A pension administration firm that was typing the same client data into two systems
Connected the two specialist systems the firm already runs, the one that produces valuations and the one that files them, so client data is entered once and flows to both, and put every engagement on one platform that shows at a glance what is missing before a file stalls.
The firm ran two specialist tools that never spoke to each other in full. One produced the valuations, the other prepared the regulatory filings. A transfer between them existed and mostly worked, but several sections still had to be retyped by hand, the same client figures keyed a second time into a second system. On every file someone re-entered data that already existed three feet away.
The pain concentrated in the renewal and filing season. That is when client calls pile up, files arrive incomplete, and the team chases a missing census line or a late signature while the deadline closes in. Nobody could see, in one place, which files were ready and which were waiting on something. And the partners knew automation could help but not where to start: what was actually automatable, what was not, and what the first step should even be.
We did not rip out the tools the firm relies on. We started from where the time actually leaked: the second keying. The two systems are now connected so a client's data is entered once and lands in both, with the sections that the existing transfer left manual now handled automatically and validated, never silently dropped.
Around that sits one platform as the single source of truth. Every client and every engagement in one place, a structured intake so the same figure is captured once at the right spot, and a status board that shows which files are complete and which are still waiting on a document or a signature. The work for a person is now the judgment, reviewing and signing off, not retyping numbers and hunting for what is missing.
The second keying is gone. Data entered for the valuation now flows into the filing system without anyone typing it twice, and the manual sections that used to slip through are caught and validated. That alone returns about six hours on every engagement file, hours that used to disappear into re-entry during the busiest weeks of the year.
The renewal season also stopped being a scramble to find out what each file was waiting on. There is one board now, the state of every engagement is visible at a glance, and the team catches an incomplete file early instead of three days before the deadline. The same group handles the season without adding temporary help.
“We knew some of this could run on its own, we just didn't know where to start or what was even automatable. The honest answer was the boring part: we were typing the same client numbers into two systems, every single file.”
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