Superannuation Fund Rollover Tracking
Automatically monitor super rollover status across platforms like Netwealth, Hub24, and BT Panorama. Get notified when funds land, flag overdue transfers before they cost your clients real money, and keep every record updated without logging into a single portal.
The Problem
Super rollovers should be simple. Client wants to consolidate their accounts, you submit the request through the platform, funds arrive in a few days. Done.
Except it doesn't always work like that. Electronic rollovers via SuperStream are supposed to clear in three to five business days. Complex cases drag out to 20 or even 30+ days. Identity verification holds things up. Incorrect details bounce the request. And the whole time, your client's money is sitting in cash, not invested.
The cost of that delay is real. A $500K rollover stuck in transit for two weeks during a rising market can miss $2,000 to $5,000 in returns. Scale that across a practice managing 20+ rollovers a month and you're looking at tens of thousands in lost growth for your clients every quarter. Billions of dollars in super already sit unclaimed or lost across Australian funds and the ATO. Your clients don't need to contribute to that number.
Right now, most advisers handle this the same way: log into the platform portal every few days, eyeball the status, mentally note which ones seem overdue, and hope nothing slips through. With rollovers spread across three or four platforms, that's three to five hours a week spent on pure status checking. No value created. No advice given. Just clicking and scrolling.
How It Works
The automation creates a tracking layer that sits across your platforms and watches every rollover from submission to settlement. You only hear about it when something needs your attention.
1. Rollover request logged
When you submit a rollover through your platform (such as Hub24, Netwealth, or BT Panorama), a tracking record is created automatically. This record captures the client name, source fund, amount, submission date, and a calculated expected arrival date based on the submission date plus 10 business days. The record lives in a central tracker (such as Airtable or a shared Google Sheet) so every pending rollover is visible in one place.
2. Scheduled status polling
A scheduled workflow runs daily (or multiple times per day for higher volume practices). It checks each platform's API or portal for updated rollover statuses. If the platform provides API access, the check is direct. If not, the workflow monitors email notifications from the platform and parses them for status changes.
3. Funds received notification
The moment a rollover completes and funds land in the receiving account, the automation sends you a notification via Slack or email. The client record in your CRM is updated simultaneously, so your file notes stay current without any manual entry.
4. Overdue rollover flagging
Any rollover that has been pending longer than 10 business days gets flagged as overdue. The automation creates an urgent task in your task manager and sends you a separate alert with the client details, source fund, amount in transit, and the number of business days elapsed. This is the signal to pick up the phone and chase the releasing fund.
5. Client status update
An automated email goes to the client confirming their rollover is being processed and providing an expected timeframe. If the rollover is delayed, a follow up email keeps them informed. Your clients hear from you proactively instead of wondering what's happening with their money.
6. Investment instruction trigger
Once funds arrive, the workflow can trigger preconfigured investment instructions to the platform, so the money moves out of cash and into the client's target allocation without waiting for you to log in and do it manually. Every hour in cash is an hour not invested.
Why Portal Checking Fails at Scale
Checking platform portals works when you're running two or three rollovers at a time. It falls apart at 15 or 20.
The core issue isn't the time it takes (though three to five hours a week is painful). It's that manual checking can only detect the presence of an update. It can't detect the absence of one. When a rollover is progressing normally, you see status changes. When one is stuck, you see nothing. And nothing looks exactly the same as "hasn't been checked yet."
An adviser discovers that a $300K rollover has been sitting in "pending" status for 25 business days. The client's money sat in cash through a 5% market rally. Neither the releasing fund nor the receiving platform flagged the delay. That's $15,000 the client missed out on, and the adviser didn't know until the client called asking why their balance looked wrong.
Platform notifications help, but they only tell you when funds arrive. They don't tell you when something should have arrived but hasn't. The most dangerous signal in rollover management is silence, and that's exactly the signal humans are worst at detecting.
One Dashboard Across Every Platform
Most practices use at least two wrap platforms. Some use four or five. Each has its own portal, its own login, its own way of displaying rollover status.
Hub24 built a dedicated Rollover In dashboard because they recognised that tracking rollovers was consuming too much adviser time. That's a genuine improvement for Hub24 rollovers. But it doesn't help you track the Netwealth rollover submitted the same day, or the BT Panorama one from last week.
The automation pulls status data from every platform into a single view. One tracker. Every pending rollover, every completed rollover, every overdue rollover. Sorted by days elapsed, filterable by client or platform. You open one screen and see everything. No more tabbing between portals and trying to remember which ones you already checked today.
The Business Impact
Take a practice with two advisers, each managing around 15 rollovers per month. At three to five hours per week on manual portal checking, that's roughly four hours per adviser per week. At a billable rate of $300 per hour, that's $2,400 per week in time that could be spent on advice. Over a year, that's $124,800 in recovered capacity.
Now add the client side. If even 10% of rollovers experience delays beyond 10 business days, and the average delayed rollover sits in cash for an extra two weeks on an average balance of $400K, you're looking at roughly $1,500 per delayed rollover in missed returns. At three delayed rollovers per month, that's $54,000 per year in protected client returns.
The build cost for this automation sits between $2,000 and $5,000, with ongoing tool costs of $20 to $50 per month. The payback period is measured in days, not months.
- Three to five hours per adviser per week recovered from manual portal checking
- Every overdue rollover flagged automatically at the 10 business day mark
- Client funds moved out of cash and into target allocation within hours of arrival
- Single dashboard view across Hub24, Netwealth, BT Panorama, and other platforms
- Automated client communication at submission, processing, and completion stages
- Full audit trail of every rollover with dates, amounts, and status changes
Frequently Asked Questions
Do all platforms offer API access for rollover tracking?
Not all platforms expose rollover status via API. Hub24 and Netwealth both offer API and developer tools. For platforms without direct API access, the automation can monitor email notifications from the platform and parse status updates from those. The tracking still works; it just uses a different data source.
What about rollovers that require manual steps like identity verification?
The automation tracks time elapsed regardless of the reason for delay. If a rollover requires identity verification or has other manual steps, it still gets flagged at the 10 business day mark. The flag prompts you to investigate and take action, whether that means chasing the fund or helping the client complete a verification step.
Can this handle SMSF rollovers too?
Yes. SMSF rollovers have additional compliance requirements, but the tracking logic is the same: log the request, monitor for completion, flag delays. The automation can be configured with different expected timeframes for SMSF rollovers since they often take longer than standard retail fund transfers.
We only do a handful of rollovers per month. Is this worth it?
Even at five rollovers per month, one delayed transfer on a large balance can cost your client thousands in missed returns. The automation also removes the mental load of remembering to check. If you've ever had a client call asking about a rollover you forgot to follow up on, you already know the value.
Does the business day calculation account for public holidays?
Yes. The date calculation module factors in weekends and Australian public holidays (including state specific holidays if configured). This ensures the 10 business day threshold is accurate and you're not getting false alarms over long weekends.
Will this work with our existing CRM and task management tools?
The automation connects to most common CRM platforms (Salesforce, HubSpot, Pipedrive, and others) and task managers (Asana, Monday, ClickUp). Client records are updated directly in your CRM when rollovers complete, and overdue alerts create tasks in whatever tool your team already uses.
How long does setup take?
Most practices are up and running within one to two weeks. The build includes connecting your platforms, configuring notification preferences, setting up the tracking database, and testing with a few live rollovers. Book your free audit and we'll map out exactly which platforms and tools need connecting for your practice.
Sources
Automations we’ve already built
Thirty days after onboarding begins, an automated workflow surveys your client, pulls milestone data from your project tools, generates an AI written retrospective, and flags anyone who needs a recovery call. Every onboarding teaches the next one.
When a new client lands in your practice management software, this automation generates a tailored engagement letter with the right services, fees, and deadlines, sends it for electronic signature, then builds the client folder and kicks off your onboarding checklist. No chasing. No waiting.
A project manager fills out a short form after a discovery call. Within minutes, AI drafts a full Statement of Work into your branded template, routes it through Slack for internal approval, and sends it to the client for signature.
When a project closes in your PM tool, this automation collects every contract, deliverable, and sign off from across your systems, organises them into a standardised archive folder, and generates a summary PDF. No manual cleanup required.
When a contact is tagged in your CRM as needing an NDA, the agreement is generated from a template with their details prefilled, sent for signature, and tracked automatically. Overdue NDAs trigger reminders so nothing slips through.
Automatically converts raw meeting notes or recordings into structured, branded board minutes with tracked resolutions and action items, so your admin staff can stop spending full days on documentation that nobody reads until it's too late.
Capture scope changes on site, generate costed PDFs, route them through internal approval and client e signature, and log everything automatically. No verbal agreements, no lost paperwork, no payment disputes.
When a new contract lands in your cloud folder, an AI agent extracts the text, checks every clause against a risk framework, and sends your team a structured memo flagging the problems that actually matter. Preliminary review drops from hours to minutes.
When a new contractor lands in your HR system or Airtable base, this automation generates a complete document bundle, sends it as a single signing package through PandaDoc, and updates your records the moment everything is signed.
When a deal hits the proposal stage in your CRM, this automation pulls the client name, scope, pricing, and line items, then merges everything into a branded template. The finished PDF lands back on the deal record and in the prospect's inbox without anyone touching a document.
When every party signs a document in DocuSign or PandaDoc, this automation downloads the completed PDF, renames it to your filing convention, stores it in the right client folder, and notifies the account manager. No manual downloading, no misfiled contracts.
A scheduled workflow scans your contracts database daily, flags renewals at 30, 14, and 7 day intervals, and sends tiered alerts to account managers and leadership so nothing expires unnoticed.
When a new client is created in your CRM, this automation builds their billing profile, generates the first invoice, sets up recurring payments, and sends a secure link to collect their payment method. No manual data entry between systems, no forgotten first invoices.
When a project is marked complete in your project management tool, this automation pulls billable hours and rates, generates a branded PDF invoice, and emails it to the client with payment instructions. A copy lands in the client folder without anyone lifting a finger.
When a new patient books an appointment, this automation sends digital intake forms, collects consent and insurance details, converts everything to PDF, files it in the patient folder, and notifies your front desk. No clipboards. No data entry.
An AI agent that turns your meeting recordings into structured summaries, assigned action items, and tracked tasks across Slack, Asana, and Notion. No more post meeting admin, no more forgotten decisions.
An automated workflow pulls client KPIs from your data sources on the first business day of each month, populates branded report templates, converts them to PDF, and emails every client their personalised report before your team starts work.
Automatically classify incoming contracts by type, route each one to the right reviewer, and track every document through the review pipeline so nothing stalls in someone's inbox.
When a new B2B client submits their intake form, this automation reads every team member's role and sends each person the exact onboarding content they need. Billing contacts get payment setup. Project sponsors get the timeline. Day to day operators get tool access and kickoff details. Every stakeholder's progress is tracked independently until all are ready.
When a new client record lands in your CRM with a signed engagement letter, a prefilled contract is automatically generated and sent for e signature. No copying, no delays, no forgotten clauses.
When a prospect opens your proposal, this automation logs the view in your CRM, pings the assigned salesperson on Slack, and sends a templated follow up email if the document stays unsigned after 48 hours.
When a real estate agent fills out a short form with property details and buyer information, the automation generates a complete contract of sale, attaches the correct disclosure forms, and sends the full package to DocuSign with the right signing order.
Automatically converts approved quotes into signed service contracts with warranty terms, payment schedules, and scope definitions. No manual paperwork, no verbal agreements, no disputes three months later.
When a vendor sends a contract, AI extracts payment terms, liability caps, termination clauses and auto renewal dates into a structured row. Your procurement team can then compare every vendor agreement side by side, spotting bad deals before anyone signs.
Not ready to talk yet? Start here.
Everything we've learned building 300+ automations for small businesses, in one practical guide. Written for business owners, not engineers.
- Where your team's hours are actually disappearing
- The five automations worth setting up first and why
- How to calculate what manual work is actually costing you
- A step by step checklist to get your first automation live this week
Completely free.