Wealthbox automation: 7 workflows worth building, and what the API allows
What you can automate in Wealthbox, what its API can and cannot do, and the seven workflows advisory firms get the most from, in build order.
By Daniel Lubin. Published . 7 minute read.
The short version
- Wealthbox has a public API that can create contacts, tasks, events, notes and opportunities, and start workflows from your own templates.
- The documentation lists no webhooks, so anything that reacts to a change inside Wealthbox checks on a schedule.
- Build the revenue workflows first: inquiry to contact, booking to event, signed agreement to onboarding.
- Keep a person approving every message a client or prospect will read.
Wealthbox automation means connecting Wealthbox to the tools around it, so that contacts, tasks and workflows are created when something happens, without anyone typing them in. Wealthbox gives you two ways to do it: workflow templates inside the product, and a public API that outside tools can call.
I read the Wealthbox API documentation in November 2026 to check what it supports. Almost everything a small firm wants to automate is possible. The main limit is that the documentation lists no webhooks, so Wealthbox cannot tell another tool the moment a record changes.
What can Wealthbox automate on its own?
Inside Wealthbox, the main automation feature is the workflow template: a reusable checklist of steps that you start for a contact or another record. Each step can be assigned to a person and completed in order. Firms use templates for onboarding, annual reviews and account paperwork.
A template only starts when a person starts it, and it does not reach outside Wealthbox. It will not notice that a prospect filled in your website form or that a client signed an agreement, which is where outside automation comes in.
What does the Wealthbox API allow?
The API is a standard REST API at api.crmworkspace.com, currently version 1. A firm creates a personal access token in its Wealthbox settings and sends it with each request in a header named ACCESS_TOKEN. Software vendors that connect many firms use OAuth 2.0.
| Record | Read | Create | Update | Delete |
|---|---|---|---|---|
| Contacts | Yes | Yes | Yes | Yes |
| Tasks | Yes | Yes | Yes | Yes |
| Events | Yes | Yes | Yes | Yes |
| Opportunities | Yes | Yes | Yes | Yes |
| Projects | Yes | Yes | Yes | Yes |
| Notes | Yes | Yes | Yes | Not listed |
| Workflows | Yes | Yes, from a template | Not listed | Yes |
| Workflow steps | Mark a step complete, or revert it | |||
| Workflow templates | Yes | No | No | No |
| Tags, custom fields, users, teams | Yes | No | No | No |
A few details shape how you build.
- Starting a workflow needs the ID of a template and the record it is linked to. The API starts workflows from templates you have already built in Wealthbox. It cannot create a template.
- Requests are limited to about one per second, averaged over five minutes, with short bursts allowed. Go over it and the API answers with a 429 error. A small firm's automations stay far below this, but a bulk import needs pacing.
- Because the documentation lists no webhooks, an automation that needs to react to a change inside Wealthbox has to check for changes on a schedule. The events list accepts an
updated_sincefilter, which keeps those checks light.
The missing webhooks matter less than they sound. Most useful triggers start outside Wealthbox: a website form, a booking, a signed agreement. Those tools can all announce themselves, and the automation then writes into Wealthbox.
Which seven workflows are worth building first?
The order below is by payoff for a firm of 3 to 15 people. The first three touch revenue, so I build them first.
1. Website inquiry to contact, opportunity and drafted reply
A new form submission creates the contact and an opportunity in Wealthbox, with the prospect's message attached as a note. A reply is drafted in the firm's own wording and waits for someone to approve it. This is the one that changes how fast you answer, and reply time is worth more than most firms assume.
2. Booking to contact and event
When a prospect books through your scheduling tool, the automation finds or creates the contact, adds the meeting as a Wealthbox event and schedules a reminder and a no-show follow-up.
3. Signed agreement to onboarding workflow
Your e-signature tool marks the advisory agreement complete. The automation starts your onboarding workflow template on that contact, so the task list exists before anyone remembers to create it.
4. Document chaser
The client gets one list of what you need and where to upload it. Reminders go out on a fixed schedule for anything still missing, and each arrival marks its workflow step complete. I cover the full sequence in how to automate client onboarding.
5. Review meeting prep
Seven days before a review event, the client receives the agenda and a short questionnaire. The day before, the automation gathers open tasks and the last meeting's notes into one brief and saves it as a note on the contact.
6. Meeting notes to tasks
The summary from your AI notetaker is saved as a Wealthbox note, follow-ups become tasks with owners and due dates, and a recap email is drafted for the advisor to approve.
7. Dates and milestones
Birthdays, retirement dates and annual document reminders create a task or a drafted message ahead of time. This one is last because it is pleasant to have and rarely changes revenue.
What should stay manual?
Advice stays with the advisor, and nothing automated should log in to a custodian, place a trade or move money. The final send on any message a client or prospect will read should also stay with a person. An automation can draft a reply in seconds, but the firm is responsible for supervising what goes out, and a quick human read catches the reply that is accurate but wrong for that client.
What do you build it with?
I build in n8n. Its HTTP Request node can call any Wealthbox endpoint in the table above, and each firm can run n8n in an account it owns, so client data never sits on my systems. Zapier has a Wealthbox app and is quicker to start with if you only need one or two simple connections.
Whatever the tool, write every draft, approval and send back to Wealthbox. The CRM should be the record of what happened, for your team and for an examiner. The rules behind that are in AI and automation compliance for RIAs, and the way Advisor Ready handles data is on the security page.
If you would like these built for your firm at a fixed price, the Wealthbox automation page explains how the build works.