RIA Systems FAQ
Expert Answers on Back Office, Compliance, and Operations
Navigating the Independent Landscape
Managing an independent firm requires balancing client needs with rigorous operational demands. We act as your strategic partner, handling complex administrative tasks so you can focus on growth. Below, we answer common questions about our comprehensive support services. Connect with us to streamline your business today.
How does RIA Systems assist financial advisors with launching a new firm?
We guide you through the entire setup and registration process, ensuring a compliant launch without the steep learning curve. Once established, we immediately implement efficient back-office workflows so you can focus on client acquisition.
What specific back-office operational tasks do you handle for RIAs?
Our team manages essential daily tasks like portfolio administration, trade error processing, and advisory fee billing. This complete operational support ensures accuracy and continuity, eliminating the need for you to hire internal staff.
How do your compliance services help mitigate regulatory risk?
We design and maintain a customized compliance program that includes managing ADV updates, regulatory filings, and 13F filings. Our proactive approach keeps your firm audit-ready and aligned with evolving SEC and state regulations.
What technology solutions are included in your partnership?
We provide a fully integrated, enterprise-grade technology stack that includes secure cloud storage, performance reporting, and billing software. This bundled approach significantly lowers your overhead while simplifying your firm's digital infrastructure.
Why is third-party policy testing important for my firm?
Unlike providers who only supply a manual, we actively perform required testing on email, social media, and trade activities. This proactive supervision identifies potential issues early to ensure your firm adheres to its compliance procedures.
Can you support existing RIAs that need to optimize operations?
Yes, we start with a thorough review of your current documents and workflows to identify inefficiencies. We then streamline your operations and upgrade your compliance capabilities to reduce stress and improve performance.
How does outsourcing to RIA Systems impact firm profitability?
Outsourcing to us creates a lean operational model that avoids the high costs of hiring and training internal employees. Additionally, our bundled technology solutions often cost less than sourcing individual tools, maximizing your revenue retention.
What experience does your team have with SEC and state audits?
Our leadership team has decades of experience successfully navigating regulatory audits for firms nationwide. We utilize dedicated audit tracking to meticulously archive critical data, turning a stressful regulatory review into a manageable process.
Will I lose control of my business by outsourcing these tasks?
No, you maintain full authority over investment decisions and business strategy while we simply handle the execution of back-end tasks. This partnership empowers you to run your business with greater autonomy by removing administrative bottlenecks.
How do you handle employee compliance tracking?
We utilize specialized tracking systems to manage personnel supervision, including personal securities accounts and employee attestations. This simplifies the logging and retention of critical data to satisfy strict SEC and state requirements.
What makes the transition process seamless for breakaway firms?
We act as an integral part of your team, guiding you through every milestone from transferring accounts to establishing billing. This hands-on support lifts the administrative burden, allowing you to reassure clients during the move.
Do you help with trade errors and billing disputes?
Yes, we handle trade error processing and documentation with precision to reduce the risk of costly mistakes. Our team also manages advisory fee billing and audit tracking to ensure your financial practices remain transparent and compliant.
What is the pricing structure for your services (e.g., a fixed retainer fee, AUM-based, tiered model)?
Our pricing is typically structured as a predictable fixed retainer fee or a tiered service model. This approach allows your firm to forecast costs accurately without unexpected fees. The specific fee depends on your firm's size, complexity, and the specific mix of back-office, compliance, and technology services you require. We offer a consultation to provide a customized quote tailored to your needs.
What is the minimum contract term or commitment required for a service partnership with RIA Systems?
We generally require a minimum commitment of 12-24 months for our comprehensive service partnership. This duration ensures we can fully implement, integrate, and optimize your systems and compliance program, delivering the long-term value and stability that your RIA firm requires.
Can you integrate your back-office services and technology with our firm's existing CRM, financial planning, or portfolio management software?
Yes. Integration is a core pillar of our service. We work on a custodian-neutral platform and are skilled at integrating our back-office and compliance tools with popular industry-leading software, including most CRMs, financial planning platforms, and major custodian portfolio systems. Our goal is to ensure a seamless, unified data flow to maintain a single source of truth for your client data and reporting.
How does RIA Systems ensure the security, privacy, and confidentiality of our clients' sensitive data?
We maintain a rigorous, enterprise-grade security protocol that meets or exceeds regulatory standards. This includes: using encrypted cloud-based storage, implementing multi-factor authentication (MFA), enforcing strict access controls, and conducting regular third-party cybersecurity reviews. We treat data security as a primary fiduciary responsibility.
What are the professional credentials or certifications (e.g., Chief Compliance Officer experience, specific licenses) of the operations specialists who will be supporting our firm?
Our support team is composed of seasoned industry veterans who possess a blend of operational and compliance expertise. This often includes professionals who have previously served as CCOs (Chief Compliance Officers), hold relevant industry licenses (e.g., Series 65), and carry advanced professional certifications (e.g., CFP®, CPA). We assign dedicated specialists based on your firm's specific regulatory needs (SEC vs. State).
How do you stay current with evolving SEC and state regulatory changes, and how are those updates communicated to partner firms?
We employ a proactive regulatory intelligence system. Our compliance team actively monitors regulatory bodies like the SEC, FINRA, and state securities boards. Updates are immediately analyzed, and we communicate necessary changes to your firm's policies and procedures through personalized compliance alerts, dedicated training sessions, and immediate updates to your compliance manuals and calendar.
What is the typical client onboarding and implementation process once our firm decides to partner with RIA Systems?
Our onboarding follows a streamlined, multi-stage process. It begins with a Discovery Phase to assess your firm's needs, followed by a Setup & Integration Phase where we configure your technology stack and customize your compliance documents. The process culminates in the Go-Live Phase and ongoing service. The entire transition is carefully project-managed to be non-disruptive, allowing you to maintain focus on your clients.
Do you assist with all aspects of regulatory filings, including the initial registration and annual renewal of Form ADV?
Absolutely. Our compliance service is comprehensive. We handle the preparation, submission, and ongoing maintenance of all required regulatory filings, including initial and annual Form ADV filings (Part 1 and 2), IARD/CRD filings, 13F filings (if applicable), and Schedule D documents. This ensures accurate and timely submission, significantly reducing your compliance burden.
Do you specialize in supporting RIAs of a particular size, such as startups or firms above a certain AUM threshold?
We are uniquely positioned to serve a wide range of RIAs, from breakaway or startup firms that require full launch support, to established mid-sized firms seeking to optimize operations and compliance. Our service model is designed to be fully scalable and customizable, allowing us to deliver the right level of support whether you are a solo practitioner or a multi-advisor firm.
How do your services and support scale effectively as our RIA firm experiences rapid growth in AUM and client count?
Our technology infrastructure and operational workflows are built for scalability. As you grow, our services can absorb increased volume in tasks like billing, reporting, and compliance monitoring without requiring you to hire and train new in-house operations staff. We adjust our dedicated resources and technology licensing to match your growth, ensuring your operations remain efficient and compliant through every stage of expansion.
What our customers are saying
All-In-One Support
"RIA systems provides me with an integrated, all-in-one back office support and compliance solution for my private practice, just what I was looking for! RIA systems allow me to focus on my business and helping my clients, while they take care of the complexities of regulation and compliance."
- Ryan Skinner, President/Elite Financial Inc., Client Since 2017
Streamlined Processes
“The transition process for breakaway firms like ours can feel overwhelming, but RIA Systems made it seamless. They guided us through every milestone step by step, lifting a significant burden off our shoulders. Today, they are an integral part of our operations—supporting us with reporting, compliance, filings, and ongoing maintenance. Their team is dedicated, proactive, and truly invested in our success. We’re excited to continue growing our firm with RIA Systems by our side.”
- Ben Carter, CFP, Partner, Mooney Financial, RIA Systems Client since 2024
Perfect Fit For Going Solo
I learned about RIA Systems, while talking with another RIA owner during a Schwab event. It was the last piece I needed and perfect fit for my going solo RIA. They helped with transitioning client accounts, handle the setup and processing of billing/performance statements, and have been integral in handling three state audits with me. Without RIA Systems, I doubt I would have ever launched my firm. It leaves me time to do what I do best, work with my clients!”
- Kim Miller, AIF, Viewpoint Advisory, RIA Systems Client since 2019
Your Partner for Scalable Growth
RIA Systems is dedicated to empowering advisors with the infrastructure needed for long-term success. By handling the complexities of operations and compliance, we allow you to prioritize your fiduciary duty. Contact us today to discover how our experienced team can transform your practice into a scalable, efficient business.