Now that the strategy session is complete, we're ready to begin the property search! This module ensures two key things: that the acquisition team receives the purchasing brief in their pipeline, and that the client understands their journey ahead. We also delve into a few accessory activities that some clients need to support them even further in building their broader team and strategy.
Table of Contents
Post-session activities
⚠️ IMPORTANT: The below is an overview and guidance, for the specific steps, please refer to the Portfolio Strategy Session Checklist
Updating and completing your call notes
Now that your call is completed, take some time to reflect on the conversation. While it can be challenging to take detailed notes during a strategy call, spend a few minutes thinking through the discussion and add comprehensive notes in Attio about your client's context and brief. This ensures you'll remember all the important details they mentioned when you next meet with them.
How to capture great notes:
These Attio fields help us capture a clear picture of each client and provide essential information for both strategists and the acquisition team:
- Personality - Capture their personality, do you see similarities with the personas? This will help in subsequent meetings in knowing how to best interact with them. It’s also important to capture their hobbies and what they do outside of work!
- Situation - Noting the client’s career, family and living situation, etc.
- Experience - First-time investor, experienced investor, etc. This will help guide the acquisition team on how they communicate with the client. Also good to note if there are two decision makers here.
- Concerns - F.U.D - What are their fears, where were they uncertain and what doubts did they present during the session?
- Goals - Clients goals are clearly explained (Not just the figures, but WHY they want to build a portfolio. Dig deeper than ‘retirement’ or ‘financial freedom’)
- Strategy Summary - High-level overview of the planned strategy
- Portfolio Limitation - What is stopping them from continuing to grow their portfolio?
- Next Steps - The immediate next steps and rationale behind them. Can view it as short-term strategy
Here is an example of what great note-taking looks like:
Personality
- Friendly couple, happy to be guided by us
- Rupen loves fishing in his spare time
- Minjal likes gardening
- They spent lots of time with their kids and their sports activities
Situation
- Rupen (38) - dental manufacturer, team leader
- Minjal (39) - Risk Analyst, Macquarie
- Renting in Canberra
- 2 boys (8, 14)
- Possibly move out of current home when son starts HS, undecided
Experience
- Purchased an IP in Melbourne previously (personal name)
Concerns
- Holding costs above $_ per week
- Borrowing capacity if they want to upgrade their PPOR in the future
Goals
- Passive income in 15+ years to have more choice/freedom with work, they both would like the option to work part-time to spend more time with their kids
- Passing on assets to children, to give them a leg up as they worry about the future realities of not being able to own a home in Australia
Strategy Summary
- 1 in Personal (Hotspot for equity)
- Expand in trust purchase next year
- 1 in SMSF at the end of the year (Early adopter for maximum growth)
- Consider PPOR in 10-15 year timeframe
Portfolio Limitations
- Borrowing capacity after this personal purchase, so limiting price point on this next purchase
- Cashflow is also getting very tight after this next purchase
Next Steps (Short-term strategy)
- Purchase in regional VIC/NSW to diversify their portfolio, and build equity for the next purchase
- Purchasing in a trust to preserve borrowing capacity
Instruction Manual: Capturing Post-Strategy Notes Using Attio Call Recordings & Insight Templates
This updated process leverages Attio’s built-in call intelligence features to generate structured, high-quality session summaries directly from recordings. It ensures consistency across the team, saves time, and supports both strategy and acquisitions with clear, actionable insights.
Step 1: Set Your Default Insights Template
Before using call summaries, ensure your insights are generated using the correct template.
- Go to Account Settings in Attio.
- Navigate to the Call Intelligence section.
- Under Default Insights Template, select:
→ “Strategy: Summary + Kickoff”
This ensures that all strategy session calls are automatically summarised using our tailored internal format.
Step 2: Locate the Call Recording
After every portfolio strategy session:
- Go to the relevant client profile in Attio.
- Find the recent call entry from the session.
- Click into the call to view the recording and AI-generated insights.
Step 3: Review and Refine the Meeting Insights
You’ll now see the insight template populated with notes across our standard fields:
- Personality
- Situation
- Experience
- Concerns (FUD)
- Goals
- Strategy Summary
- Portfolio Limitations
- Next Steps
Your role here is to:
- Carefully review and verify the content for accuracy and relevance.
- Ensure each field reflects the real nuance from the conversation.
Think of this as your quality-control pass. The AI output is a helpful draft, your input ensures it’s aligned with our standards and is actually relevant to your discussion.
Step 4: Input Notes into Attio Fields
- Copy each refined section (e.g. Personality, Situation, etc.)
- Paste them into the corresponding context fields on the client’s Attio record
- Edit or rewrite any unclear or generic points.
- Format for readability.
These fields will support both the strategy and acquisition teams throughout the client’s journey.
Step 5: Model Refinement
- Naturally the notes might needs tweaking and adjusting, and you may see it stray from the note requirements you need, or miss a key point
- Please raise with your leader any adjustments or patterns you’re seeing in the notes so we can update the model accordingly
Updating the agreement
We’re ready to complete the final steps to initiate the search and enable the acquisition team to start finding the ideal property for your client!
Firstly we need to notify the acquisition team that this is an active search requirement.
In Attio on the agreement, we have to make two simple updates:
- In the ‘Status’ field, we want to update it to ‘Searching’ this activates the search!
- In the ‘Priority’ field, we want to update this to ‘Low’ by default. If you have a client who has a strong reason they need to escalate the search, you can also set this to ‘medium or ‘Urgent’ which will prioritise their search. If you have a client who can’t start their search yet, then this should be set to ‘Paused’ and the ‘Pause Notes’ field should be filled out in the brief section. It’s important though for any paused clients you have tasks to follow up in future and stay close to it so it doesn’t sit in pause for too long without active management or understanding of the next milestones.
Here’s a screenshot of Attio where you can find the two fields
The below screenshot shows you where the ‘Pause Notes’ field is located
Summarise the next steps
To ensure the client is absolutely clear on the next steps, we want to summarise this and send it to the client in their Portal Workspace.
In the Attio call recording notes, you will find the AI generated Kickoff Message. This is the template created, which also adds a little insight around the strategy discussed and the next steps. You must copy, edit and send the kickoff message in the portal to clients so they fully understand what happens ahead.
⚠️ NOTE: Usually copying and pasting in the portal doesn’t format well. When you paste, instead of the standard CMD + V shortcut, use CMD + Shift + V which typically pastes without formatting
Here’s a template message which you can also find in your portfolio planning scripts, if the call insight kickoff message doesn’t work NOTE: REFER TO CHECKLIST SCRIPT FOR UPDATED MESSAGE
“Hi NAME, it was great to catch up and craft the plan with you.
I have informed the team on the next steps, from here we will begin the hunt for the right asset and be in touch when we find something that passes our checks and matches your specific brief.
As discussed, in the current market it is taking approximately 3-5 months to source a property that fits your portfolio brief, passes our strict due diligence criteria and meets all of our internal checks. While it’s normal to feel like this can take some time, it’s because our due diligence focuses on many qualities of an asset we have researched to truly make a difference to performance - not just what meets surface-level preferences.
As mentioned, I likely won’t have updates for the first month, so from week 6 onwards, I’ll provide you with fortnightly updates on the search given we haven’t already presented an asset to you.
We are all very excited to be on this journey with you!”
Now that you’ve sent the client the message, make sure you tick off the ‘Post Strategy Session message sent’ task in the client workspace!
Pausing a search
Occasionally clients will have to put their search on hold after the strategy session or even during the search. It’s important to stay on top of these clients, and set reminders to follow up on clients for the reasons they are paused.
Again ensure you set reminders for your follow-ups so you don’t forget about these searches. See the below toggles for guidance on timelines and best practice.
Finance
For finance-related pauses, follow up after 2 weeks. At the 4-week mark, let the client know you can contact their broker directly to check on any delays. Remember that clients don't need preapproval to begin their search—we just need the broker's green light. Most lenders process applications more quickly once there's a contract, and clients typically receive preapproval before we've found them a property given the search timeframe.
Trust Setup
Trust setups can vary in duration but typically take a few weeks to complete. While some clients finish in 2 weeks, others may need more time. Follow up after a month to offer assistance and ask if they'd like you to contact their accountant or financial planner directly.
SMSF Setup
SMSFs typically take time to set up and complete fund rollovers. While some clients can complete this in 2 weeks, others need considerably longer. Follow up after a month to offer assistance or to contact their accountant/financial planner directly.
If a client isn’t actually ready (trust and SMSF not set up) but wants to get the ball rolling on their search: • Set their search start date to the date when they had the session • Set their search to paused • Tell the client to let you know once they have set up the structure so we can start presenting properties • Set a task on Attio to follow up and check in on whether the structure is set up (e.g. 2 weeks for trusts/SMSF) • Once set up, you can move to ‘searching’ and will retain their position in the pipeline
Further detail on the above activities can be found in your portfolio planning scripts here :
Additional post-session activities
You won’t always have to do the below activities, but here are a few examples of tasks that can come out of a strategy session to support our clients further:
Accountant, broker or financial planner referral
Often clients will ask for a referral to another financial professional as they want to work with the best.
For broker referrals, please send these to Jack Fouracre - jack@fouracrefinancial.com.au
For accountant referrals, please refer to the Portfolio Planning/Review Session Checklist for the updated partners.
For financial planner referrals, please ask the Sales team in the Growth Team WhatsApp chat.
Referrals require the following details:
- Client name
- Mobile
- Description of their situation
Please see the following video to streamline your referrals using Attio email templates!
⚠️ IMPORTANT: Please do not refer clients to another broker, accountant or financial planner if they have been referred to our business by one already. Unless they are unhappy with their current service and ask for one.
⚠️ IMPORTANT: Please do not refer clients who are currently working with Shore financial. Unless they are unhappy with their current service and ask for one.
You can see client’s professional partners in the ‘Client Relationships’ section of Attio.
You can also review this in their notes too, as the Setter/Closer may have put them there.
Research requests to guide with buy/hold/sell situations
There will be situations where clients will want some guidance around whether they should hold or sell their existing properties. You can send an email to the helpdesk (helpdesk@investorkit.com.au) to request some research from our amazing research team to assist with their decision.
Here is a template to follow for your email:
To: helpdesk@investorkit.com.au Subject: <Suburb> research - <Client Name> Body: <Description of what you need research on and context> Example: Hi Research team,
I have a client who owns <Address> and is considering if they should sell this property to redeploy the funds into a stronger performing asset. Can you please assist? Thanks in advance!
Sending supporting research material
During your conversation, there are often topics or objections that come up where we have some great resources to send to our clients. Resources can all be found in module 3. The Strategist Toolkit.
Referring to our commercial division
When a client wants detail on the commercial process or assets that sits outside our scope, send them to Chris. We focus on strategy first and confirm if commercial fits. If they want process detail, deal flow, or anything we cannot cover, that is the point to refer. Steps to refer: 1. Navigate to the client profile 2. Select the 'Compose email' button 3. Select 'Pick a template' 4. Select the 'Strategy - Commercial Referral (Chris)' 5. Update the [INSERT CLIENT'S CURRENT POSITION, STRATEGY AND HOW COMMERCIAL FITS IN THE PICTURE] section of the email 6. CC: Chris@investorkit.com.au in the email 7. Send the email 8. Set a task a few weeks out to check if the client booked or if the chat took place.The template includes his booking link so the client can book directly into his calendar.
Here’s a video on how to send the referral email via Attio.
UPDATE: Send to Chris@investorkit.com.au, not chris.huxter@investorkit.com.au
After each call, Chris will send the strategist an email with an update on the conversation and the next steps.