Virtual Family Office Services
Family office capability without the headcount. Our AI agents run reconciliation, expense tracking, and consolidated reporting — with a full audit trail on every action.
A family office needs institutional-quality operations — reconciliation across custodians, entities, and asset classes; consolidated reporting; expense tracking with proper allocation. The work is real, recurring, and unforgiving of errors.
But hiring a full operations team — controller, bookkeeper, reconciliation analyst — means fixed overhead that scales with headcount, not with complexity. For a single family office managing multiple entities, the cost rarely justifies the output.
The result: reconciliation falls behind, exceptions pile up, and the quarterly close becomes a scramble. Reporting arrives late. Breaks go uninvestigated. The family's financial picture is always slightly out of date.
A virtual family office delivers the operational functions of a traditional family office — accounting, reconciliation, reporting, expense management — without a dedicated in-house team. The "office" exists as a service layer: the work gets done, the reports arrive, and the audit trail is complete, but there is no physical team to manage.
At Aetherix, that service layer is powered by AI agents. Each agent handles a specific operational function — one reconciles investment positions, another tracks and categorises expenses, a third produces consolidated statements. They run continuously, not quarterly. They investigate exceptions rather than flagging them for a human to chase. And every action they take is logged with full reasoning attached.
The result is an outsourced family office that operates at the speed and consistency of software, with the judgment and adaptability that rules-based automation lacks.
Daily matching of custodian positions against your ledger. Our agents identify breaks, investigate root causes, and propose resolutions — not just flag mismatches.
Credit card transactions, vendor invoices, and recurring charges categorised and allocated across entities. Exceptions resolved, not queued.
Inter-entity transfers, bank-to-book matching, and cash position verification. Every entry traced to its source document.
Multi-entity, multi-custodian, multi-currency reporting delivered on your schedule. Net worth, performance, allocation — current, not quarter-end.
A four-step engagement — from scoping to live operations — designed to be non-disruptive to your existing workflows.
We map your entities, custodians, accounting systems, and current pain points. No technical preparation required on your side.
Our team connects to your custodian feeds, bank statements, and ledger exports. We work with whatever format you currently use — no migration needed.
We configure agents to your specific reconciliation rules, tolerance thresholds, and reporting preferences. You review and approve the logic before anything runs.
Agents begin handling production work. You receive clean reconciliations, resolved exceptions with reasoning attached, and consolidated reports on your schedule.
| Aetherix (virtual) | In-house team | Traditional outsourcing | |
|---|---|---|---|
| Cost | Engagement-based, scales with volume | Fixed headcount overhead | Hourly or retainer, often unpredictable |
| Speed | Daily — agents run continuously | Depends on team capacity | Quarterly or monthly batch |
| Control | Full visibility, every decision explained | Direct oversight | Limited — work happens off-site |
| Audit trail | Complete — every action logged with reasoning | Depends on discipline | Minimal — often just final deliverables |
| Exception handling | Agents investigate and resolve | Manual research by staff | Flagged back to you |
Pricing is engagement-based and depends on three factors: the number of entities under management, transaction volume across custodians, and the complexity of your reporting requirements.
The total cost is typically a fraction of what a dedicated operations hire would cost — while providing broader coverage (daily reconciliation across all entities, not just the ones one person can reach).
We provide a detailed proposal after the scoping call. No commitment required to explore fit.
A 30-minute scoping call is enough to determine whether our virtual family office service matches your operational needs. No commitment required.