CASE STUDY - BILTMORE

AT A GLANCE

Biltmore Family Office is a multi-family office serving 65–70 ultra-high net-worth families. And the complexity of the wealth landscape is substantial: wealth spread across hundreds of legal entities, thousands of alternative investment positions, and multiple custodians and technology platforms. Biltmore oversees billions of dollars and delivers highly customized family office services that extend far beyond investment management.

As the firm grew, it became clear that best-in-class point solutions alone were not enough. Biltmore needed a centralized platform to serve as the hub for these point solutions—to organize and share complex client and entity data, coordinate workflows, and allow its technology stack to operate as a cohesive system. That need led the firm to WealthHub.

Key Outcomes

  • Centralized system of record for complex client, entity, and ownership data
  • Standardized workflows for capital calls, distributions, wire transfers, and approvals
  • Improved accuracy and consistency across custodians and internal systems
  • Reduced manual work, operational risk, and reliance on email
  • Faster execution of money movements and subscription documentation
  • Stronger collaboration across operations, client service, and front office
  • Clear visibility into client complexity and operational effort beyond AUM

THE CHALLENGE

When Complexity Outgrows Spreadsheets

Biltmore’s operating model—where families and their legal entities invest directly into alternative assets—creates significant operational demands. Capital calls, distributions, wire transfers, approvals, and documentation must all be executed at the entity level, often under tight timelines and with client-specific authorization requirements.

Critical information lived across Excel spreadsheets, custodial systems, Addepar, SharePoint, and email, with each system organized differently and none designed to serve as a true system of record for legal and fiduciary complexity.

Chris Cecil, Biltmore Partner & CEO, explained “Families don’t think in account numbers. They think in trusts, LLCs, and ownership structures. Our systems didn’t reflect that.”

As activity increased, so did manual work, operational risk, and reliance on individual knowledge.

THE SOLUTION

A Platform Built for Complex Family Structures

After evaluating traditional CRM systems that failed to meet its needs, Biltmore selected WealthHub for its deep understanding of entities, trusts, beneficiaries, and the workflows related to these.

Before long, WealthHub became Biltmore’s central operating platform, consolidating client and entity data and powering workflows across the firm’s technology stack. Addepar remains Biltmore’s investment reporting and performance system, with WealthHub functioning as the workflow engine connecting operations, approvals, and documentation.

“The Addepar integration was huge for us,” added Cecil. “It let WealthHub become the workflow engine while Addepar stayed our investment system. The two now speak to each other.”

WealthHub made our stack work the way it was always supposed to.

THE TRANSFORMATION

From Manual Processes to Unified Workflows

WealthHub was initially deployed across Biltmore’s operations, administration, and client service teams, standardizing processes that had previously relied on email, spreadsheets, and manual document handling.

Key workflows, including capital calls, distributions, wire transfers, and approvals, were digitized and standardized, with full audit trails and client-specific authorization preferences captured in one place.

Chris Cecil summarized, “Now everybody knows where all the information is. They open WealthHub, and it’s all there: tasks, data, history, all of it.”

Over time, WealthHub expanded into front-office workflows, tasking, and meeting preparation, improving coordination across teams and reducing dependency on email.

THE PARTNERSHIP

Expert Support That Made the Difference

Biltmore consistently points to the WealthHub customer service and implementation team as a critical factor in its success. WealthHub’s team worked closely with Biltmore to configure workflows, integrations, and document management processes that aligned with the firm’s operating model while introducing best practices that elevated efficiency and consistency.

“We didn’t want a CRM we had to bend into a family office system,” Cecil explained. “We needed something already built around entities, trusts, beneficiaries, and workflows.”

THE RESULT

Clarity, Efficiency, and Faster Execution

With WealthHub serving as Biltmore’s centralized system
of record, the firm has achieved:

  • More accurate, consistent data across systems
  • Faster execution of capital calls and money movements
  • Reduced manual work with lower error rates
  • Improved collaboration across teams
  • Faster turnaround on complex subscription and documentation processes
“WealthHub connected everything for us. It made our stack work the way it was always supposed to,” added Cecil.
 
Biltmore can now quantify operational complexity and clearly demonstrate value beyond investment performance, an essential capability for long-term family office relationships.

Now everybody knows where all the information is. They open WealthHub, and it’s all there: tasks, data, history, all of it.

CONCLUSION

A Foundation for Scalable, High-Touch Family Office Operations

For Biltmore Family Office, WealthHub has become the foundation that enables growth without sacrificing control, accuracy, or service quality. By unifying complex client data and workflows in one purpose-built platform, Biltmore has transformed how it operates and how it communicates the value of its services.

For family offices navigating increasing complexity, fragmented systems, and rising expectations, WealthHub offers a powerful, practical platform designed to bring order, clarity, and confidence to every aspect
of operations.