By Sagar Shankaran, Founder of CallSphere
Held-away 401(k)s, annuities and non-traded alts have no feed into Orion. How browser-driving AI agents cut five days out of the quarter-end reporting run.
Key takeaways
That is the count one operations associate at a $600 million RIA kept last January, out of curiosity, while she was closing the quarter. Forty-one separate logins across nine portals in eight business days, every one of them to retrieve a number that does not flow into the firm's performance system.
The list will be familiar. Jackson National and Lincoln Financial for the variable annuity contract values. Athene for the fixed indexed contracts. DST Vision and Phoenix American for the non-traded REIT and BDC positions three of the older clients still hold. Empower, Fidelity NetBenefits, and Voya for held-away 401(k) balances the firm reports on but does not manage. A 529 portal for the two clients with Illinois plans. Every one of those values gets typed by hand into Orion as a manual asset so the household statement adds up, and every one of them has to be right before a single quarterly report goes out the door.
Nobody built an integration for these. Nobody is going to. The carriers have no commercial reason to build a feed for a nine-person advisory firm, and the sponsor portals were designed for a broker-dealer's back office in 2011.
The workaround is a shared spreadsheet, a password manager, and one person who knows which portals require a security question about her first car. It survives because it works, right up until she takes the second week of January off, or leaves.
It also produces exactly the errors you would expect. A contract value keyed with a transposed digit sits in the client's report until someone notices at the annual review. A statement dated December 29 gets used for a December 31 report because the portal had not refreshed. An annuity that was 1035-exchanged in November still shows in Addepar because nobody told operations. These are not catastrophes; they are the small credibility leaks that make a client ask, at the worst possible moment, whether the numbers on page four are actually right.
And the timing is brutal. Quarter-end reporting collides with 1099 season, with the Form ADV annual updating amendment due within 90 days of fiscal year end, and with the annual review calendar that every RIA front-loads into Q1. The operations associate is doing portal archaeology in the exact fortnight when she is least available for anything else.
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Computer use — sometimes called browser use — means an AI agent operates a website the way a person does: it sees the screen, types the username, clicks through the menus, opens the statement, and reads the number off the page, with no connection built between the two systems. That is the whole development, and for wealth management it is a bigger deal than it sounds, because this industry runs on other people's portals with no export and no feed.
The 2024 version of this idea was a recorded macro that broke the moment a carrier moved a button. The 2026 version reads the page and adapts, which is why it survives a portal redesign. It still needs the firm's credentials, it still needs someone to hand it a one-time passcode when multi-factor authentication fires, and it still runs slower than a human who knows the site cold. What it has that the human does not is that it will do the forty-first login with the same care as the first, at 6am on January 2, and it will screenshot every step.
flowchart TD
A["Quarter closes, ops opens the manual-asset list"] --> B["Agent starts supervised portal run"]
B --> C["Jackson and Lincoln: contract values"]
B --> D["DST Vision: non-traded REIT and BDC units"]
B --> E["Empower and NetBenefits: held-away 401(k)"]
C --> F["Values staged with source screenshot and date"]
D --> F
E --> F
F --> G{"Value moved more than 15% or statement stale?"}
G -->|Yes| H["Operations associate reviews before posting"]
G -->|No| I["Posted to Orion, reports released to advisors"]
The operations associate starts the run at 8:30 with the manual-asset list from Orion open on the second monitor. The agent works through the portals in order. When Lincoln's site throws a one-time passcode, it pauses and asks her for the code from the firm's authenticator; she supplies it and it continues. It cannot get past a portal that has locked out the firm's user, so it flags that one and moves on.
By 10:15 it has staged sixty-three values. Each row shows the number, the statement date it came from, and a screenshot of the page it read — which is the part your CCO will care about most, because it turns an untraceable spreadsheet entry into a records-retention artifact under Rule 204-2. Nine rows are flagged: four moved more than 15% from last quarter, three came off statements dated before December 31, and two portals returned nothing because the contract was surrendered.
She works the nine. That takes her about fifty minutes, and it is real work — the two surrendered contracts turn out to be a 1035 exchange nobody logged, which she now fixes properly in the CRM. Then she posts the batch and the lead advisors get their client packets on January 6 instead of January 13.
Illustrative assumptions: 9 portals, 63 held-away or manual positions, four reporting cycles a year. Today each position takes about 7 minutes end to end including login, navigation, download and keying. With an agent doing the round, 14% of positions need human attention at about 6 minutes each, plus 20 minutes a cycle babysitting passcodes.
| Manual today | Agent-run | |
|---|---|---|
| Positions per cycle | 63 | 63 |
| Minutes of human time per cycle | 441 | 73 |
| Hours per cycle | 7.4 | 1.2 |
| Hours per year (4 cycles) | 29.4 | 4.9 |
| Days from quarter close to reports released | 8 | 3 |
Twenty-four and a half hours a year is not a headcount. But nearly all of it sits in the first two weeks of January and the first two weeks of April, which are the two fortnights when your operations bench has none to spare, and pulling five days out of the reporting cycle is the difference between annual reviews starting in mid-January or the first week of February.
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This is the section your compliance consultant will want. Several carrier and sponsor portals prohibit automated access or credential sharing outright in their terms, and a few actively detect it. Check each one. Where automation is not permitted, the honest answer is that you keep doing it by hand on that portal — not that you do it quietly and hope.
Where it is permitted, run it under a named firm user, never a personal login, with the session recorded and the credentials held in the firm's password manager rather than pasted anywhere. Multi-factor is a feature here, not an obstacle: it guarantees a human is present at the start of the run. Put the agent on the vendor and information-security list, because it is handling account numbers and client names, and Reg S-P's amended safeguards and incident-response expectations apply to smaller advisers as of June 2026.
And keep valuation judgment human. A non-traded REIT's stated per-share value is a sponsor's number, not a market price. An agent can fetch it. Deciding how it gets presented to a 74-year-old client who thinks that position is liquid is a conversation, and it belongs to the advisor.
Related but not identical. Those services connect to plan portals to trade held-away accounts under an advisory agreement. What is described here is narrower and lower risk — read-only retrieval of values for reporting, no trading, no discretion. Start with retrieval. It is easier to explain to a client and to an examiner.
The 2026 agents generally cope, because they read the page rather than following recorded coordinates. But the honest expectation is that one portal in nine breaks per year and someone spends an hour re-teaching it. Budget for that rather than being surprised by it.
Nothing in the Advisers Act requires you to disclose an internal retrieval process. But if held-away reporting is part of the service you charge for, your Form ADV Part 2A already describes it, and it is worth a sentence in your annual client letter that outside values are pulled from carrier statements with the statement date shown on the report. Clients like seeing the date.
No. Daily custodial reconciliation in Orion, Tamarac or Black Diamond is a different animal with real feeds behind it. This only addresses the assets with no feed at all — which, for most firms, is exactly the pile that causes the January delay.
January is also when prospects call, because they have just opened a year-end statement from somewhere else and did not like it. If your operations team is heads-down in portals and the phone goes to voicemail, that call goes to the next firm on the list. CallSphere builds AI voice and chat agents that pick up the main line and the website chat, answer the basic questions, capture the caller's situation, and put a real meeting on an advisor's calendar — day, night, and through the quarter-end crunch. It does not touch carrier portals; it just means nobody has to choose between the reports and the phone.
Written by
Sagar Shankaran· Founder, CallSphere
LinkedInSagar Shankaran is the founder of CallSphere, where he builds production AI voice and chat agents deployed across healthcare, hospitality, real estate, and home services. He writes about agentic AI, LLM engineering, and shipping voice agents that handle real calls in production.
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