VA Module 2: Client Acquisition

In this module, we will cover handling prospects, taking care of clients and time management and prioritizing your tasks as a VA. We hope you enjoy the content and as always, let us know if you have any questions.

Section 1: New Prospects

Sources of Prospects


Where your client get their clients is another important piece of your client’s business. Find out where your client gets most of their prospects from. If your client has any specific strategy or future goals, make sure you are aware of them so you can help them reach their goal.

Prioritize Prospects

During your client’s busy time, help them prioritize the work they do.  Ask or find out what the priorities are. If your client has a steady stream of prospects, determine the priorities in handling prospects.


Communicating with prospects is very important at this point. It is either make it, or break it on whether your client is going to be able to acquire a new client or not. As a virtual assistant, you must know the importance of communicating with prospects. You should also make sure you’re aware of any guidelines or expectations you have when it comes to handling this piece of your client’s business.

For example, some financial advisors like to use their CRM or calendar to put a future contact date. Maybe you, as their VA, can reach out next week, or next month, or another date that keeps the ball moving forward. This is something you can use to make sure that your client’s prospects are not slipping through the cracks.


Intake Process

When your client has a new prospect, you’ll want to make sure they get added to all your client’s different databases. This process is going to look different for each advisor. You’ll want to ensure that you know all the places you need to add this prospect when it comes to your client’s company. For some financial advisors, this includes creating a folder for them in the file storage system, adding them to the CRM, adding their contact info to the marketing system, etc. 

Sending an Email

At some point, your client may want you to get in touch with the prospect. This could be for various reasons whether it’s helping schedule an appointment, sending materials, or gathering information, you should know when your client typically gets an assistant involved and the role you place. This will help with your expectations and ensure you know what you have to do to keep the ball moving.


Customized Responses

Prospects tend to have more questions than clients do. Depending on what type of service your client is providing to the prospect, you may customize the way you respond to them. For example, if the prospect is looking at a life insurance policy, your client may want you to send them some life insurance materials. Familiarize yourself with the types of questions or requests when it comes to prospects.


Follow Up Protocol

When your client’s company gets busy, following up with prospects can easily fall through the cracks. This can be frustrating for you and especially your client. As the virtual assistant, you have to find a way of making sure you won’t let this happen. Some financial virtual assistants keep reminders in their calendar, or have a spreadsheet for tracking this sort of thing. You can do that too.

Figure out what works best for you and your client’s company and always make sure that you are keeping the ball moving forward.

Initial Call

If your client doesn’t have their prospects or clients using an automated appointment software to schedule a time on their calendar like Calendly, they’ll need to have you do this.

The beauty of these types of software is that it will send out the confirmation text or email on your client’s behalf. There is also a reschedule or cancellation feature that is very useful.  This will help lighten your load so you can do more tactical tasks.



After Initial Call

Once the initial call is completed, working on the next steps and keeping the prospect engaged is very important. Some financial advisors email the prospect additional information or obtain additional information from the client. You’ll want to know what usually comes after the initial call for your client’s company.


Complete Follow Up Activities

You have to take care of any follow up activities that your client is able to push off their plate. This could include sending the client forms to obtain information that is necessary for the next steps. Some of these forms could be:

  • Fact Finding Form
  • Financial Questionnaire Form
  • Crystal Ball

Let your client show you how to take care of the follow up activities. Remember, the more you know, the more you are able to take off your client’s plate. 

Email Prospect Information

After the initial information, ensure that you have everything you need to email the prospect. Ask your client what type of information they typically send prospects, whether that’s a few draft illustrations, a questionnaire, or some material. Knowing this ahead of time will prepare you so you are not caught off guard when you are expected to handle this piece of your client’s company.

Pending Activity for Prospects

As mentioned in the follow up protocol, ensure that you are continually moving the prospect along. There should always be some pending activity for every one of your client’s prospects. Ensure you and your client have some way of tracking this whether that means using a spreadsheet or document.


Review and Ask Questions

Take the time to step back and review. Ask any questions that you have. You’ll want to make sure that your questions are answered before moving forward.

Module 1: Business Overview

  • Section 1: Overview of Advisor’s Business
  • Section 2: Internal Processes
  • Section 3: Business Resources
  • Section 4: Company-Specific Information

Module 2: Client Acquisition

  • Section 1: New Prospects
  • Section 2: Client Onboarding
  • Section 3: Time Management & Prioritization

Module 3: Client Maintenance

  • Section 1: Client and Policy Maintenance
  • Section 2: Periodic Reporting
  • Section 3: Proactive “Get In Touch” Strategies

Library of Resources