Wealthbox Launches Vault File Storage and Lets Its AI Read Client Documents

What Vault adds for advisory firms

According to Wealthbox, Vault is built to give firms controls that support their own compliance requirements. Files stored in Vault cannot be deleted by any user, including firm administrators. Archiving takes a file out of active view while keeping the record. When a new version of a file is uploaded, every earlier version is retained.

Firms can export all of their Vault files, or a filtered set, at any time as a .zip that preserves folder structure and includes a CSV manifest.

The Compliance Monitor role gives designated users read access to every file and folder in their assigned workspaces, regardless of individual file permissions. Those users can also view and export the complete audit log of Vault activity.

Search, households and previews

Vault indexes the text inside PDFs, Word documents, spreadsheets, presentations, scans and images. A search for a word or phrase surfaces every matching file in Wealthbox, including scanned forms and photos of business cards, so advisors can find a file without knowing its name.

Files tied to each household member roll up automatically to the household record, which lets advisors review a family's files without opening each contact. Custom fields and filtering help keep files organized, and in-app previews allow PDFs, documents, spreadsheets and images to be reviewed without downloading them.

AI that works from the documents

Wealthbox AI can now read documents stored in Wealthbox on every plan, not only for Vault customers. The company gave two examples: an advisor can upload a client's trust agreement and ask who the contingent beneficiaries are, or upload a signed form and have Wealthbox AI propose updates to client fields for the advisor to review.

The AI reads PDFs, Word, Excel and PowerPoint files, text files, scans and images. AI Agents can compare document contents against client records, flag discrepancies and take follow-up actions in Wealthbox. Both Wealthbox AI and AI Agents follow the same permissions as the rest of the platform, so they only use files a user is already allowed to see.

CEO John Rourke said: "Most firms keep the client record in one system and the client file in another, so their AI only ever sees half the picture."

Availability and what it means for firms

Every Wealthbox user can store files alongside the client records, tasks and workflows they relate to, and can now organize them in folders. Firms moving from another storage provider can upload a .zip of client folders and map each folder to a Wealthbox contact using self-service import.

Wealthbox Vault is available now as an add-on for Wealthbox users. Pricing was not given in the announcement. Details are on wealthbox.com/products/vault/. For firms that keep documents in a separate system, the release is aimed at putting files and client records in one place so that the built-in AI can use both.