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Agent library / Marketing and referrals / Referral source tracking

Referral source tracking

PitCrew records the referral source on every new prospect in your CRM, keeps a running view of which clients, CPAs and attorneys send you business, and drafts the thank-you note for the advisor to send.

When it runsWhen a new prospect is added
Who approvesThe advisor
Works withCRM, Outlook
Get in touchDescribe your version of this task

How it works

5 steps. Nothing is written or sent until step 3.

  1. Spots the new prospectA new prospect or inquiry appears in your CRM or inbox
  2. Finds the sourceFrom the inquiry, the referral email or the advisor's note
  3. A person approvesAdvisor confirmsConfirms the source if it is not clear
  4. Updates the CRMSource recorded on the prospect
  5. Drafts the thank-youA note to the referrer, in the advisor's drafts

What it reads and what it produces

Reads

  • New prospects and inquiries in your CRM and inbox
  • Your list of referral partners

Produces

  • Referral source on each prospect
  • A monthly view of referrals by source and how many became clients
  • Thank-you note drafts

Rules it follows

  • Asks when unsureIf the source is not clear, it asks the advisor instead of guessing.
  • Drafts, never sendsThank-you notes go to the advisor's drafts.

Questions firms ask

Last updated: October 2026

Why does this matter?

Most new clients at advisory firms come from referrals. If the source is not recorded, you cannot tell which relationships are worth the time.

Will it change our CRM records without asking?

No. Every update is shown to a person first. Nothing is written until it is approved.

How long does it take to set up?

5 working days from data access to the first production run. PitCrew experts connect your systems and enter your firm's rules.

More in Marketing and referrals

See all of Marketing and referrals →

Marketing and social media reviewChecks posts, newsletters, presentations and web copy against your marketing policy and the SEC Marketing Rule before they go out.Referral partner updatesDrafts regular updates to the CPAs and attorneys who refer clients, and reminds advisors who is due a call.Event and seminar follow-upLogs every event guest in the CRM and drafts a follow-up for each one within days.Newsletter and commentary draftsDrafts the monthly newsletter and market notes from your team's points, ready for compliance review.Mailing list syncKeeps your newsletter list matched to the CRM, so former clients and opt-outs drop off and new clients are added.
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