How to Automate PensionPro

PensionPro follows each plan a TPA administers from signed proposal to filed 5500

Every retirement plan a third-party administrator looks after has its own plan year and its own list of work falling due. PensionPro is workflow software built for TPA firms to run that book; it is now part of Ascensus and is used through app.pensionpro.com.

Each plan has a record with its sponsor contacts, its investment providers and its fee schedule. Annual administration runs as projects launched from templates, and their tasks move between employees on My Tasks and team worktrays. Sponsors deal with the firm through PlanSponsorLink, a branded portal for census uploads and secure file exchange.

Plan administrators and the distribution team work in it daily, and the owners watch the deadlines from it. The firm's documents, compliance testing and Form 5500 filings happen in ftwilliam.com, which PensionPro links to.

The signed adoption agreement arrives in an administrator's own inbox

A sponsor replies to the administrator's own email with the signed adoption agreement attached instead of using PlanSponsorLink. A distribution is approved in PensionPro and waits until the distributions team confirms on the recordkeeper's site that the payment went out. The quarterly fee was billed in the accounting system, and nobody has compared it with the plan's fee schedule since the schedule changed in April.

An administrator finds each of those by opening another window: the inbox, the recordkeeper portal, the billing screens. In a firm with several administrators, the owner also wants to know on Monday which projects are behind and whose worktray is full, which means opening Event Management and the dashboards and then writing it up for the team.

PensionPro

Sponsor replies filed the day they arrive Emails and attachments in administrators' inboxes matched each morning to the plan and open project they belong to.

Distributions confirmed at the recordkeeper Open distribution projects checked against the recordkeeper's site, so the paid ones are flagged for the team to close.

Fee schedules checked against billing Each plan's fee schedule set beside the quarter's invoice and payment, with the mismatches listed for whoever runs billing.

Blast Email chases the census until the sponsor finishes

With the AUTOMATE Compliance add-on, Blast Email sends census and data collection reminders on a schedule until the sponsor finishes, and a verified census goes to ftwilliam.com for testing in one click, with the results returned by email. AUTOMATE also runs an onboarding flow, built with SinglepointAI, that turns a won proposal into populated PensionPro records, and a notice generation flow that builds plan notices in ftwilliam.com's document system and saves them back to PensionPro.

Payroll integration brings census data in from payroll providers, email notifications tell employees when a task lands on them, and project dashboards and Event Management keep the deadlines in view. Which of those a firm has depends on its tier.

Those tools work on PensionPro's own records, PlanSponsorLink and the partners PensionPro connects to. A sponsor's reply to an administrator's own email sits in that inbox until the administrator files it against the plan. A recordkeeper outside the integrations is a separate login, and whether a quarter's invoice went out and was paid is tracked wherever the firm does its billing. API access, on BUSINESS, reaches further for a firm whose own developer writes code against it.

What each PensionPro tier adds, as listed on pensionpro.com

A sponsor's attachment is filed against its plan the day it arrives

Every sponsor reply in an administrator's inbox comes up the next morning matched to its plan and its open project, with the attachment named, so the signed adoption agreement goes into PensionPro the day it arrives rather than next week. When a sponsor writes that the census is coming on Friday, the administrator pauses the automatic reminder instead of letting another one go out.

The distributions team closes paid distribution projects from a list checked against the recordkeeper's site, and updates PlanSponsorLink to match. Each quarter, whoever runs billing works from the plans whose invoice or payment does not match the fee schedule, with the difference shown.

The owner's Monday note in the firm's Slack channel lists which milestones are behind, on which plans, and whose worktray they sit in, with every plan whose Form 5500 falls due in ftwilliam.com within thirty days set beside its PensionPro project.

One morning pass covers the inbox, the recordkeeper site and PensionPro

Matching a reply to its plan means reading the email, finding the plan in PensionPro and opening the project, for every reply in every administrator's inbox. WebRun is an AI agent that works a real Chrome browser, signed in as you. The firm sets up an employee user in PensionPro for WebRun, limited through Access Management on BUSINESS, and chooses which inboxes and recordkeeper sites it reads.

WebRun completes no task, signs nothing and sends nothing to a sponsor; the administrator who owns the plan acts on each list.

Several PensionPro workflows here also open ftwilliam.com: the Form 5500 deadline tracker, the data anomaly check and the document approval routing.