How Growing Advisory Firms Are Streamlining Roth Conversions with Quivr
For many advisory firms, Roth conversions are one of the most valuable tax-planning strategies they offer clients—but they can also become one of the most operationally challenging.
Tracking targets, monitoring tax brackets, coordinating multiple conversions throughout the year, and ensuring nothing slips through the cracks often leads firms back to spreadsheets, sticky notes, and disconnected systems.
That was the challenge facing Milestone Asset Management Group.
In a recent Quivr User Spotlight, Danielle Barbato, CFP® shared how her team transformed their Roth conversion process using Quivr CRM.
The Problem: Growth Made the Old Process Unsustainable
Milestone manages more than $300 million in assets and serves a growing number of households. Their team takes a proactive approach to Roth conversions—strategically executing them throughout the year instead of waiting until year-end.
That strategy creates value for clients, but it also creates complexity.
As the firm grew, manually tracking conversions across many households became harder to manage. Important questions needed better answers:
Which households still need conversions this quarter?
How much has already been completed?
How are taxes being withheld?
Which advisor owns each relationship?
What opportunities should be prioritized on market down days?
Without a centralized system, the risk of dropped balls increases quickly.
The Solution: A Custom Roth Conversion Workflow Inside Quivr
Instead of adding another software tool, Milestone worked with Quivr to build a streamlined process directly inside their CRM.
Using Quivr’s flexible Salesforce-based platform, the firm created a dedicated Roth conversion workflow that gave them one place to manage everything.
Their new process included:
✅ Custom Roth conversion records for each client
✅ Progress tracking throughout the year
✅ Advisor dashboards showing firmwide status
✅ Direct links to Fidelity, Holistiplan, and other tools
✅ Visibility into targets, remaining amounts, and next steps
The result? Advisors no longer had to search across spreadsheets or multiple systems to figure out what needed attention.
Why Dashboards Changed Everything
One of the biggest wins for Milestone was real-time visibility.
On volatile market days, advisors can quickly pull up dashboards and identify which clients may benefit from conversions immediately. Instead of spending hours gathering data, they can spend time taking action.
That visibility also improves internal collaboration.
If one advisor is unavailable, another team member can step in confidently using the same records, same dashboards, and same workflow process.
Built for Growth
As firms grow, repeatable processes become more important.
Milestone emphasized that one of the biggest benefits of Quivr is the ability to build systems once and train future team members on a consistent process.
That means:
Faster onboarding
Easier delegation
Better management oversight
Less reliance on tribal knowledge
Greater confidence that nothing gets missed
Beyond Roth Conversions
Once firms see what’s possible, they often realize the same framework can be applied elsewhere.
The same type of workflow Milestone built for Roth conversions can also be used for:
RMD tracking
Charitable giving strategies
Backdoor Roth contributions
Tax planning tasks
Client onboarding processes
Your CRM Should Help You Scale
Many firms assume they need another software tool when a process becomes messy.
Often, the better answer is structuring the CRM you already have to support the way your firm actually works.
That’s exactly what Milestone did.
Want to See What Quivr Could Build for Your Firm?
If your team is relying on spreadsheets, disconnected tools, or manual follow-up processes, Quivr can help.
