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A person approves
Nothing is posted to your books on its own
Nothing is posted to your books on its own
Every value has a source
Each figure links to the page it came from
Each figure links to the page it came from
We stay after launch
For as long as you need us
For as long as you need us
Where the hours go at quarter-end
Subscription packets and side letters
They arrive as PDFs, and their terms often stay there instead of reaching the investor register.
Checking the administrator's numbers
Every quarter the team compares the administrator's reports with its own models, mostly in Excel and email.
Capital call notices
Someone builds each one from the drawdown schedule by hand and sends it one email at a time.
The January audit
Bank and custody confirmations are due in the first week of January, and the team reconciles every schedule to the trial balance by hand.
How it works
Two kinds of work,
whatever the fund
(01)
Taking routine work off your team
For repetitive document work: subscription packets, side letters, notices, tax forms. This is where we usually use AI models.
We ask what your team does by hand every cycle and what you would change about it. Then we define what goes into the system and what should come out: which documents, which fields, and in what format.
The system does the manual part, and a person checks the result before anyone uses it. We aim for output that the person doing this today would sign off on. Scans, watermarks, and handwritten notes still need a person, so the system flags them. The tool can take over one person's task or the hand-offs between whole teams.
The system does the manual part, and a person checks the result before anyone uses it. We aim for output that the person doing this today would sign off on. Scans, watermarks, and handwritten notes still need a person, so the system flags them. The tool can take over one person's task or the hand-offs between whole teams.
Learn more
(02)
Connecting your systems and data
For moving records between administrators or platforms, and for systems that need to share data. This is mostly hand-written code: scripts and bridges built for your systems, with little or no AI.
We look at which systems you run, how much data has built up, and where it needs to go. If we've done a similar move before, you get an estimate quickly. With an unfamiliar system or data format, we research it first, so the estimate rests on what we found.
We study how your current system is built and how it stores data, and read the specification of the system the data is going to. We write the code that takes the data out and loads it into the new system in the format it expects. Then we reconcile every position against the source.
We study how your current system is built and how it stores data, and read the specification of the system the data is going to. We write the code that takes the data out and loads it into the new system in the format it expects. Then we reconcile every position against the source.
Learn more
How we keep it safe to rely on
In fund operations the test is simple: the numbers are right, and they arrive on time.
- The system prepares, a person approvesNothing is posted to your books without their sign-off.1
- Every value has a sourceEach extracted figure links back to the document and page it came from, so an auditor's question gets a link as its answer.2
- A full cycle in parallel firstBefore anyone relies on it, the system runs alongside your team for one reporting period.3
- Inside your infrastructureThe system runs in your own environment, and access is set per entity.4
- What stays with youWe don't calculate NAV or waterfalls, and we don't sign off on the quarter. That judgment is your team's. We remove the re-keying underneath it.5
We stay after launch, for as long as you need us
Some clients have kept us on for more than six years. Before we start, we agree who owns the code, the data, the infrastructure, and the access. When you want to run the system yourselves, we hand everything to your team.
“
Smartificial has been consistently straight with us. They are great guys and our right hand in many areas, we've worked together on a number of projects over the years, and it's been steady the whole way.
Alex Kharkauski
COO Geomotiv
COO Geomotiv
Where we've done this before
We have built production systems where the audit trail matters: a banking app customers use every day, and the data layer behind reporting for Fortune 500 retail chains.
FAQ
Inside your environment. Access is set per entity, and the data stays in the jurisdiction you choose.
Yes. Send it over, whether it's your own or the AITEC-AIMA one, and our engineering lead will work through it with you.
Your team, as it is today. A person approves every entry before it's posted, and each value shows where it came from, so you can trace a wrong number back to its source.
It may. If this work counts as a critical or important function for you, we plan the notice period and the entry in your register of information together from the start.
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