A family office needs institutional-quality operations — consolidated reporting across entities, expense tracking with proper allocation, reconciliation that actually closes, and a clean audit trail for every decision. 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The result: reporting arrives late, exceptions pile up, and the family's financial picture is always slightly out of date. The quarterly close becomes a scramble rather than a routine.
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.
Four operational functions, handled end-to-end. For a deep dive on how reconciliation specifically works, see our Reconciliation Service.
A four-step process — 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 | |
|---|---|---|---|
| Scope | Full back-office: recon + reporting + expenses | Whatever you can staff | Usually one function at a time |
| Cost model | Engagement-based, scales with volume | Fixed headcount overhead | Hourly or retainer |
| Cadence | Daily — agents run continuously | Depends on team capacity | Quarterly or monthly batch |
| Visibility | Full audit trail, every decision explained | Direct oversight | Limited — work happens off-site |
| Scaling | Add entities without adding headcount | Hire proportionally | Renegotiate scope |
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 operations 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.