In this guide 6 sections
Review four lists every month. They are failed or ceased SIPs, KYC, mandate or nominee gaps, leads with no dated next step, and trail that came in short. Your back office already holds most of the raw data. GullySystem builds the follow-up layer that turns those lists into calls and tasks.
Failed and ceased SIPs, before the next debit date
Mailbacks from CAMS and KFintech list rejected debits and cessations. Most distributors read them, yet the call often comes late. Sort the month’s failures by the next debit date, not by client name.
Note the reason for each failure. Insufficient funds needs a call. A mandate problem needs paperwork. A cessation the client asked for needs a review conversation, not a reminder.
Record the outcome too. A failed SIP marked “called” is not the same as one restarted.
- Client and family name
- Scheme, folio and SIP date
- Reason given in the mailback
- Next debit date
- Action taken and result
KYC, mandates and nominees that block the next purchase
A KYC record on hold or a missing nominee choice often surfaces only when a fresh purchase is rejected. List every investor whose KYC, OTM mandate or nominee status is incomplete, naming the missing item.
Mandates need a separate check. Approval is often confirmed on the portal by hand, because no report arrives when it happens. Check the pending list on a fixed weekday.
Your registrar, AMC and regulator set what each status means. Follow their circulars, and ask your compliance adviser where you are unsure.
Leads and promised follow-ups
Referrals and enquiries arrive by call and WhatsApp, often with a promise to send options by a certain day. Without a list, that promise sinks in a busy chat.
Each month, count leads by where they came from and by how far each has moved, from the first call to the first investment. Look for any with no next action dated. Those are the ones that go cold.
Trail brokerage against your own AUM
Trail arrives from each AMC, or through a channel partner under your ARN. Compare what came in with what your AUM report suggests. Rates differ by scheme, plan and date, so keep the rate table beside you.
List the folios that paid short. Causes to check include wrong ARN mapping, a switch to a direct plan and a rate change. Raise queries with each AMC in one batch.
Book the receipt the way your accountant asks, including any GST treatment your CA advises.
- Expected trail by scheme and plan
- Amount received from each AMC
- Short-paid folios with the gap
- Query raised and date answered
Who does what, and on which day
A monthly review works when each list has an owner. One person reads mailbacks each morning. The KYC and mandate list is worked weekly. The owner reviews trail and leads once a month.
Fix the days around the SIP calendar. Many books cluster debits on a few dates, such as the 5th, 10th and 15th. Calls should land before them.
Keep it short. A list read monthly beats a thorough report read twice a year.
Monthly distributor review sheet
A four-tab sheet: failed SIPs, KYC and mandate gaps, open leads and short trail. Each row carries an owner and a date for the next action. Review it on the same day each month and carry unfinished rows forward.
Open a blank worksheet to printQuestions owners ask
Will a CRM replace my mutual fund back-office package?
Probably not, and it should not. Back-office packages read CAMS and KFintech mailbacks and build portfolio reports. A CRM layer adds leads, alerts and follow-up tasks around them.
Can the same system place SIP orders on NSE NMF II or BSE StAR MF?
No. Orders stay on the exchange platform, MF Utility or the AMC portal. A tracking layer reads the reports those platforms send back and raises the follow-up.
Is a monthly review worth it for a one-person ARN?
The review is, though new software may not be. A good back office and a shared calendar can carry a small book for years.
Who should see client PAN and bank details?
Only staff who need them. Limit each login to its own clients where you can, and mask sensitive fields. For what data-protection law asks of you, speak to your adviser.