to Intelliflo and approve the requested permissions.

Which COBS Standards Does Colin Check Against?

Colin checks meeting notes and suitability reports against COBS 9 and 9A requirements for personal recommendations, and against FCA Consumer Duty outcomes covering fair value, consumer understanding, and access and support, providing pass/fail verdicts with specific gap flags.

Can AdvisoryAI Sync Meeting Notes to Other Back-Office Systems Besides Intelliflo?

Yes. AdvisoryAI also connects directly with Plannr, Curo, and Iress Xplan. This guide covers Intelliflo specifically.

What Happens if a Client's Email Address Isn't Registered in Intelliflo?

AdvisoryAI can support alternative matching methods using full name and date of birth, which you configure in the integration settings. If a matching identifier cannot be found, contact AdvisoryAI support to configure the correct matching rule for your workflow.

Is Client Data Stored Outside the UK at Any Point?

AdvisoryAI confirms UK data residency for client data. Contact AdvisoryAI directly for detailed information about backup locations and data storage architecture.

Key Terms

Pull integration: The process by which AdvisoryAI imports existing client data from Intelliflo before or during a meeting, making it available to inform the structured meeting note.

Push integration: The automated process by which AdvisoryAI sends approved, compliance-checked meeting outputs to the Intelliflo client file, updating fact-find fields and the document repository without manual data entry.

COBS 9/9A: The FCA Conduct of Business Sourcebook rules governing personal recommendations, requiring advisers to demonstrate suitability for the individual client based on documented knowledge of their circumstances and objectives.

Consumer Duty: The FCA regulatory framework (effective July 2023) requires firms to evidence good outcomes across four areas: products and services, price and value, consumer understanding, and consumer support.

Fact-find: The structured document recording a client's personal details, financial position, attitude to risk, goals, and vulnerability status, held within the back-office system and updated following client meetings.