Family office operations
Give every request a record, owner and route.
We map the family-office workflows worth fixing and configure the records, handoffs and reporting views around the systems already in use. The office can answer what is outstanding, and from whom, in one place.
ScalePass provides operational infrastructure. It does not provide investment, wealth-management, asset-management, trustee, estate-planning, legal, tax or accounting advice, and it makes none of the decisions reserved for the office or its advisers.
What you keep asking
The questions the office should be able to answer in one place.
A principal asks for a consolidated position across four entities. The request goes to two staff and an external accountant by email, each pulls from a different source, and the answer arrives in three versions a week later. Nobody can say afterwards who approved the figures that went out.
What is outstanding, and from whom?
Everyone knows an adviser or an entity owes something. Nobody can produce the list, so the follow-up depends on who remembers.
What changes
One record per request shows what is missing, who owes it and who follows up.
Which version of the figures went to the principal?
A consolidated position across four entities was asked for by email, answered from three sources and delivered in three versions a week later.
What changes
The request carries its agreed source and its released version, so the office knows which figures went out.
Who approved that release?
The figures went out. Afterwards nobody can say who reviewed them or who released them, because the approval happened in an email reply.
What changes
Review and release are recorded against the request. The decision itself stays with your authorised people.
Why are we typing the same entity details in four places?
Entity names, responsibilities and references are repeated across systems, and each copy drifts slightly from the others.
What changes
One defined source for each field, and the other systems read from it rather than repeat it.
What is underneath
Where administrative work becomes hard to follow.
Each question comes back to an absence, not a missing tool. There are six: no named source record, no held status, no written authority, no outstanding-items list, no agreed definitions, no exception route. These are the places they open up here.
- Reporting requests
- Requests arrive by email and in meetings, while ownership, source documents and review status sit in different places.
- Document status
- Everyone knows an adviser or entity owes something, but there is no agreed record of what is missing or who follows up.
- Adviser handoffs
- A request moves between staff and external specialists without a current owner, an approval point or an exception route.
- Multi-entity administration
- Entity names, responsibilities and document references are repeated across systems with no defined source for each field.
- Approval history
- The office needs to see who reviewed or released an output, without treating workflow software as the decision-maker.
Worked example
An administrative request, routed around the authorised decision.
Worked example. The business, people and systems shown are fictional. The entities, roles, records and systems are invented.
- 01Approved request recorded with only the information needed
- 02Responsible owner and any adviser named
- 03Documents and references tracked
- 04Routed for specialist input or approval
- 05Dated status and evidence recorded, then closed or handed off
The operating layer
An operating layer around the advisers you already use.
Commercial path. Free audit first, then a paid Blueprint, then only the deployment you agree. See how each layer is priced
What we configure
We give every request one record that carries its owner, the adviser it is waiting on, the documents outstanding and the approval that released it. Within an agreed scope, the layer can include:
- request and document-status records;
- named owners and current-state fields;
- adviser and stakeholder handoff queues;
- permissions and approval routes;
- reminders and alerts with a defined failure route;
- operating views built on agreed records.
No system or connection is included automatically. Interfaces, permissions, vendor terms, migration depth and responsibility are confirmed in the Blueprint.
What stays with your firm
The decisions ScalePass never makes
The office and its authorised specialists keep responsibility for investment selection and advice, wealth or asset management, and valuation and financial accuracy. They also keep estate and succession planning, legal, tax and accounting treatment, trustee, fiduciary or signatory decisions, and the authority to bind an entity or release sensitive information.
ScalePass supports only the administrative workflow expressly agreed around those decisions. Accepting a Blueprint does not authorise Deployment or any recurring responsibility.
Start
Start with one request that is hard to follow.
Describe where it enters, who owns the next action and where it waits for an adviser, and you get a written read of where it stalls. Do not provide credentials or unnecessary sensitive family, financial, legal or identity information.