If you’re an operations leader, you’ve likely heard the promise of seamless technology integration. The refrain from technology vendors is familiar: “Our system is integratable with your tech stack!” Yet, even years after the topic of integration first gained traction in our industry, many RIAs still echo the same frustration: “We were told everything would work together, but nothing does. More often than not, we are manually moving data from one system to another …” While true data integration is still the “holy grail” for most RIAs, you can move closer to that ideal with some strategic planning, smart vendor selection, and a healthy dose of persistence.
When I first wrote about technology integration in 2019, the dream was simple: data should flow automatically across the various components of your tech stack with no rekeying or data silos. Today, that dream is more attainable, thanks to improved APIs, middleware platforms and an industry-wide push for systems compatibility. However, “integration” in 2025 remains a fairly wide spectrum. Some connections are little more than single sign-on, while others enable true, real-time bi-directional data flow. Point-to-point integrations are more common, but can create a tangled web of complexity as you add more tools to the tech stack. Middleware solutions have helped bridge the gap, but often require ongoing maintenance and customization. The lesson? Even in today’s more connected world, no RIA achieves integration by accident. It’s a constant journey, not a one-time destination.
Building an integrated technology stack is best approached methodically. It all starts with a clear vision of your ideal workflows. Before making any technology decisions, map out how you want data to move between your custodian, reporting, CRM, trading, and financial planning tools. Identify where the bottlenecks are today and what a seamless process would look like for employees and clients. Engage your team members in this process, as they’re the ones experiencing the pain points daily and can offer valuable insights into where integration can have the most impact. This clarity will serve as your North Star as you evaluate and implement new tools and systems.
Once you have a vision, prioritize systems that offer robust, well-documented APIs. When speaking with vendors, ask for integration guides and customer references. Don’t settle for vague promises of integration or comments like, “It’s on our roadmap for fourth quarter” – demand specifics and, whenever possible, see live demonstrations of integrations in action. This upfront due diligence will save you countless headaches down the road.
Building your tech stack should be a sequential process. Resist the urge to implement everything at once. After each additional system is added, confirm that integration works as promised—both technically and operationally. Test real world scenarios, such as initiating a client trade in your portfolio management tool and ensuring that the order details seamlessly flow into your reporting systems without manual intervention. This step-by-step approach ensures that each piece of your tech puzzle fits together as intended.
As your stack grows, consider investing in middleware and automation tools. These solutions can connect disparate systems, automate repetitive tasks, and provide a unified dashboard for your team. But don’t accept the same vague promises from middleware providers that vendors often offer—always trust, but verify, that integrations actually work as promised. And remember that middleware is not a “set it and forget it” solution. It requires ongoing monitoring and occasional adjustments as your systems and workflows evolve.
Finally, don’t go it alone. Engage with experts—whether that’s an operations consultant, a technology integrator or your own internal “super-users.” Make sure someone owns the integration process and is accountable for its ongoing success. Establish regular check-ins to review integration performance and quickly address new issues as they arise. This dedicated focus is often the difference between a tech stack that merely functions and one that truly empowers your business.
Despite the effort, integration is no longer a “nice to have”—it’s a competitive necessity. Integrated systems reduce manual entry, minimize errors, and streamline workflows, allowing your team to spend less time on administrative work and more time serving clients. As your firm grows, integrated technology lets you scale efficiently, driving profitability. Advisors want to join RIAs with modern, efficient platforms, and prospects notice when onboarding is smooth, and data is always up to date. Acquirers and investors also place a premium on firms with “clean” data and scalable operations, making integration a key driver of enterprise value.
Let’s be honest: integration is still hard work. It’s rarely the plug-and-play solution vendors promise. But with each year, the tools improve and the path gets a bit smoother. If you’re willing to invest time, sweat, and resources, you can build an operational engine that powers growth, attracts talent, and increases your firm’s long-term value.
Don’t wait for a mythical “fully integrated” solution to appear. Start now—one system, one connection at a time. Ask hard questions, demand real integration, and keep your eye on the return on investment. Make sure your tech stack delivers measurable benefits to your business, such as increased efficiency (e.g., faster client onboarding), cost savings (e.g., reduced need for manual data entry), or improved client service (e.g., fewer errors and faster response times). The future belongs to RIAs who treat integration not as a project, but as a core discipline.
Integration isn’t magic. It’s management. And in 2025, it’s more achievable—and more essential—than ever. Start small, stay persistent and remember: every automated connection you build today is an investment in your firm’s future success.
