Vistra and Ylookup — scaling client onboarding without scaling headcount
investor records migrated across 2 jurisdictions
saved — no additional headcount required
saved per year vs. manual processing
Vistra is one of the world's leading fund administration and financial services groups, with over 9,000 employees across more than 50 jurisdictions and a team of 2,000 dedicated fund experts. Their Luxembourg operations alone represent 66 nationalities, reflecting the depth and global reach of their client base.
As the private capital industry has grown more complex, Vistra has consistently invested in technology and process to stay ahead — managing an increasingly diverse set of fund structures, investor types, and regulatory requirements across markets like Luxembourg and North America. Their finance teams are specialists, and they hold themselves to exacting standards when it comes to data integrity and compliance.
In early 2026, Vistra undertook a major investor onboarding — moving ~30,000 investors and their related parties from multiple source systems into their centralised platform. With an average of three related-party records per investor, the total scope reached approximately 90,000 records across all jurisdictions, all subject to a hard customer and compliance deadline.
The complexity of the project reflected the reality of operating at Vistra's scale. Data had accumulated across several system over years of operations, each with its own structure and conventions. Reconciling records across jurisdictions required a level of precision and throughput that the team recognised would benefit from a technology-first approach.
Vistra partnered with Ylookup to run the client onboarding end-to-end, working embedded alongside the fund accounting and technology teams from the outset.
"Ylookup gave us a way to hit the deadline at the level of quality we needed, without the overhead of standing up a large manual team to do it."
Managing Director, Client Onboarding - Vistra
Ylookup handled the full migration workflow: extraction from source systems, deduplication and name matching across jurisdictions, UBO and related-party relationship mapping, and final upload into accounting system — with a complete audit trail and reconciliation report at every step.
Ylookup extended what the existing Vistra team was able to do. Exceptions and edge cases requiring human judgement were surfaced clearly for review; the bulk of the processing ran automatically. This gave Vistra's specialists the visibility and control they needed while dramatically reducing the time the migration would otherwise have taken.
By the end of the project, Vistra had processed 32,000 hours of work that would otherwise have required a significant expansion of their team — meeting their customer deadline and establishing a repeatable workflow for future client onboardings.
~90,000 investor records migrated across Luxembourg & North America
32,000 hours of processing delivered without expanding the team.
Team of 25 FTEs freed up to focus on high-value client work
Full audit trail at every step with reconciliation reports
Ylookup — workflow automation for fund administration
Vistra and Ylookup — scaling client onboarding without scaling headcount
"Ylookup gave us a way to hit the deadline at the level of quality we needed, without the overhead of standing up a large manual team to do it."
Managing Director, Client Onboarding - Vistra
Vistra is one of the world's leading fund administration and financial services groups, with over 9,000 employees across more than 50 jurisdictions and a team of 2,000 dedicated fund experts. Their Luxembourg operations alone represent 66 nationalities, reflecting the depth and global reach of their client base.
As the private capital industry has grown more complex, Vistra has consistently invested in technology and process to stay ahead — managing an increasingly diverse set of fund structures, investor types, and regulatory requirements across markets like Luxembourg and North America. Their finance teams are specialists, and they hold themselves to exacting standards when it comes to data integrity and compliance.
investor records migrated across 2 jurisdictions
saved per year vs. manual processing
saved per year vs. manual processing
saved per year vs. manual processing
In early 2026, Vistra undertook a major investor onboarding — moving ~30,000 investors and their related parties from multiple source systems into their centralised platform. With an average of three related-party records per investor, the total scope reached approximately 90,000 records across all jurisdictions, all subject to a hard customer and compliance deadline.
The complexity of the project reflected the reality of operating at Vistra's scale. Data had accumulated across several system over years of operations, each with its own structure and conventions. Reconciling records across jurisdictions required a level of precision and throughput that the team recognised would benefit from a technology-first approach.
Vistra partnered with Ylookup to run the client onboarding end-to-end, working embedded alongside the fund accounting and technology teams from the outset.
Ylookup handled the full migration workflow: extraction from source systems, deduplication and name matching across jurisdictions, UBO and related-party relationship mapping, and final upload into accounting system — with a complete audit trail and reconciliation report at every step.
Ylookup extended what the existing Vistra team was able to do. Exceptions and edge cases requiring human judgement were surfaced clearly for review; the bulk of the processing ran automatically. This gave Vistra's specialists the visibility and control they needed while dramatically reducing the time the migration would otherwise have taken.
By the end of the project, Vistra had processed 32,000 hours of work that would otherwise have required a significant expansion of their team — meeting their customer deadline and establishing a repeatable workflow for future client onboardings.
~90,000 investor records migrated across Luxembourg & North America
32,000 hours of processing delivered without expanding the team.
Team of 25 FTEs freed up to focus on high-value client work
Full audit trail at every step with reconciliation reports
