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2026 Financial Services Customer Expectations: 4 Key Benchmark Report Findings

By Cindy Griffin, Financial Services Vertical Marketing Lead at Smart Communications 

Financial services firms are entering a moment where customer experience is being reshaped by two powerful forces: rising expectations for digital convenience—especially due to the Great Wealth Transfer–and growing interest in AI.  

But, data from the 2026 Customer Experience Benchmark report by Smart Communications tells us something important: financial services clients are not asking for technology for technology’s sake. They’re asking for experiences that are easier, clearer, more secure, and more connected.  

Here are four findings, specific to financial services, from the forthcoming report. 

Finding #1: AI Use Requires Transparency and Relevance 

Across financial services, there’s genuine openness to AI. More than half of financial services customers believe AI will improve their customer experience over the next five years, and next-gen investors are especially optimistic. But that enthusiasm is not universal. Confidence in AI handling personal information securely and ethically has softened, and customers are very clear about the conditions for trust. They want transparency, human oversight, data security, and disclosure when AI is being used. In fact, 83% of those surveyed said it is important that companies disclose when AI is part of an interaction. 

That is the first major takeaway: AI has to earn its seat at the table. It cannot feel like a black box. For financial institutions, the opportunity is not simply to use AI to automate communications or service interactions. The opportunity is to deploy AI in ways that are relevant, explainable, secure, and visibly governed. 

Finding #2: Outdated Data Collection Processes Drive Customers Away 

Data collection remains one of the biggest friction points in the customer journey. Financial services customers still abandon forms when they take too long, require repeated information, ask irrelevant questions, or make supporting documentation difficult to provide. And yet, when the data collection experience exceeds expectations, the upside is substantial. 63% of consumers say they are more likely to leave a positive review, 66% would recommend the company, 66% would do more business, and 78% would remain loyal. 

The second takeaway is that data collection and forms should not be treated as back-office plumbing. They are front-door experiences. In financial services, the account opening form, the servicing request, the loan application, the beneficiary update, or the onboarding questionnaire is often the moment where trust is either reinforced or quietly eroded. A clunky form can make a customer feel like their financial institution does not know them. A smart, guided, secure experience can feel like familiarity and competence. 

Finding #3: Communications Offer an Opportunity to Differentiate 

The third takeaway is that communications remain central to trust. 85% of financial services customers say communications are important to their overall experience. Roughly two-thirds say they would be likely to switch away from a company if communications did not meet expectations and that number rises to 70% and above for Gen Z and Millennials. The factors that build trust in these relationships are remarkably practical and similar across generations. Those are:  

  • accuracy,
  • data security, 
  • response time,  
  • ease of contact, 
  • personalization,
  • and proactive communications. 

Good communication also matters because unclear communications are a major reason customers end up contacting service teams. When a customer has to call because they didn’t understand a notice, couldn’t access a document, or were unsure whether a request went through, that is more than a service issue. It‘s a communications failure with real operational cost. 

Finding #4: Reducing Friction is Critical to Meeting Modern Customer Demands 

The fourth and final takeaway is that omnichannel is still unfinished business and reducing friction in customer journeys remains a work in progress. Financial institutions need to make the entire customer journey consistent and cohesive across channels. Customers want their information and history to carry across channels, with 87% saying that seamless carryover is important.Yet, nearly half say they still sometimes or always need to repeat information when switching channels or representatives.  

While financial services customers are more satisfied with the quality of their omnichannel experiences than other industries, the number is still low at 56%. This is reflected in the fact that only 59% of customers surveyed felt that financial institutions always or almost always communicate on their preferred channel. These gaps make up the experience chasm and it is where digital ambition fails in reality. 

Connection, Not Channel, Equals Better Customer Experiences 

For financial institutions, the path forward is clear. Better customer experiences will not come from adding more channels, more messages, or more isolated digital tools. They will come from connecting the journey: collecting data intelligently, using that data responsibly, communicating clearly and consistently, and orchestrating ease across the customer lifecycle. 

To find out more about customer experience in financial services, register for the webinar on June 24th where I’ll dig into the data and offer insights on what the findings mean for your institution. 

Frequently Asked Questions 

Q: What do financial services customers expect from digital experiences in 2026? 

A: Financial services customers expect digital experiences that are simple, transparent, personalized, and friction-free. In 2026, customers increasingly want the same convenience they experience in other industries, but with added trust, security, transparency, and human support. That means clearer communications, intuitive data collection, fewer repeated requests for information, easier access to documents, and responsible use of AI that feels relevant. 

Q: How is AI impacting customer experiences in financial services? 

A: Financial services customers are open to AI but want to understand when and how it’s being used, how their data is secured, and that a human is in the loop. This transparency turns AI from a source of concern to a tool that helps support more relevant customer journeys.  Firms successfully implementing AI are solving real customer problems, not just adding AI for its own sake. 

Q: What are the biggest customer experience trends in financial services? 

A: The biggest customer experience trends in financial services are responsible and transparent use of AI, more modern and intuitive data collection, clearer and more personalized customer communication, and the push to reduce friction across digital journeys across the customer lifecycle. 

The ROI of Orchestration in Client Communications: A SmartPATH™ Perspective

By Cindy Griffin, Vertical Marketing Lead at Smart Communications 

Trust is the bedrock of the financial services industry. Clients trust their financial well-being to their bankers and financial advisors; they trust that their financial services institutions will orchestrate better financial outcomes for them. But how do financial services institutions build that trust? The answer: delivering faster, more personalized communications at the right time can orchestrate better financial outcomes for their clients and increase trust. 

Even with the desire and the pressure to deliver faster, more personalized communications, financial services institutions need to be mindful of ballooning costs or overwhelming internal teams. The question we hear on nearly every discovery call: “How much will this cost, and what’s the ROI?” 

If you’re evaluating SmartPATH or comparing orchestration solutions, you’re probably balancing immediate budget concerns with long-term strategic goals. That’s why understanding the ROI of orchestration in client communications is crucial. 

Let’s break down how sophisticated orchestration software helps institutions like yours achieve measurable gains—both operational and experiential. 

The Problem: Disconnected Channels, Redundant Workflows, High Costs 

Traditional client communication systems often rely on siloed tools for email, print, SMS, and in-app messages. This fragmentation creates:

  • Redundant processes and approvals
  • Compliance risks due to inconsistent messaging
  • Skyrocketing print and mailing costs
  • Delays in client response times
  • Poor client experience (CX) due to lack of personalization
  • Missed opportunities to improve a client’s holistic financial picture 

It’s a high-cost, low-flexibility environment that doesn’t scale—and doesn’t serve your clients.  

The Solution: Omnichannel Orchestration with SmartPATH 

SmartPATH, Smart Communications’ digital orchestration platform, centralizes your client communication workflows across all channels. The result? Faster approvals, unified messaging, dramatically lower manual workload, and better outcomes for your clients. 

Life events or milestones are perfect opportunities to orchestrate client journeys and avoid these problems. Imagine that your client has a newborn child and contacts you to update the beneficiary on an account. This is a simple enough service request—and you may even be completing these requests efficiently today—but what else does it mean to your client’s financial situation now that they have a child?  

Your client may not be thinking about the cost of their newborn’s education or how their family’s financial situation may be affected. With SmartPATH, you can design client journeys that are automatically triggered based on a life event such as the birth of a child.  

Imagine how this client journey could be designed for better outcomes. The first step could be an education planning packet—personalized by state or jurisdiction—sent to the client explaining education savings options.  

The next step offers the client a choice: open an account on their own or contact their advisor for more help. Either option triggers additional events in the client’s journey, eventually leading them to open an education savings account for their new child. Additional long-term financial wellness nudges like age-based milestones can be designed into the journey to continue the client’s path to better financial outcomes. 

ROI Drivers You Can Measure 

  1. Fewer Manual Touchpoints 
    Automate approvals, content routing, and compliance checks to increase staff efficiency. Automatically kick off related client journeys based on one life event or milestone. 

  1. Improved Client Experience 
    Personalized, omnichannel journeys reduce churn, increase engagement, and boost Net Promoter Scores (NPS). Automated channel shift ensures that you don’t lose client engagement. 

  1. Faster Time to Market 
    Launch communications in days, not weeks—with centralized workflows and reusable content blocks. Regulatory compliance becomes more efficient and less manual. 

Pricing vs. Value: The Real ROI Conversation 

We get it: software investments need to prove their worth. But when you factor in the cost of doing nothing—manual rework, compliance breaches, delayed responses—the value of SmartPATH is clear. 

What often starts as a pricing objection turns into an “aha” moment once teams calculate: 

  • How many hours are spent manually managing approvals
  • How much is spent annually on physical mailings
  • How often are messages delayed due to siloed systems 

And on top of the hard dollars you can save, SmartPATH ensures better financial outcomes and turns the client journey into a trust building journey. 

Ready to see SmartPATH in action and learn how leading financial institutions are cutting costs, accelerating workflows, and improving client experiences? Request a demo today. 

Frequently Asked Questions  

Q: How does SmartPATH use AI in client communication workflows? 

SmartPATH uses AI to enhance personalization, channel optimization, and workflow efficiency. AI-powered insights help tailor messages based on client behavior and preferences, while smart routing reduces manual decisions and approval bottlenecks. 

Q: What makes SmartPATH different from traditional workflow tools? 

Unlike rigid legacy platforms, SmartPATH is designed specifically for regulated industries like financial services. It offers omnichannel orchestration, built-in compliance tracking, and enterprise scalability—without needing a dozen disconnected tools. 

Q: How quickly can SmartPATH deliver ROI? 

Most institutions begin to see measurable cost savings and time reductions within the first 3–6 months post-implementation, especially in high-volume, high-complexity communication environments. 

Q: Is SmartPATH only for large enterprises? 

No. SmartPATH scales to meet the needs of mid-sized institutions as well as global banks and insurers. The platform’s modular design makes it easy to adopt at your own pace. 

Why Financial Institutions Need a Journey-Orchestration Platform

By Cindy Griffin, Financial Services Vertical Marketing Lead at Smart Communications 

You’ve used PDFs and DocuSign PowerForms for years. They’ve become the default for everything from onboarding forms to loan agreements. But let’s be honest—just because they work doesn’t mean they’re working well for today’s customers. 

Financial institutions like yours are under pressure to deliver seamless, omnichannel communications. Static PDFs and limited web forms can’t keep up with rising expectations for real-time, personalized, and connected experiences. 

That’s why leading financial institutions are turning to platforms like the Conversation Cloud™— combining SmartCOMM™, SmartIQ™, SmartHUB™, and SmartPATH™. Together, these solutions move you beyond one-off document automation to connected, data-driven journeys that adapt in real time across every channel. 

Static Forms vs. Omnichannel Orchestration Platforms: A Quick Comparison 

Capability 

PDFs & PowerForms 

Smart Communications’ Platform 

Customer experience 

Static, one-size-fits-all 

Dynamic, responsive, and personalized across the entire journey 

Channel flexibility 

Desktop-first, limited mobile usability 

Fully omnichannel (web, mobile, email, print, SMS) 

Data integration 

Manual rekeying or basic field mapping 

Real-time integration with core systems and CRMs 

Workflow automation 

Point solutions with limited orchestration 

End-to-end journey orchestration and intelligent automation 

Brand control & compliance 

Inconsistent formatting and outdated templates 

Centralized control with reusable, compliant content blocks 

AI-ready structure 

Flat, unstructured documents 

Structured data outputs for AI and analytics 

Scalability 

Hard to maintain, difficult to update 

Modular templates and orchestration rules that scale with your business 

Why “Good Enough” Isn’t Good Enough Anymore 

Your customers expect faster, simpler interactions—and they’re not comparing you to other banks. They’re comparing you to Amazon, Apple, and every on-demand app on their phone. 

PDF-based forms introduce friction: 

  • They’re hard to complete on mobile
  • They require manual processing or patchy integrations
  • They don’t adapt to the customer’s context or journey stage 

And when your workflows are fragmented, so is the experience. That’s when trust drops and abandonment rates rise. 

Working in unison with one another, our solutions solve for that friction through intelligent, connected workflows that span data collection (SmartIQ), document generation (SmartCOMM), orchestration (SmartPATH), and insight (SmartHUB). 

Real-World Use Cases 

Loan Applications: Replace multi-page PDFs with interactive, guided SmartIQ experiences that prefill with known customer data and feed directly into SmartCOMM for compliant documentation. Archive completed documentation in SmartHUB to meet books and records requirements and for easy retrieval.  

Customer Onboarding: Capture clean, structured data with SmartIQ to prefill onboarding forms and use SmartPATH to orchestrate a multi-step journey across channels—web, email, SMS—and track progress in real time. 

Compliance Disclosures: Ensure every disclosure meets legal and regulatory requirements while tailoring content based on jurisdiction and product, with audit trails automatically captured with SmartCOMM. 

Account Updates: Send dynamic, secure communications with SmartCOMM that are triggered by customer activity and managed through a single orchestration flow with SmartPATH. 

What Makes Smart Communications Different? 

You don’t need another form builder. You need a platform built for the complexity of modern financial services—one that unifies data collection, communication design, journey orchestration, and archiving from end–to–end. 

  • Structured, AI-ready data from the start
  • Omnichannel delivery from a single communication flow
  • Reusable content blocks for consistent branding and compliance
  • Seamless integration with your existing systems 
  • Customer-centric workflows that increase conversion and retention 

Stop relying on outdated processes and start designing journeys that put your customers first. 

Ready to see how the Smart Communications Platform—powered by SmartIQ, SmartCOMM, SmartPATH, and SmartHUB—can replace outdated PDFs and PowerForms with intelligent, connected experiences? Request a demo.

Frequently Asked Questions 

What is the Conversation Cloud?
The Smart Communications Platform brings together four powerful solutions—SmartCOMM, SmartIQ, SmartPATH, and SmartHUB—to help financial institutions create, manage, and deliver personalized, compliant, and connected customer conversations. From intelligent data collection to omnichannel delivery and journey orchestration, it’s a single ecosystem designed to help enterprises communicate smarter at scale. 

How does the platform handle journey orchestration?
Journey orchestration is powered by SmartPATH, which connects data, business rules, and communication flows across departments and channels. Whether it’s onboarding, loan processing, or compliance notifications, SmartPATH ensures the right message reaches the right customer at the right time—automatically and consistently. 

Can I replace my existing PDFs and DocuSign PowerForms? 
Absolutely. With SmartIQ and SmartCOMM, you can replace static, form-based processes with dynamic, mobile-friendly experiences. Customers can complete, sign, and submit data securely on any device—while your teams gain structured, AI-ready data that feeds directly into downstream workflows. 

How is this platform different from other communication tools?
Most solutions focus on one step in the process—like form completion or document delivery. The Smart Communications Platform connects every stage of the customer journey, from data collection and content creation to orchestration and analytics. It eliminates silos, reduces manual work, and enables continuous optimization across all communication touchpoints. 

Does it integrate with our existing systems? 
Yes. The platform is system-agnostic and connects easily to your existing infrastructure via APIs, batch processes, or third-party integrations. Whether you use Salesforce, Temenos, FIS, or other core banking systems, Smart Communications works alongside your current tech stack to deliver connected, compliant customer journeys.

5 Financial Services Trends Shaping Customer Conversations in 2026

By Cindy Griffin, Financial Services Vertical Marketing Lead at Smart Communications

With the backdrop of global uncertainty in the financial markets, 2026 is sure to be an inflection point for financial services companies, particularly those in wealth management and private banking. As the Great Wealth Transfer marches on, the industry will be seeing trillions moving from older generations to the next generations, and with that shift, there will be changing expectations.

Every year, Smart Communications releases our annual trends report detailing the factors shaping customer conversations globally. In financial services, where customer engagement is evolving alongside regulatory demands, understanding these trends take on heightened importance in an industry where trust, data integrity, and relationship continuity are all mission-critical.

Let’s review the five trends most affecting customer conversations in financial services for 2026.

Trend 1: Data Readiness as the Catalyst for AI Innovation in Financial Services

It’s no surprise to anyone that works in a data-intense industry like financial services that garbage in means garbage out. But with the rise of AI use in the financial services industry, the imperative to have clean, governed, and usable data becomes paramount. Our 2026 trends report supports this view and informs our first trend: Data readiness is crucial to AI innovation. Without a trusted data foundation, AI projects will fail and result in negative outcomes.

The current reality for many wealth management firms and private banks is that client data is fragmented across PDFs, emails, legacy tools, CRM systems, or wherever an advisor might keep their notes. This means that AI cannot safely scale without strong data governance and data provenance.

Both client expectations and regulatory pressure make this imperative clear:

    1. The next generation of wealth holders will demand hyper-personalized experiences.
    2. AI-related regulations will required that data is auditable and data provenance is demonstrable.

Practically speaking, this means that communications like suitability explanations need to be highly tailored to each client and how recommendations were made needs to be memorialized, especially if AI was introduced in the communication in any way.

The bottom line? Financial services firms need to collect structured data right from the start—at the very first point of contact. Once collected, that data becomes the master version that stays consistent as it moves between systems.

This approach pays off in multiple ways. The same reliable data can be used throughout the entire customer journey—from onboarding through ongoing service—making operations more efficient while enabling better personalization. The added benefit is that getting clean data from step one means that AI readiness is built in and not retrofitted later, thus setting a foundation for successful AI innovation in the future.

Trend 2: Incremental Modernization Over “Big Bang” Transformation

For many financial services firms, large scale IT transformations equal significant risk. Regulations like the EU’s DORA, and in the U.S. rules such as SEC Regulation S-P (alongside other cyber/third-party/recordkeeping requirements), raise the stakes by requiring demonstrable controls, rapid incident response, and clear accountability. 

Even when services are outsourced, the regulated firm remains responsible for outcomes. Our 2026 trend report reveals an alternative to “rip-and-replace”: Incremental innovation will become the strategy to successfully implement new technologies while managing risk and reducing tech debt.  

In wealth management, the advisor-to-support staff ratio isn’t scaling linearly. The complexity of new clients grows faster than headcount and systems can handle. And finally, as firms expand and deal with multiple jurisdictions and even more complex clients, the legacy systems are exposed for their fragility.

That’s why many firms are taking the incremental approach to modernization. They’re modernizing conversations first: improving the client and advisor experience where work begins, then layering digital capabilities over existing platforms. Instead of rip-and-replace, firms that combine incremental modernization with an API-led approach ensure seamless interoperability while keeping familiar legacy systems at hand for staff.

When incremental modernization is done well, the outcomes compound:

    • Firms see faster time-to-value because clients are onboarded sooner and service requests are responded to more quickly.
    • API-led integrations allow increased advisor capacity by giving teams back time otherwise spent navigating fragmented tools.
    • Ultimately, incremental modernization lowers enterprise risk while still reducing tech debt through deliberate, stepwise transformation initiatives.

Trend 3: From Chatbots to Agentic AI Embedded in Financial Services Workflows

AI adoption is shifting in the financial services industry. If 2025 was the year of generative AI, 2026 will be the year of agentic AI. Firms that experimented with agentic AI will move multiple agents into production. This highlights our third trend from our 2026 trends report: autonomous and agentic AI will reshape workflows.

What does this mean for financial services?

    • First, we will see AI moving away from standalone chat tools to AI agents handling routine client service requests. This means that AI agents will be able to support tasks in the onboarding of new clients, portfolio or account reviews, and other service requests under specific policy control. 
    • Second, the implications for trust are twofold: First, clients need to trust that AI agents can provide correct information and responses to their requests, which means the data the agents are using must be structured and governed. Second, when AI is used, regulators will want to know, which means that auditability and explainability become paramount.

When financial services firms build reliable AI agents, the business outcomes are evident. Not only will firms see a reduced operational burden as AI agents take on lower-value tasks, but clients will see faster turnaround times to service requests. Ultimately, this allows staff to focus on higher-value, revenue-generating interactions with clients, which increases client engagement and trust. However, even successful firms will need to take care to ensure their regulatory stance remains sound by ensuring that AI use is relevant, explainable, and auditable.

I share more about agentic AI and its financial services implications in the video below:

Trend 4: Security and Trust as the Boundaries of Innovation

Building on the idea of trust, our fourth trend explores how security and trust will define the limits of innovation. Cybersecurity is a perennial area of scrutiny by regulators in the financial services industry. And trust—from clients and regulators alike—underpins the entire operation of financial services firms. Thus, innovation needs to coexist and can only succeed within the twin obligations of trust and security.

Financial services firms handle some of the most sensitive and personal data available. So, it makes sense that regulators make this issue a priority when it comes to examinations, as the SEC has done for 2026. Further, clients want to know that their data is being handled securely. Layering on AI further complicates trust and security as clients want to know when AI is being used and regulators want to know when and how AI is being used. Even if regulation is vague or indeterminate, firms need to prepare for future accountability.

How do financial services firms future-proof their operations so that they are functioning with future accountability in mind? In practice, it means:

    • Agentic AI must be designed like any other regulated capability, with clear controls, transparent decisioning, and evidence you can produce on demand.
    • Consent management needs to be embedded into digital journeys, clearly showing when AI is involved, what data is being used, and what clients are authorizing, with consent captured and versioned.
    • Firms need end-to-end audit trails for every interaction, logging agent actions, data sources, outputs, and handoffs to support internal oversight and regulatory examination.
    • Automation must be policy-controlled rather than opaque, with agents operating inside defined guardrails aligned to firm policy.

Trend 5: Ecosystem Convergence Redefines the FS Client Experience

The client experience in financial services used to be just the interaction between the advisor or client service associate and the client. Today, with the rise of multiple communication channels and ease of doing business through mobile technology, the real client experience now spans:

    • Client services
    • Marketing
    • Operations
    • Compliance

Financial services clients are interacting with each of these areas of their financial institutions, and the full client experience is evolving with it. This brings us to our final trend: client experience is going to be redefined through ecosystem convergence.

While financial services clients don’t think of their experience in terms of a specific department, transaction, or channel, how they interact with their financial services providers across these areas remains a challenge. The client experience is inconsistent due to disconnected systems. Because information is siloed and systems are not integrated, not only does the client experience suffer, but so does the employee experience.

Firms that successfully confront this challenge break down these silos. Cloud-based platforms, API integrations, and omnichannel orchestration provide an advantage to firms by ensuring information is seamlessly shared across the enterprise.

In turn, this information informs a consistent client experience no matter what type of request or channel, and a “white glove” client experience can mean high-touch from a human combined with seamless, intuitive digital experiences. Additionally, breaking down these silos and integrating the tech ecosystem has the added benefit of increasing client trust and regulatory compliance as data governance, client experience, and even AI converge. 

Conclusion: Turning 2026 Trends into Action for Wealth and Private Banking Leaders

Taken together, these five trends constitute one connected concept:

    • Data readiness enables responsible AI innovation
    • Incremental modernization makes change survivable—and thrivable
    • Agentic workflows raise the bar for accountability
    • Security and trust set the guardrails
    • Tech ecosystem convergence increases consistency and trust

For financial services firms, the stakes are higher and the rewards greater because every interaction carries real value and outsized scrutiny.

Firms that modernize these client experience areas will feel the compounding impact: They will onboard clients faster with cleaner data, empower employees with smarter workflows and fewer swivel-chair moments, and scale growth without sacrificing the “white glove” experience clients demand. In 2026, the winners won’t be the firms that adopt the most AI or pursue transformation for transformation’s sake, but the ones that elevate client experience by operationalizing trust and personalization.

Explore the full 2026 Trends Report for deeper insights!

Scaling Smarter: The Secret to Big-Bank Efficiency for Smaller Financial Institutions

By Cindy Griffin, Financial Services Vertical Marketing Lead at Smart Communications 

Large global banks have long relied on enterprise-grade platforms like Smart Communications’ Conversation Cloud™ to manage complex communications and streamline data-driven workflows. At first glance, it might seem like these technologies are built only for large financial institutions with vast operations. But the reality is that smaller deposit-taking institutions like community-owned banks and credit unions have just as much, if not more, to gain. These organisations are under pressure to scale efficiently, meet rising digital expectations, and deepen the trust that defines their member relationships.  

To compete effectively, smaller financial institutions must both modernise their technology and reimagine their approach to communications. Success depends on transforming data into a true strategic asset, delivering consistent and transparent experiences, and operating with the kind of efficiency that ensures growth without overextending resources.  

The Formula for Member Trust 

Community-owned banks and credit unions have long earned trust through a simple formula: personal service, face-to-face interactions, and community connection. But today, trust isn’t built on these concepts alone. It is increasingly built on the quality of digital interactions. 

Members expect seamless, transparent processes when opening an account, applying for a loan, or requesting a service change. Manual paperwork, unclear communications, and long turnaround times create friction that chips away at confidence. To protect and grow the trust they’ve earned, financial institutions must ensure every member interaction is consistent, clear, and reliable whether it happens in-branch, online, or through mobile. 

The Data Challenge 

To add to the trust challenge, every day, community-owned banks and credit unions collect valuable information through applications, forms, and service requests. Unfortunately, much of this data ends up siloed in PDFs, spreadsheets, or disparate systems, making it difficult to use strategically. 

This fragmented approach to data limits the ability to deliver personalised experiences.  Forward-thinking financial institutions already use structured data to anticipate member needs and deliver tailored services. Financial institutions that don’t adopt a modern communications tech stack that includes omnichannel and two–way communication, forms automation, and journey orchestration for their members risk falling behind. 

Extending Trust, Structuring Data, Orchestrating Journeys 

This is where a leading-edge platform like Conversation Cloud makes a difference: 

  • SmartIQ™ replaces manual forms with guided digital workflows that capture structured data at the source. Members complete applications more easily, staff spend less time chasing errors, and data flows seamlessly into downstream systems.
  • SmartCOMM™ then uses that structured data to generate personalised, compliant, and clear communications at scale—whether it’s a loan approval, account disclosure, or service update. 
  • SmartPATH™ extends these capabilities further through journey orchestration. It connects SmartCOMM and SmartIQ into cohesive, end-to-end experiences, ensuring that every step of a member journey is seamless, personalised, and consistent across channels. With SmartPATH, smaller financial institutions can deliver the kind of orchestrated, modern experiences members have come to expect from digital-first competitors. 

All together, they eliminate confusion, reduce errors, and ensure members get the right information at the right time all personalised to them. This not only builds trust but also improves operational control. 

Take Bendigo Bank, for example. By modernising its approach to member communications, Bendigo has been named Australia’s most trusted bank for the 12th time. Trust and technology can—and should—work hand in hand. 

The Power to Scale, No Matter Your Size 

While large financial institutions use these solutions to manage complexity, smaller institutions may have an even greater need for scalability and efficiency. 

  • Lean staffing models mean technology helps institutions handle more volume without adding headcount.
  • Peak demand readiness ensures surges in lending applications or times like tax season don’t overwhelm operations.
  • Consistent quality guarantees members receive reliable, personalised experiences regardless of workload or staffing changes.
  • Future growth can be supported without adding major operational strain when new products or membership expansions are introduced.
  • Compliance adaptability allows institutions to keep pace with shifting regulations without overburdening limited staff. 

In short, scalable systems make it possible to grow confidently even with lean resources. 

Strategic Benefits: From Data to Member Loyalty 

The benefits of the Conversation Cloud extend beyond scalability and efficiency, they’re strategic drivers of growth and loyalty: 

  • Trust reinforced: Clear, timely communications and faster responses deepen member confidence and reduce churn.
  • Better insights: Structured data from SmartIQ unlocks smarter product design, targeted offers, and deeper personalisation.
  • Operational resilience: Fewer errors, reduced NIGO (Not in Good Order) issues, and streamlined compliance reporting free up staff capacity and reduce risk.
  • Journey orchestration: SmartPATH ensures that these touchpoints are not isolated events but parts of a seamless, end-to-end journey. From account opening to loan servicing, members experience consistency and continuity that feels effortless.
  • Competitive positioning: With SmartCOMM, SmartIQ, and SmartPATH working together, smaller institutions can deliver digital-first experiences that rival big banks—without sacrificing the personalised, member-first culture that sets them apart. 

Smarter Growth for Member-First Institutions 

For COBAs and credit unions, the path forward isn’t about mimicking the big banks. It’s about using the right tools to amplify what already makes them unique: trust, agility, and member-first service. 

The Smart Communications Conversation Cloud transforms every member interaction into an opportunity to further build trust, improve efficiency, and unlock data-driven insights. For community-owned banks and credit unions, that means every communication is clear, every process is orchestrated, and every piece of data becomes a strategic asset. The result: the ability to compete, comply, and thrive in a digital-first future without losing the values of trust, community, and member-first service that make them matter most. 

Superannuation at a Crossroads: Why Member Experience Needs a Rethink

By Cindy Griffin, Financial Services Vertical Marketing Specialist at Smart Communications 

The superannuation industry is continuing to undergo profound change. At our recent Melbourne roundtable, one theme came through loud and clear: Member experience (MEX) must evolve if super funds are to thrive in the next decade. 

From regulatory reform and shifting demographics to rising member expectations, funds are facing a wave of change that will reshape how they communicate, engage, and deliver value. Paul Schroeder, CEO of AustralianSuper, recently underscored this urgency at his National Press Club address, calling for legislative changes that simplify retirement and place member outcomes at the centre. 

The Forces Reshaping Superannuation 

1. Structural Changes in Retirement Accounts 

Schroder’s proposal to unify accumulation and retirement accounts, and integrate super with the aged pension, represents more than just a regulatory proposal. It requires funds to rethink how they guide members through retirement. Manual applications and fragmented processes will need to give way to seamless transitions that demand smarter, more intuitive communications. This is a fundamental shift in how members experience their retirement journey. 

2. Rising Regulatory Pressures 

At the same time, regulatory pressure is mounting. SPS 515, effective July 2025, requires Australian trustees to demonstrate that all aspects of their operations—including communications—support member outcomes. This means funds must go beyond generic notices and show alignment with the best financial interests duty.  

Meanwhile, Payday Super, expected to roll out in July 2026, will significantly increase communication volume and complexity. Members will expect real-time updates with every pay cycle, and employers will need clear guidance to navigate new contribution processes.

3. Inclusivity and Trust as Strategic Imperatives 

Australia’s super system must serve diverse and under–represented groups — women returning from career breaks, gig economy workers, Indigenous Australians, and non-English speakers. Inclusivity equals trust, and it’s rising to the top of the agenda. Communication must evolve to be inclusive, accessible, and transparent. Inclusivity is no longer a nice-to-have; it’s a strategic imperative to build trust. 

AI and Trust in Superannuation 

At a recent superannuation roundtable, delegates raised concerns about members turning to popular AI tools for financial advice—despite these systems not being designed for accuracy in regulated domains. The risk of misinformation is real, especially as AI becomes more embedded in how members interact with their funds.  

According to KPMG’s “Trust, Attitudes and Use of Artificial Intelligence: A Global Study 2025,” only 36% of Australians broadly trust AI, with many more wary of its risks than excited by its potential. Yet, 65% still expect AI to deliver benefits like reduced manual tasks, improved efficiency, and more personalised experiences.  

Get More AI Insights From Our 2025 APAC Benchmark Report. 

For super funds, this presents a dual challenge: harnessing AI to enhance engagement while ensuring transparency, reliability, and ethical standards that resonate across generations.  

One of the attendees of the roundtable, Mario Garrido, co-authored this paper on trust, which emphasizes that for older generations, drivers of trust are more grounded in traditional cues: character, capability, and benevolence. Older members are less likely to be impressed by promises of innovation alone; they want proof of consistent performance, regulatory compliance, and clear ethical standards. 

For super funds, this generational divide means communications must be far more sophisticated and adaptive:  

  • Younger members expect transparency on how AI is used to personalise experiences and protect data
  • Older cohorts look for proof of reliability, governance, and ethical standards.  

Meeting both expectations requires modern platforms that can capture accurate member data, generate compliant communications across channels, and tailor messaging to different trust drivers at scale. 

How Smart Communications Helps Super Funds Lead Through Change 

At Smart Communications, we enable super funds to modernise their member engagement strategy with personalised, compliant, and scalable communications. Our solutions – SmartCOMM™, SmartIQ™, SmartHUB™  and SmartPATH ™– help funds meet regulatory obligations while improving the member experience. 

Compliance with Evidence: With SmartCOMM, super funds can standardise communications through pre-approved templates and centralised content management, ensuring every notice and disclosure is compliant, consistent, and on-brand. A full audit trail is captured, making it straightforward to demonstrate SPS 515 compliance. Automated version control further reduces risk, ensuring any regulatory changes are reflected across member touchpoints. 

SmartIQ supports compliance by guiding members through adaptive digital interviews that align with regulatory requirements. By capturing structured, validated data at the source, SmartIQ reduces the likelihood of incomplete or incorrect submissions and seamlessly feeds data into SmartCOMM-generated documents. 

Member Engagement by Life Stage: SmartCOMM orchestrates omnichannel, personalised communications tailored to member needs while SmartIQ powers guided digital interviews, enabling funds to capture member data once and reuse it across forms, advice documents, and onboarding workflows. Both solutions support multilingual and accessible formats to ensure that inclusivity is prioritised and every member is included.  

Employer Readiness for Payday Super: When it comes to the rollout of Padyday Super, SmartPATH ensures members receive real-time transparency through event-triggered contribution confirmations each pay cycle. SmartPATH orchestrates these communications across email, SMS, and online portals. By delivering clear, proactive communications, SmartPATH enables funds to reduce confusion, alleviate pressure on call centres, and lower overall service costs. 

Reimagine Member Experience: SmartPATH replaces manual, fragmented processes with intelligent, omnichannel orchestration—ensuring members receive timely, compliant, and personalised updates across email, SMS, and print. SmartPATH supports inclusive formats and AI-powered decisioning to guide diverse member cohorts through complex journeys like retirement transitions or Payday Super updates, while maintaining transparency and control to meet SPS 515 obligations and build trust across generations. 

Meet Customer Expectations: SmartHUB helps superannuation funds meet rising expectations for transparency, compliance, and inclusivity by securely storing all member communications—from emails to case records—in a central, audit-ready archive. With fast retrieval and seamless integration across SmartCOMM and SmartIQ, SmartHUB supports SPS 515 obligations, enables secure digital delivery, and reduces operational costs. It ensures members and staff can access the right information, at the right time, building trust through clarity and control. 

Turning Compliance into a Competitive Edge 

Super funds are truly standing at a crossroads. As Schroder noted in his address, more people with more savings are approaching retirement than at any other time Australian history. With Smart Communications, super funds can go beyond compliance to deliver the personalised, timely, and trustworthy experiences members expect and turn regulatory changes into a strategic advantage. 

Be Prepared For Change with Modern Solutions

If your fund is preparing for SPS 515, Payday Super, or broader retirement reform, now is the time to modernise your communications. Let’s talk about how Smart Communications can help you stay compliant, build trust, and improve outcomes. 

Beyond the Hype: What GenAI Can’t Fix Without the Right Foundation

By Cindy Griffin, Financial Services Vertical Marketing Specialist at Smart Communications 

The banking and financial services industry is at a crossroads with generative AI (GenAI). On one hand, customers are curious and generally optimistic about its potential. On the other, distrust of financial institutions, poor data quality, and fragmented regulations stand in the way of real and effective transformation.  

The simple truth is this: AI can only be as effective as the foundation it’s built on. Let’s dive into why. 

Trust and AI: The First Hurdle 

The financial services industry is built on a foundation of trust.  However, research from our 2025 Customer Experience and Communications Benchmark Report in Financial Services shows there is a trust gap. Globally, 37% of financial services customers don’t trust their financial institution—a number that rises to 38% in Singapore and 41% in Australia. 

This raises a critical question: does introducing AI close or widen the trust gap? The answer depends not on the technology itself, but on how responsibly it is implemented. Transparent AI usage, clear disclosures, and reliable outputs can strengthen relationships and improve trust. Opaque applications and inconsistent results only widen the trust gap. 

AI Strategy: Beyond the Wish List 

Financial services customers are warming to responsible AI use as applications like multilingual translations and hyper-personalisation become more common. In fact, 61% of financial services customers believe AI/GenAI will improve their experience within the next five years. The appetite and the expectation that AI will be used in financial services is at hand. 

If there were no regulatory or budget barriers, most financial institutions would leap at the chance to deploy AI across the customer journey. But each firm must face reality. Banking and financial services are highly regulated industries, and technology budgets are limited. 

For example, would a firm archive every communication indefinitely if regulations didn’t require it? Probably not. However, adding AI to the mix makes the prospect of archiving even more complicated. The more data you have archived, the better your AI summarisations will be. Enterprise archive and retrieval typically assume a massive number of low–cost storage events and comparatively rare retrieval events at a much higher cost.  As AI summarisations change your storage-to-retrieval ratio, your costs could explode. Without clean, structured data and thoughtful retention policies, even the best AI strategies become inefficient and expensive. 

When the Foundation Is Weak 

The risks of skipping foundational investments are significant: 

  • GenAI summarisation costs: A single workflow – retrieval, ranking, chunking, embedding, inference – multiplies costs compared to legacy search. At scale, expenses balloon quickly.
  • Customer self-service: If AI draws on incorrect or conflicting data, customers get wrong answers. That drives repeat queries, higher service costs, and frustration.
  • Employee experience: Staff relying on AI summaries of outdated or inconsistent knowledge bases end up wasting time untangling conflicts, often jumping between systems to find reliable information. 

Without the foundation of clean data and robust governance for GenAI, the risks to the business are magnified. 

Regulation: Fragmented but Inevitable 

It’s important to understand the potential for future regulations around AI because the decisions made today around how it’s implemented often have implications 10 to 20 years from now. 

Current global regulation of AI is fragmented, and financial institutions that compete globally must prepare for that reality. A few examples: 

  • Singapore: Prioritises transparency (explainable AI, disclosure) and data input quality. Uses principles-based frameworks aligned with OECD/G20 and co-develops standards with global tech firms.
  • Australia: Uses a risk-based approach to encourage innovation while managing harm shifting toward mandatory guardrails. Ethics principles based on OECD norms and strong business input.
  • New Zealand: Light-touch, principles-based guidance co-designed with stakeholders and aligned with OECD principles.
  • EU: The EU AI Act is the most developed regulatory framework to date and has the most actionable insight into how jurisdictions may approach AI regulation. It classifies AI by risk level. High-risk use cases, such as those tied to sensitive communications or inbound requests, face strict obligations. Limited risk use cases, like correspondence generation, require transparency and disclosure. 

Capturing Additional Information – Traceability & Content Provenance 

The new era of AI calls for more than just having access to archived content. Firms must know: 

  • When and how AI influenced communications. Track AI usage across all processes (e.g., translations, tone changes, summarisations). This will help to comply with regulations that could become more stringent over time.
  • The cost of large-scale summarisations. The storage-to-archive retrieval ratio is going to change significantly. Legacy search processes mean that archives are rarely retrieved. With GenAI summarisations, content will be retrieved at a much higher rate.
  • The source and reliability of every data point. Know how, when, and by whom AI is used to trace the origin, history, and transformation of content. Content provenance is not optional; it’s foundational to trust and compliance. 

Building a Smart Foundation for Effective AI 

What will the future of customer communications look like with AI? Customer lifecycle data will evolve to create more types of communications in more steps of the customer journey feeding more systems. Every time something is archived, it will span multiple channels for GenAI to create more information and more content. And, the archive will not just be about outbound channels, but also an inbound source of information like a summarisation at contract renewal. 

But this future of AI is not hypothetical for banking and financial services, it’s already here. Success depends on aligning a carefully designed strategy with the right foundation, enabled by a leading technology provider like Smart Communications: 

  • SmartIQ™ collects clean, structured data through guided digital journeys. 
  • SmartCOMM™ uses that data to create personalised, compliant customer communications.
  • SmartHUB™ archives data in a way that supports efficient AI retrieval and summarisation.
  • SmartPATH™ orchestrates intelligent, personalised customer journeys powered by trusted data. 

Together, these solutions provide the backbone for successful AI adoption. 

Realising AI’s Promise 

GenAI can reshape customer experiences in banking and financial services, but only with the right foundation built on trust, strong data foundations, and responsible governance. 

Financial institutions that invest now in systems to collect clean, structured data and digital archives to store that data will be better equipped to deliver effective AI and consistent omnichannel communications. Additionally, firms that focus on transparent AI usage and content provenance will find themselves more prepared for future AI regulations and frameworks. 

AI can be a powerful tool to strengthen trust, or it can serve as a means to erode it. The difference comes down to the foundation you build. Build one that ensures transparency, and you’ll unlock AI’s true promise. 

See us at the Asian Banking & Finance Summit in Singapore on September 25, 2025, to learn more about building a foundation for responsible AI. 

Rate Cuts Ahead? How Banks and Lenders Can Prepare for the Coming Application Surge

By Cindy Griffin, Vertical Marketing Lead Financial Services, Smart Communications 

As inflation moderates and markets stabilize, all signs are pointing toward potential interest rate cuts soon. That alone would typically be enough to spark a wave of increased borrowing or refinancing across consumer, mortgage, and commercial lending segments.  

However, another development could add even more fuel to the fire: At the Federal Reserve’s Integrated Review of the Capital Framework for Large Banks conference at the end of July, U.S. Treasury Secretary Scott Bessent suggested abandoning the dual capital requirement under Basel III Endgame. This move would significantly increase the capital available for lending. 

The implications are clear. If these two shifts happen in tandem, financial institutions could be looking at a sharp uptick in loan applications across the board. Whether it’s refinancing, personal loans, small business financing, or home purchases, demand could rise quickly, and lenders need to be ready. 

The institutions that can’t scale operations fast enough to meet that demand risk more than just operational inefficiency. Delays, errors, and frustrating experiences can erode customer trust and loyalty. Meanwhile, competitors—especially FinTechs and digitally native banks—are poised to capture market share with faster, smoother, automated processes. 

Now is the time to act. 

The Lending Surge Is Coming—Here’s Why

Interest rate cuts have historically triggered waves of lending activity. Lower rates reduce the cost of borrowing, encouraging both consumers and businesses to act, whether that’s refinancing an existing loan, expanding a business, or making a major purchase. 

In this case, the potential impact could be amplified by the regulatory environment. The move to eliminate dual capital requirements would enable banks to free up significant capital for lending. With more funds available and borrowing costs dropping, it’s a recipe for rapid growth in loan applications. 

But this isn’t just a U.S. story. Rates are trending downward worldwide as central banks respond to moderating inflation and softening economic conditions. And if the U.S. chooses not to implement Basel III Endgame as written, it’s likely other jurisdictions will follow suit by either delaying their own rollouts or adjusting requirements to maintain competitive parity. That means banks and lenders across multiple markets could soon be facing the same combination of lower rates, looser capital constraints, and higher lending capacity, all of which magnifies the urgency to prepare. 

The Readiness Gap: What’s Holding Lenders Back 

When application volumes surge, cracks in legacy processes become all too visible. Many banks and lenders still rely on manual data entry, fragmented forms, and outdated systems that were never designed to handle sudden spikes in demand. 

Key challenges include: 

  • Inflexible processes that require human intervention at every step
  • High error rates (NIGO—Not in Good Order) that slow down approvals
  • Customer friction, especially with paper-based or non-intuitive digital forms
  • Compliance risk that increases with volume if data collection isn’t tightly governed
  • Limited staff capacity, especially when hiring quickly isn’t feasible 

Throwing more people at the problem isn’t sustainable, and it’s certainly not scalable. What lenders need is a smarter, more agile way to handle applications from intake to decision. 

How SmartIQ™ Helps Lenders Scale Smarter 

SmartIQ helps financial institutions modernize how they collect, process, and validate information so they can move faster, reduce errors, and deliver a better experience at scale. 

Here’s how SmartIQ helps prepare your operations for a lending surge: 

1. Dynamic, Smart Forms
SmartIQ turns static PDFs or outdated web forms into intelligent, responsive experiences. Forms dynamically adapt based on loan type, applicant profile, or other criteria, ensuring relevance and clarity from the start. 

2. Built-In Accuracy and Compliance
Validation logic and conditional workflows guide applicants to provide complete and correct information. That means fewer NIGO submissions and less time chasing down missing data. 

3. Faster Throughput Without More Headcount
With SmartIQ, lenders can accelerate application processing by integrating intake directly into loan origination systems (LOS), CRMs, and core platforms. Staff are freed up to focus on high-value interactions, not rekeying data or correcting avoidable mistakes. 

4. Superior Digital Experience
Today’s borrowers expect simplicity. SmartIQ’s mobile-friendly, user-guided forms reduce frustration and abandonment while maintaining the financial institution’s branding and visual standards. 

5. Compliance by Design
Audit trails, access controls, and secure data handling ensure that even high-volume application periods stay in line with regulatory and internal standards. 

Don’t Wait for the Surge to Hit 

Between the prospect of rate cuts and a more favorable capital environment, lending is about to become a lot more competitive and a lot more demanding operationally. 

The question isn’t whether demand will spike. It’s whether your institution will be ready to handle it at scale, without compromising on quality, speed, or customer experience. 

SmartIQ gives you the agility to seize the opportunity without stretching your team or your tech to the breaking point. 

Watch the video below and read the related case study to see how The Bancorp used SmartIQ to digitize their loan application process and reduce loan origination time by 98%. 

 

 

Frequently Asked Questions 

Q. Why do interest rate cuts lead to more loan applications?
When interest rates drop, borrowing becomes less expensive. This typically drives higher demand across all lending categories including mortgages, personal loans, small business loans, auto financing, and refinancing, because consumers and businesses can secure more favorable terms. 

Q. What is the U.S. Treasury’s proposed change to dual capital requirements, and how does this affect banks outside of the U.S.?
The U.S. Treasury is considering eliminating the dual capital requirements that apply to certain U.S. banks under Basel III Endgame. If the dual capital requirement is not implemented, this would free up more capital for lending, further increasing the capacity of banks to make loans. 

Rate cuts are happening globally as many central banks respond to easing inflation. If the U.S. delays or modifies its Basel III Endgame implementation, other jurisdictions may follow suit, creating similar lending capacity. There’s also the potential for capital arbitrage where lenders and borrowers seek the most favorable regulatory or interest rate environments. This could lead to shifts in where loans are originated, influencing global capital flows and competitive dynamics across markets.

Q. Why take action now if rates don’t come down immediately?
Demand surges can happen for reasons beyond rate cuts, such as new government lending programs, competitive offers from other institutions, or regulatory changes that expand borrowing eligibility. Building scalable, automated processes now ensures you’re ready to capture opportunity whenever it comes, rather than scrambling after the fact. 

Q. Why can’t banks just hire more people to handle application surges?
While adding staff might help temporarily, it’s often expensive, slow to implement, and doesn’t address process inefficiencies. Digital automation, like SmartIQ, enables institutions to scale instantly without proportionally increasing headcount.

Q. How does SmartIQ help during periods of high demand for loans?
SmartIQ is a digital forms automation and data intake solution that: 

  • Guides applicants through dynamic, mobile-friendly forms
  • Prefills known data to save time
  • Validates information to reduce NIGO rates
  • Integrates with existing LOS, CRM, and core systems
  • Ensures compliance and maintains audit trails 

Q. Is SmartIQ only for a specific type of lending?
No. SmartIQ is designed to support multiple lending types, including mortgage, personal, auto, small business, and commercial, making it ideal for institutions with diverse lending portfolios. 

 

The AML Compliance Clock Is Still Ticking: Why 2026 IT Budgets Matter Despite the FinCEN Delay

By Cindy Griffin, Financial Services Vertical Marketing Lead at Smart Communications 

In 2024, U.S. regulators issued over $3 billion in fines related to anti-money laundering (AML) and know-your-customer (KYC) violations. Increasingly, enforcement actions are tied not just to bad actors, but to gaps in client onboarding, data quality, and communication breakdowns.  

While this blog post focuses on a specific upcoming AML rule from the U.S. Treasury’s Financial Crimes Enforcement Network (FinCEN) targeting U.S.-based Registered Investment Advisors (RIAs), it’s part of a broader global trend. Regulators around the world are sharpening their scrutiny of how financial institutions collect, verify, and manage customer data across the lifecycle.  

Whether you’re operating in the U.S., the UK, the EU, or APAC, the message is clear: AML compliance isn’t just a policy issue—it’s a technology and communications challenge.  

A Delay Is Not a Free Pass on AML Compliance 

On July 21, 2025, FinCEN announced a delay in the effective date of its proposed AML rule for RIAs, known as the IA AML Rule. Under the proposed rule, the definition of a “financial institution” under the Bank Secrecy Act would have been extended to include RIAs. This meant that RIAs would be required to implement an AML program, if they did not have one previously. Originally slated to take effect Jan. 1, 2026, the rule is now expected to go live on Jan. 1, 2028. 

For many firms, this delay may feel like a reprieve. In reality, it’s a rare opportunity: a two-year runway to plan, budget, and execute strategic technology upgrades before compliance becomes urgent. 

Enforcement Is Delayed—But AML Compliance Expectations Aren’t 

While formal enforcement may be on hold, market expectations are already shifting. Investors and regulators are looking harder at how firms onboard clients, capture data, and identify suspicious activity. Many RIAs still rely on manual forms, static PDFs, and disconnected systems that leave them exposed to compliance gaps and audit risk. 

AML accountability is coming. Firms that wait until 2027 to modernize forms and data collection to support AML processes will be in a late scramble, likely incurring higher costs and rushed implementations. You can wait until 2027 to panic, or use 2025 and 2026 to plan, evaluate vendors, and budget smartly. 

Why AML Compliance Starts with Forms and Client Communication 

AML doesn’t start in one transaction—it starts at onboarding. Optimizing this area requires a combination of technology, clear strategy, and streamlined processes working together. Dynamic forms automation and customer communications management (CCM) technologies enable firms to: 

  • Collect accurate, validated client data
  • Trigger identity verification and sanctions screening
  • Maintain digital audit trails
  • Update forms and disclosures efficiently when regulations change 

Trying to retrofit compliance workflows onto legacy platforms after the fact is expensive, time-consuming, and error prone.  

Budget Planning for AML Compliance Starts in 2026 

If you want to be live in 2027, you need funding in 2026. Many enterprise budget cycles require six to nine months of planning, stakeholder alignment, and approvals. Firms that start too late risk missing out or settling for temporary fixes. Start framing 2026 proposals around strategic compliance readiness, not just reactive rule-following.

With the FinCEN delay, firms have time to be methodical. You can phase in solutions, run pilots, and compare vendors based on both functionality and financial flexibility. Look for technology partners who can scale with you, offer modular deployments, and support long-term ROI.

Delay Offers Time to Build a Smarter AML Compliance Roadmap  

The FinCEN delay gives firms valuable breathing room, but only if they use it to build a smarter, phased investment plan rather than kick the can down the road. Now is the time to map out a modernization roadmap that delivers immediate wins in onboarding, compliance workflows, and customer communications, while laying the groundwork to be ready for 2028.  

As outlined in this blog post, early vendor research is key. By evaluating technology partners now—not in Q4 panic mode—you can compare flexible pricing models, assess implementation timelines, and position your project for approval in the 2026 budget cycle. It’s not just about being compliant later, it’s about making cost-effective progress now. 

Start Your AML Compliance Budget Conversations Today 

A two-year delay should be seen as strategic runway, not a reason to wait. Early action builds resilience, reduces risk, and strengthens your long-term regulatory posture.  

Use the 2026 budget cycle to begin preparing your tech stack—especially CCM and forms automation—that will future-proof your AML readiness.

Reach out to our team to learn more about how we can assist you in reaching these goals. 

Frequently Asked Questions: Planning for AML Compliance for RIAs 

Q: Didn’t FinCEN delay the AML rule for RIAs? Why rush? 

A: Yes, the rule was delayed to Jan. 1, 2028—but preparing now gives you time to budget thoughtfully, evaluate vendors, and modernize processes that support AML compliance before urgency sets in. 

Q: What types of technology should we prioritize? 

 A: Start with forms automation and CCM tools that support accurate data collection, auditability, and workflow integration. These are foundational for AML compliance readiness and broader client lifecycle compliance. 

Q: Can we wait until 2027 to upgrade? 

A: You can, but it will be more expensive, rushed, and likely disruptive. Starting your process now lets you phase in changes strategically. 

Q: Is this still relevant if we already use a CRM system? 

A: Yes. While CRMs are valuable for managing relationships, they often lack the capabilities needed for structured data collection, dynamic form workflows, and compliance-grade audit trails. Critical AML inputs like CIP documentation, beneficial ownership details, and client attestations are often collected manually or stored in inconsistent formats. Integrating purpose-built forms and data automation tools with your CRM can close these gaps, ensuring cleaner data, faster onboarding, and stronger compliance posture. 

Q: What’s the risk of doing nothing now? 

A: You risk falling behind your peers, scrambling to fund upgrades later, and facing greater scrutiny from regulators and institutional partners alike. 

Q: Is this just a U.S. issue, or should global firms be paying attention too? 

A: While the FinCEN IA AML Rule specifically applies to U.S.-based RIAs, AML expectations are rising globally. Regulatory bodies globally are tightening rules around client due diligence, beneficial ownership, and digital recordkeeping. For global firms—or U.S. firms with international clients or operations—this is part of a worldwide shift toward more rigorous, data-driven AML enforcement. Investing in scalable, flexible tech now ensures you’re ready for evolving compliance demands across all jurisdictions. 

Fixing First Impressions: How Automating Data Collection Can Fix These 5 Client Service Bottlenecks in Wealth Management

By Cindy Griffin, Vertical Marketing Specialist at Smart Communications 

At our INNOVATE conference in New Orleans, keynote speaker James Dodkins (aka the CX Rockstar) delivered a powerful message: 

 “Many first impressions are out of your hands, but they are never out of your control.” 

In wealth management, first impressions matter deeply. Whether it’s a prospective client onboarding for the first time or an existing one updating their information because of a life change, the experience they have with your firm shapes how they perceive you. 

And yet, many wealth management firms are unintentionally making the wrong impression. Outdated, manual client service processes are creating friction, delays, and frustration; these are the bottlenecks that you must address. Simply stated, these bottlenecks are creating the wrong impression. In this article, I’ll dive into how automating data collection processes can help wealth management organizations overcome these challenges. 

Legacy Processes Are a Challenge to Scale 

As demand for personalized service grows and advisor-client interactions become more complex, wealth management firms are under pressure to deliver a high-touch experience at scale. But for many firms, the reality looks more like this:

  • Endless back-and-forth emails for missing documents
  • Paper forms and wet signatures
  • Tedious manual rekeying of data into multiple systems 

In 2025, the most common client service bottlenecks can be traced to one root issue: outdated data collection processes. Modernizing how your firm collects and conveys data can eliminate friction, unlock scalable workflow automation, and, most importantly, create great impressions on your clients.  

Here are the five most common bottlenecks and how you can solve them: 

Bottleneck #1: Manually Collecting Data from Clients 

Advisors and client service staff often waste hours tracking down forms, missing data, or signatures from clients. These requests are typically handled by email or phone, creating fragmented communication trails and introducing significant room for error. 

The Result: Slow onboarding, frustrated clients, and inefficient use of staff time. 

The Fix: Replace manual methods with guided, digital experiences that accurately collect data the first time. Intelligent, online, mobile-friendly forms validate inputs, ensure completeness, and eliminate the back-and-forth. 

The Smart Approach: Firms using forms automation solution SmartIQ have reduced data collection time by 60% to 75%. And Not In Good Order rates? Organizations leveraging SmartIQ have reduced them from a typical industry standard of 35% to 2%. In short, SmartIQ’s no-code/low-code solution transforms traditional form-based processes into fast, secure, fully automated digital experiences that make it easier for clients to engage and firms to scale. 

Bottleneck #2: Fragmented Data Handoffs Between Teams 

Even when client data is successfully collected, it often gets stuck in operational limbo or becomes siloed. Staff members email spreadsheets, print forms, or manually re-key information into internal systems, creating bottlenecks and a risk of data loss, incorrect data, or duplication. 

The Result: Disjointed workflows and costly handoffs that delay client service. 

The Fix: Workflow automation tied to automated data collection allows client information to move seamlessly between people and systems. This eliminates double-handling (unnecessary rehandling of materials or information) or siloed information and creates a single source of truth. 

The Smart Approach: SmartIQ eliminates fragmented data handoffs by capturing structured, validated data at the point of entry and routing it through integrated workflows. Instead of relying on emails, spreadsheets, or re-keying, SmartIQ connects with CRMs, portfolio accounting, and other internal systems via prebuilt connectors and flexible APIs. This ensures accurate client data flows seamlessly between systems, reducing manual effort, cutting processing times, and creating a “single source of truth” for every interaction. 

Bottleneck #3: Compliance Delays Due to Incomplete Data 

A missing checkbox or signature can kick off compliance alerts that start a cascade of manual reviews, rerouting, and rework. These delays aren’t just operational headaches.  A recent Capgemini report cited a survey showing a 31% increase in penalties on global financial institutions for anti-money laundering and know your customer violations.  Non-compliance can significantly impact profits and regulator relationships. 

The Result: Delays that not only make a bad impression on clients, but also increase regulatory risk. 

The Fix: Automated digital data collection solutions can prevent errors by collecting the information at the source. Intelligent forms ensure all required fields are completed and compliant before submission. 

The Smart Approach: SmartIQ reduces compliance delays by ensuring that data is complete, accurate, and validated before submission. Guided digital interviews dynamically adjust based on client responses, so required fields are never missed. Built-in logic checks and field-level validation reduce the risk of human error, while version control ensures the most current regulatory templates are always used. 

Bottleneck #4: Lack of Real-Time Visibility into Client Progress 

Too often, advisors and client service teams don’t know where a client is in a process. Has the form been started? Submitted? Is something missing? This lack of visibility leads to redundant follow-ups, delayed services, and poor client experiences. According to an Avaloq wealth management survey, 30% of ultra-high-net-worth (UHNW) clients experience onboarding times of three months or more.  This is a level of delay that can damage trust and hinder long-term relationship growth. 

The Result: Advisors are operating in the dark, and clients can see it, hurting critical retention efforts. 

The Fix: Automated systems with a clear view of where each client’s request stands can give teams the visibility needed to support clients more effectively. When everyone has insight into a client’s status, it’s easier to anticipate needs, reduce delays, and provide a more seamless experience. 

The Smart Approach: With SmartIQ’s real-time dashboards and progress tracking, teams gain full visibility into where clients are in the journey, enabling proactive support. Built-in audit trails and status updates provide transparency, so nothing falls through the cracks. 

Bottleneck #5: Diminishing ROI from Manual Processes 

Peak times like tax season or year-end planning place tremendous strain on advisors and client service teams. Advisors and client service teams are stretched or delay non-urgent work. Firms cannot simply add headcount to address this problem. 

The Result: Advisors and client service staff are burned out and miss opportunities to deliver high-value client service. Manual work scales costs, not service quality. 

The Fix: Automating data collection and related workflows frees up staff for higher-value tasks, like client outreach and strategy. It’s the only sustainable way to scale without increasing headcount. 

The Smart Approach: By turning manual workflows into intelligent, digital experiences, SmartIQ dramatically reduces time spent during peak periods on repetitive tasks like data entry, document review, and chasing missing information. This leads to higher operational efficiency, lower costs, and more time for advisors and staff to focus on delivering value to your clients. 

The Path Forward for Client Service Teams 

Digital transformation isn’t just about modernizing infrastructure. It’s about creating client service operations that are fast, efficient, and, most importantly, leave a great impression. 

Automation allows firms to move faster, reduce manual errors, and give clients the seamless experience they expect. And it frees advisors to focus on what matters: building great relationships. 

Forward-thinking firms are already reimagining their service model with automation. If your firm is still reliant on PDFs, emails, and manual follow-ups, now is the time to explore how SmartIQ can fit into your roadmap. 

Because that first impression? It’s not out of your control, it’s just waiting to be automated. 

For more information on how these challenges impact customer experience, and how your organization can overcome them, access a complimentary copy of our 2025 Benchmark report. Be sure to watch the video below for insights from the report.