The Challenge with PensionPro

One of our TPA clients spent 10 months trying to get PensionPro live. With Stax.ai, they were live in 5 weeks.

Let’s be real: PensionPro has been around for years, and many TPAs started there because it seemed like the only CRM built for retirement plan administration. But today’s environment is different.

Plan sponsors expect self-service portals. Compliance rules keep shifting. TPA teams are stretched thin and need automation, not more manual workarounds.

Here’s the catch: PensionPro onboarding often takes 6–12 months before a firm is fully live. That’s a year of waiting to see ROI. And once it’s up, many TPAs find it doesn’t deliver on automation or client experience.

That’s why firms are making the switch to Stax.ai CX — and doing it in just 4–6 weeks.

Why TPAs Are Choosing Stax.ai CX

• Fast setup: Live in weeks, not months.

• Top-notch Plan Sponsor experience built-in: Modern white-label client portals, dashboards, and secure messaging from day one.

• Automation everywhere: Census data scrubbing, payroll integration, recurring tasks — all handled automatically.

• AI agents on your team: From automatically linking client emails, summarizing and suggesting actions/responses, to analyzing client relationships and AI-assigned automations, Stax.ai truly brings AI to TPAs.

• Scalable growth: Designed to handle hundreds of plans, clients, and workflows without manual bottlenecks.

For a more in-depth analysis, read the Full Stax.ai vs. PensionPro Comparison

The Migration Process: Simpler Than You Think

One of the biggest fears TPAs have is: “Will I lose my data if I move?” The short answer: no. Here’s what it looks like.

Step 1: Export from PensionPro

• You can easily export projects, tasks, templates, clients, plans, contacts, and more.

Step 2: Data Mapping & Import

• Our onboarding team helps map PensionPro fields into Stax.ai CX.

• Automated imports minimize manual cleanup.

Step 3: Configure Workflows & Automations

• We set up your project templates, task automations, and recurring processes during onboarding.

Step 4: Train Your Team & Go Live

• Most teams are comfortable in a few short sessions.

• Firms are fully live in 4–6 weeks.

👉 With Stax.ai, you don’t need to wait a year for ROI.

Comparison: Stax.ai vs. PensionPro

Case Study Snapshots

PlanPerfect PensionPro to Stax.ai CX Case Study

• Migrated from PensionPro in early 2025.

• Full migration completed in 6 weeks.

• Reported some tasks take 15 minutes instead of days.

• Client satisfaction increased 35% after rolling out the client portal.

How to Prepare Your Team for Migration

• Communicate the “why”: Explain that this isn’t just a software swap — it’s about efficiency, automation, and client experience.

• Involve key users early: Team leads and admins should test workflows before full go-live.

• Clean your data: Fix duplicates and archive outdated contacts before export.

• Celebrate quick wins: Show off automation savings and portal adoption early to build buy-in.

Tips for a Smooth Transition

• Don’t overcomplicate it — move the essentials first (projects, clients, contacts).

• Keep feedback loops open during the first month.

• Use Stax.ai’s onboarding specialists — they do the heavy lifting.

• Remember: You’re not alone. Other TPAs have already proven how seamless this move can be.

FAQ: Migrating from PensionPro to Stax.ai

How long does migration take?
Most firms are live in 4–6 weeks, compared to 6–12 months with PensionPro.

What data can I move?
Everything that matters: projects, tasks, templates, clients, plans, and contacts.

Can we run both systems during transition?
Yes, some firms run them in parallel briefly — but most go fully live quickly.

What support does Stax.ai provide?
Dedicated onboarding, data mapping, training, and automation setup.

The Bottom Line

For TPAs still on PensionPro, the choice is clear: keep waiting months for limited functionality, or move to a system that gets you live in weeks and gives you the automation, client experience, and scalability you need to grow.

Stax.ai CX isn’t just another CRM. It’s the next-generation operating system for TPAs.