Most TPAs grow one hire at a time, because every new plan brings more census scrubbing, payroll checking, reconciliation and status chasing. Scaling TPA firm capacity without hiring for each new client starts with taking manual rework out of every plan. KinetiPlan keeps plan, participant, payroll, ledger and project data in one record, so checks run on data you already hold and your existing team can spend its time on the work that needs judgment.
When a TPA adds a plan, the visible work is the compliance work: testing, contribution calculations, the Form 5500 and the sponsor package. The hidden work is everything around it. Census files arrive in a new layout and need cleaning. Payroll files are checked by eye against last month's. A balance that does not agree takes an afternoon to trace. Someone asks where a project stands, and someone else spends twenty minutes finding out.
That hidden work grows with every plan, and it lands on the same consultants and analysts who do the technical work. The practical ceiling on a book of business is often not expertise but the hours lost to re-keying and rework. When that ceiling is reached, the usual answer is another hire, and with it more training, more coordination and more fixed cost.
The alternative is to lower the manual effort per plan, so the same team can carry more plans at the same quality. That is a design goal, not a promised outcome, and the size of the effect depends on how your practice works today.
Each card pairs a common source of rework with what the KinetiPlan pilot build does about it today, on synthetic demo data.
Payroll intake accepts CSV uploads in ADP, Paychex, Gusto or a generic layout. Each file is validated against the plan census and plan rules, and failures go to an exception queue for human review instead of being found later in the ledger.
Validated batches post to the ledger. Out-of-balance items land in a discrepancy queue linked to the plan, participant and batch, so the reviewer has the context in one place and resolves each item with notes.
The plan record shows participants, projects, ledger activity, deadlines, plan assets and active and terminated participant counts together. A census exports to CSV from the participant list when a sponsor or auditor asks.
Each plan year is an annual administration project with a 10-task checklist, and each task has an assignee, due date and status. The projects board shows every project by status, filterable by consultant or plan year.
The Staff Workload report shows open projects, open tasks, overdue tasks and 30-day completions per person, with CSV export. Owners can see where work is piling up and spread it before deadlines slip.
Global search covers sponsors, plans, participants, contacts, projects and staff, so finding a record does not mean opening four spreadsheets.
We do not quote a capacity gain or a headcount figure, because the right number depends on your plan mix, data quality and current tools. The better approach is to measure where your time goes and model the change yourself.
The operations ROI estimator lets you enter your own assumptions about your practice and see what a reduction in manual effort could mean for your practice. Use conservative inputs; the estimate is only as good as the assumptions behind it.
The Book of Business report lists each plan with its sponsor, consultant, recordkeeper, participant counts and assets. The Recordkeeper Mix and Participant Demographics reports add context. Together they show where complexity sits across your clients.
The Project Pipeline report counts projects by plan year, type and status and compares on-time with late completion. Paired with tasks completed per person in the Staff Workload report, it gives a baseline to compare against after any change.
A focused pilot on a small group of plans can test whether validation, the discrepancy queue and project tracking reduce rework in your practice, against success measures you agree up front.
The intent is not fewer people. It is less of each person's day spent on copying, checking and chasing, so more of it goes to review, sponsor conversations and plan design questions.
For the stages where most rework happens, read automating 401(k) payroll validation and reconciling pooled trust ledgers.
KinetiPlan is a pilot build running on synthetic demo data. It is not generally available and holds no certifications. The modules on this page run in the pilot build today. There are no live payroll or custodian connections; payroll arrives as uploaded CSV files. KinetiPlan does not promise headcount reductions or a specific capacity gain. Any change in capacity depends on your plans, data and processes, and should be measured in a pilot. AI assistance is planned for a later phase and the preview does not call any AI service.
It cannot promise that. The design goal is to reduce manual rework per plan through payroll validation, a discrepancy queue, connected plan records and project tracking. Whether that adds capacity in your practice should be modeled and then measured in a pilot.
We do not quote a figure, because it depends on your plan mix, data quality and current tools. The operations ROI estimator lets you enter your own assumptions to model a scenario.
No. KinetiPlan does not promise headcount cuts. The intent is for existing staff to spend less time on copying, checking and chasing and more on review and sponsor work.
Payroll CSV intake with census validation, the ledger and discrepancy queue, plan records, annual administration projects, the compliance calendar, testing summaries, billing and fee proposals, standard reports and a JSON API, all on synthetic demo data.
Agree success measures before a pilot, such as exceptions found at intake, time spent on reconciliation or on-time project completion. The Project Pipeline and Staff Workload reports give a baseline to compare against.
This page describes software capabilities and is not legal, tax, investment or ERISA advice.
Tell us which handoffs take the most manual effort in your practice, and we will walk through how the pilot build handles them and what a focused pilot would need to measure.