Milemarker's Redtail integration extracts contact, activity, note, calendar, category, and workflow data from the Redtail API and normalizes it inside your Snowflake data warehouse — where it joins seamlessly to custodian positions, portfolio performance, and planning records without changing anything about how your team uses Redtail.
Why Redtail Users Need a Data Layer
Redtail Is the Industry's Most Popular CRM — and It Is Isolated
Redtail Technology is the most widely used CRM among independent registered investment advisors. Hundreds of thousands of advisors rely on it daily to manage contacts, track client interactions, assign workflows, and document compliance activities. Its adoption is a testament to how well it solves the relationship management problem.
But Redtail was built to manage relationships, not to serve as an analytical data platform. It holds rich context about every client — their history, their category, their advisor assignments, their open workflows — but that context sits completely isolated from the financial data that defines those relationships. Redtail does not know a client's account balance, their portfolio performance, their custodian positions, or what a financial plan says about their goals. That data lives in four other systems.
Advisors Live in Five Tabs Simultaneously
For most advisor teams, building a complete picture of a single client requires opening Redtail for relationship history, logging into the custodian portal for account positions, switching to the portfolio management system for performance, pulling up the financial planning tool for goal projections, and checking compliance documentation separately. Five tabs. Five logins. Five different data models that do not agree on a client's name, account number, or household structure.
This fragmentation is not a workflow problem — it is a data architecture problem. The information exists. It is just never connected. Advisors lose minutes on every client interaction reconciling these systems manually. Operations teams spend hours each week exporting data and trying to match records across platforms. Neither problem goes away without a layer that actually connects the systems at the data level.
Redtail Categories and Workflows Contain Untapped Analytical Value
Redtail allows advisors to assign categories, tags, and workflow templates to contacts. These are meaningful business signals: which clients are top-tier relationships, which households need immediate follow-up, which accounts triggered a specific compliance workflow. But because Redtail does not connect to financial data, these signals can never be analyzed alongside the numbers. A category tag stays a label. A workflow status stays a checkbox. With a data layer that connects Redtail to financial systems, those signals become analytically powerful segmentation tools.
What the Integration Does
Full Extraction from the Redtail API
Milemarker connects to the Redtail API using OAuth credentials scoped to read-only access. The integration performs a full historical backfill on initial setup, capturing every record in your Redtail database. Ongoing incremental syncs run on a scheduled basis to keep your warehouse current without manual exports or batch file transfers.
The following Redtail data objects are extracted and loaded into Milemarker's data model:
- Contacts — individuals, households, and business entities with all custom fields, linked relationships, and advisor assignments
- Activities — full history of logged client interactions, call notes, and follow-up actions with timestamps and completion status
- Calendar events — scheduled and completed meetings linked to contact records, with participant data and outcome notes
- Notes — free-text and structured notes attached to contacts, including compliance-relevant documentation of client conversations
- Categories and tags — all Redtail category assignments at the contact and household level, preserved as queryable fields
- Workflows — workflow templates, active instances, step-level completion status, assignees, and due dates
Normalization into the Milemarker Data Model
Raw Redtail data is normalized into Milemarker's standard wealth management schema — the same schema used by all other integrations. Contact identifiers are resolved and linked to custodian account numbers using a combination of shared fields, tax IDs stored in Redtail custom fields, and configurable fuzzy-matching rules. Every link is auditable and overridable by your operations team.
The result is a unified data model where a Redtail contact record sits alongside Schwab account positions, Orion performance figures, and eMoney plan projections in the same normalized table structure — joinable by standard keys without custom SQL required from your team.
Delivered to Your Snowflake Warehouse
All integrated data lands in your Snowflake warehouse, which your team owns and controls. Milemarker does not lock data into a proprietary repository. Your analytics team, your BI tools, and Milemarker's AI layer all read from the same warehouse. There is one version of the truth, and it is yours.
What You Can Do With Connected Redtail Data
Unified Client View
With Redtail connected to your financial systems, a single client record becomes genuinely complete. An advisor opening a client profile can see Redtail relationship history, contact categories, and open workflow steps alongside Schwab or Fidelity account positions, Orion performance figures, and financial planning projections — all from one interface, all from the same data source.
This is the client experience advisors want to deliver. It is also the operational reality that only becomes possible when the underlying data is unified. Every conversation starts informed. No switching tabs. No reconciling conflicting numbers from different systems.
Cross-System Reporting
Milemarker enables reporting that combines CRM activity metrics with financial data in ways no individual system can produce. You can report on client meeting frequency alongside AUM trends, track advisor activity volume against revenue contribution, or segment clients by Redtail category and report total assets, revenue, and review activity for each tier simultaneously.
These reports run directly against your warehouse. They are not exports stitched together in a spreadsheet. They reflect current data and update on each sync cycle.
Automated Compliance Documentation
Connecting Redtail meeting notes and activity records to portfolio transaction data enables automated compliance workflows that would otherwise require manual assembly. A completed Redtail meeting note linked to the date of a portfolio transaction becomes auditable evidence of the advisory conversation that preceded the trade. Redtail workflow completion records linked to account changes document the procedural steps taken before acting on a client instruction.
Compliance teams can query this linked data directly rather than pulling records from two systems and cross-referencing them manually. Audit preparation time drops substantially when the connections already exist in the data.
AI Queries Across Your Entire Client Base
Milemarker's AI layer reads from the unified warehouse, which means natural language queries can span Redtail data alongside all other integrated systems. Questions that would previously require hours of manual analysis become instant queries:
- "Show me all Redtail contacts tagged 'Platinum' who haven't had a review in 6 months" — combines Redtail category and activity data
- "Which households have open Redtail workflows that are past due and have accounts over $1M?" — joins workflow status to custodian account data
- "List every client whose Redtail activity log shows no contact in the last 90 days, sorted by AUM" — surfaces at-risk relationships ranked by financial priority
- "How many client meetings did each advisor log in Redtail last quarter, compared to their book's revenue?" — connects CRM activity to financial contribution
These queries return structured answers from live warehouse data. No spreadsheet export. No manual counting. The AI reads the same normalized records your analytics team does.
How It Works
Step 1: Redtail API Authorization
Your Redtail administrator authorizes Milemarker's API connection from within your Redtail account settings. The connection uses OAuth credentials scoped to read-only access. No passwords are stored by Milemarker. The authorization process takes under five minutes and does not require any code changes, file exports, or involvement from a third-party developer.
Step 2: Historical Backfill
Milemarker immediately begins pulling the full history of your Redtail database — all contacts, all activities, all workflows, all notes, all categories. Most firms see complete historical data available in their Snowflake warehouse within 24 to 48 hours. The backfill runs in the background and does not affect Redtail performance or availability for your team.
Step 3: Normalization and Linking
As data arrives, Milemarker's normalization layer maps Redtail data objects to the standard Milemarker schema. Contact identifiers are matched to custodian account numbers. Household structures are resolved. Category and tag values are preserved as queryable fields. Every normalized record includes source metadata so your team can trace any value back to its origin in Redtail.
Step 4: Ongoing Incremental Sync
After the initial backfill, Milemarker runs incremental syncs on a scheduled basis. New contacts, updated activities, completed workflows, and changed categories are detected and loaded automatically. Your warehouse reflects current Redtail data without any manual intervention from your team. The sync schedule is configurable based on your firm's data freshness requirements.
No Changes to Your Redtail Workflow
The integration is entirely passive from your advisors' perspective. They continue using Redtail exactly as they do today. Nothing changes about the Redtail interface, data entry process, or existing workflows. Milemarker reads from Redtail; it does not write to it, modify it, or require your team to interact with any new system to keep the integration active.
Redtail-Specific Benefits
Categories Become Analytical Segments
Redtail categories are typically used as internal labels, but they carry real business meaning. Once synced to Milemarker, every category tag becomes a filter across all financial data. Segment AUM, revenue, review frequency, and portfolio performance by the tiers your advisors already defined in Redtail — no rebuild required.
Workflow Data Powers Automation
Redtail workflow completion data, when joined to financial events, enables automated compliance triggers and operational alerts. A completed onboarding workflow can automatically trigger account setup verification against custodian data. An overdue review workflow can surface a prioritized list ranked by account size.
Note and Activity Data Enables Compliance
Redtail's detailed activity and note history becomes compliance documentation when linked to portfolio transactions and account changes. Firms using Milemarker can demonstrate a complete audit trail connecting advisory conversations in Redtail to subsequent actions in custodian and portfolio systems — without manual assembly.
Advisor Assignment Data for Team Analytics
Redtail's advisor assignment and team structure data feeds directly into Milemarker's advisor-level reporting. Compare activity volume, review frequency, and CRM hygiene scores across advisors alongside their book's AUM, revenue, and growth metrics — all from the same warehouse query.
Contact Completeness Scoring
Milemarker can analyze Redtail contact records for completeness — missing email addresses, blank household assignments, contacts without linked custodian accounts — and surface these as data quality alerts. Clean CRM data produces better analytics, better AI results, and fewer compliance gaps.
Calendar and Meeting Data for Relationship Health
Redtail calendar records, normalized into the Milemarker model, enable relationship health scoring that accounts for actual meeting history rather than estimated contact frequency. Know precisely which clients have not had a scheduled interaction in over six months and rank them by financial priority.
Getting Started Is Simple
Connecting Redtail to Milemarker does not require an IT project, a professional services engagement, or changes to your existing technology stack. The process follows a straightforward path:
A strategy call with the Milemarker team takes 30 minutes. In that session, you will map which systems you currently use alongside Redtail and define the specific reports, views, and automations your firm most needs. From there, Milemarker handles the integration setup. Most firms have data flowing within hours of completing API authorization, with the full historical backfill complete within two days.
There is no long implementation timeline, no professional services contract, and no requirement for internal engineering resources. Milemarker's pre-built Redtail connector and normalized data model mean the infrastructure is already built. You are connecting to it, not building it from scratch.
