TPA software modernization, one proven step at a time.
Move from spreadsheets, shared drives and disconnected desktop tools to a connected 401(k) platform without a risky big-bang cut-over. Start with one workflow, measure it, then expand.
Modernizing a TPA is about workflow first, software second.
TPA software modernization is the move from a collection of desktop tools, shared drives, spreadsheets and email to a connected system where data is entered once, checked automatically and visible to the whole team. For most independent TPAs it is not a single cut-over. It is a sequence of contained steps, each of which has to prove itself before the next one starts.
Firms usually start thinking about it when the same signals appear: growth that requires hiring at the same rate as plan count, compliance season that depends on a few senior people, and errors that are found by sponsors rather than by staff.
Common triggers we hear from TPA owners
- Payroll files are checked by opening them in a spreadsheet, row by row.
- The testing census is rebuilt every year from exports instead of being maintained during the year.
- Deadlines live in personal calendars and a shared spreadsheet.
- Form 5500 data is re-keyed from other systems.
- Nobody can answer 'what is overdue across all plans' without asking several people.
- Key-person risk: one or two people hold the process in their heads.
Modernize in steps you can measure.
| Phase | Scope | What you measure |
|---|---|---|
| 1. Map the current workflow | Pick one painful process, such as payroll intake or year-end testing, and document today's steps and hand-offs | Hours per plan, error rate, rework |
| 2. Pilot on de-identified data | Run that process in KinetiPlan for a contained set of plans. See how a pilot works | The same measures, side by side |
| 3. Parallel run | Run old and new together for a cycle, reconciling results before switching | Differences found and explained |
| 4. Expand plan by plan | Move further plans and processes, with balances and history validated at each gate. See the migration protocol | Plans migrated, exceptions per plan |
| 5. Retire old tools | Switch off what is no longer needed once evidence supports it | Licenses and manual steps removed |
Modernize without giving up your data.
KinetiPlan is customer-hosted: it runs in your own AWS account in a US region you choose, or on-premise, under a written shared-responsibility agreement. Your data stays exportable as CSV and through a documented JSON API, so modernizing does not create a new lock-in. See customer-hosted deployment and security and US hosting.
Put numbers on the manual work.
The operations ROI estimator converts your own batch volumes and processing times into annual hours, and the capacity simulator on the home page models staff capacity under different tool stacks. Both use only the numbers you enter.
The short answer
- What it is
- Integrated 401(k) administration and recordkeeping software. Today it is a working pilot build that runs on synthetic demo data; it is not yet generally available.
- Who it serves
- Independent US third-party administrators (TPAs): owners, operations managers, plan administrators and the IT leads who support them.
- What it replaces
- The mix of testing software, spreadsheets, recordkeeper portals, email and calendars most TPAs stitch together by hand.
- How it works
- Payroll and census files are uploaded as CSV, checked by deterministic rules, routed to an exception queue, then posted to a pooled trust ledger that feeds testing, deadlines, Form 5500 and billing.
- Deployment
- Customer-hosted: in your own AWS account in a US region of your choice, or on-premise. Responsibilities are agreed in writing per customer.
- Limits today
- No live payroll or custodian connections (CSV upload only), no money movement, AI features planned only, no security certifications. KinetiPlan follows SOC 2-aligned practices; it has no SOC 2 report.
Frequently asked questions
How long does TPA software modernization take?
It depends on plan count, data quality and how many processes move. A pilot on one process and a small set of plans is the usual first step, so the timeline for the rest is based on evidence.
Do we need to replace every tool at once?
No. Start with the process that costs the most rework. Other tools keep running until there is evidence to retire them.
What happens to our historical data?
Historical balances and records are migrated plan by plan with validation gates. See the migration protocol.
Related tools and guides
See it on a workflow you know.
A 15-minute walkthrough of the pilot build with synthetic data, focused on the process you pick. No slides required.