A custom CRM built for Life Gateway, a retirement-planning and 403(b) advisory firm. A private internal application running on FastAPI and Docker with a MariaDB database, it brings lead and contact management, Calendly scheduling, Fathom call analysis, Telnyx SMS, and an AI assistant named Jarvis together in one place at app.life-gateway.com.
Life Gateway is a retirement-planning and 403(b) advisory firm led by advisor Alberto, working with educators and other public-sector clients on rollovers and long-term retirement strategy. Off-the-shelf CRMs did not fit the way the firm tracks school districts, prospects, and advisory conversations, so this project delivered a custom CRM built around the firm's actual workflow rather than a generic sales pipeline. It is a private internal application, not a public marketing site, used by the team to run day-to-day advisory operations.
The application runs on FastAPI inside Docker with a MariaDB database, served through Nginx at app.life-gateway.com. The architecture keeps the lead and contact records, scheduling data, call analysis, and reporting in one coherent backend so the firm has a single source of truth. Containerized deployment makes the stack reproducible and straightforward to update, and the FastAPI layer exposes the scoped internal endpoints that power both the CRM interface and the AI assistant.
Integrations connect the CRM to the tools the firm already relies on. Calendly drives scheduling so booked meetings flow directly into the system, Fathom call recordings are analyzed to surface what happened on each advisory call, and Telnyx handles outbound SMS to prospects and contacts. District and outreach tracking sit on top of the lead data, giving the team a view of which districts and prospects have been contacted, which are stale, and where follow-up is needed. Per-contact admin locking lets a specific advisor reserve sensitive records so a locked contact is visible only to the admin who locked it.
The standout layer is Jarvis, an AI assistant that answers natural-language questions about the CRM's own data. Running at ask.life-gateway.com on a retrieval-augmented setup over the firm's records and powered by a local Ollama model, Jarvis lets the team ask things like which prospects have not been spoken to recently or why a given district has not converted, and get a grounded, cited answer instead of digging through screens. It turns the CRM from a place to store data into a place to interrogate it, giving the advisory team coaching and insight on demand.
A custom CRM core for managing leads and contacts the way a retirement-planning firm actually works, with per-contact admin locking so a sensitive record is visible only to the advisor who locked it.
A retrieval-augmented assistant at ask.life-gateway.com that answers natural-language questions about the firm's own CRM data, returning grounded, cited answers powered by a local Ollama model.
Calendly integration drives booking so scheduled advisory meetings flow directly into the CRM, keeping the team's calendar and contact records in sync without manual entry.
Fathom call recordings are analyzed and surfaced inside the CRM, so the advisory team can see what happened on each call and act on it without re-listening to the full recording.
Reporting on top of the lead data shows which school districts and prospects have been contacted, which are stale, and where follow-up is needed, tailored to the firm's educator-focused market.
Outbound SMS through Telnyx lets the team reach prospects and contacts directly from the CRM, keeping conversations attached to the right records.
Visit the production CRM at app.life-gateway.com.