The main workflow, step by step
The window follows one investor from onboarding to a quarterly statement, with the investor relations team on the other side. Pick a step to see its screen. The fund, the investor and all figures are invented for the demonstration.
Onboarding
INV-0418Documents received- Investor type
- Private company
- Identity documents
- Uploaded, under review
- Subscription form
- Signed electronically
- Bank details
- Entered, to be verified
Off the pathIf a document is rejected, the investor sees which one and why, and the commitment stays on hold until it is replaced.
Investor review
INV-0418Approved| Check | Result |
|---|---|
| Identity | Verified |
| Source of funds | Statement accepted |
| Screening | No match |
| Bank account | Confirmed by call back |
Off the pathA screening match stops the approval and opens a case for a second reviewer, with the reason kept on file.
Capital call
CALL-07Issued| Item | Detail |
|---|---|
| Fund | Harbour Quarter Fund |
| Purpose | Phase two construction |
| Due date | End of next month |
| Notices sent | All investors |
Off the pathAn investor who has not opened the notice near the due date appears on a follow-up list for a personal call.
My holdings
INV-0418Call outstanding- Commitment
- Shown in fund currency
- Called to date
- Updated with each call
- This call
- Amount and bank details
- Distributions
- None yet
Off the pathPayment is made by bank transfer outside the portal, and the status changes once fund accounting records the receipt.
Quarterly report
Q-REPORTPublished| Document | Audience |
|---|---|
| Fund report | All investors |
| Capital statement | Each investor, own figures |
| Property update | All investors |
Off the pathIf a statement must be corrected, the new version replaces the old one for the investor and both remain in the audit record.
Who uses it, and what each role can do
Investors expect confidentiality as a matter of course, and regulators expect a record. The roles separate what each party sees and keep every action attributable.
| Role | Sees | Can do |
|---|---|---|
| Investor | Their own holdings, notices and documents | Complete onboarding, acknowledge notices, download |
| Investor's adviser | What the investor chooses to share | View and download on the investor's behalf |
| Investor relations | All investors of the funds they manage | Publish notices and reports, answer questions |
| Compliance officer | Onboarding files and screening results | Approve, reject or escalate an investor |
| Fund accountant | Positions, calls and distributions | Confirm figures before they are published |
When the work leaves the usual path
Money, identity and deadlines meet in this product, so the unusual cases matter more than the routine. We design each of these paths with your compliance team.
| Situation | What the system does | Who decides |
|---|---|---|
| Identity document rejected | Names the document and holds the commitment | Compliance officer |
| Screening returns a match | Stops approval and opens a review case | Compliance officer |
| Capital call unpaid at due date | Flags the investor and starts follow-up | Investor relations |
| Bank details changed | Requires confirmation through a second channel | Fund accountant |
| Statement issued with an error | Replaces it and keeps both versions on record | Fund accountant |
| Investor transfers their interest | Closes one position and opens another | Investor relations |
What it connects to
The portal presents figures that are calculated elsewhere. Which of these systems you run, and how each can be reached, is established before any design is fixed.
| System | What moves | Direction |
|---|---|---|
| Fund accounting system | Commitments, calls, distributions, balances | Into the portal |
| Identity and screening service | Verification and screening results | Both ways |
| Electronic signature service | Subscription documents and consents | Both ways |
| Document storage | Reports, statements and tax documents | Into the portal |
| CRM | Investor contacts and activity | Both ways |
What a first release includes
Investor onboarding
A guided application with document upload, electronic signature and a review queue for your compliance team.
Holdings view
Commitment, called capital, distributions and current position for each fund or property the investor holds.
Capital calls and distributions
Notices issued to the right investors, with acknowledgement, due dates and status from fund accounting.
Document library
Reports, statements and tax documents, filed per investor and period, with a record of each download.
Secure access
Individual sign-in with a second step, delegated access for advisers and a log of every view.
Investor relations workspace
One place to publish, see who has read what and follow up on open items.
Often added after the first release
- Online subscription to new offerings
- Secondary transfers between investors
- Investor voting and consents
- Performance dashboards by property
- A mobile app for notices
What we need from you
- Your fund structures and the documents investors receive today
- How commitments, calls and distributions are recorded in fund accounting
- Your onboarding and screening policy, as agreed with compliance
- The jurisdictions your investors are in
- An investor relations manager and a friendly investor to test with
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us a sample investor statement and your onboarding checklist, with names removed. We reply with the first release we would propose and what we would need from your fund accounting. Start a conversation or book a 30-minute call.
Common questions
Does the portal calculate investor positions?
No, and it should not. Positions, calls and distributions are calculated in your fund accounting system, which remains the single authority. The portal reads those figures and presents them to each investor. Keeping calculation in one place avoids the situation where a statement and the portal disagree, which damages confidence faster than any delay.
How is confidential investor data protected?
Each request is checked on the server against what that investor may see, sign-in uses a second step, documents are stored encrypted and every view and download is logged. We recommend an independent security test before launch. Regulatory requirements differ by jurisdiction, so the controls are agreed with your compliance and legal advisers during scoping.
Can investors subscribe to new offerings through it?
They can, as a later phase. Online subscription adds eligibility checks, offering documents, signatures and allocation, and it is regulated differently from one country to another. Most firms begin with onboarding, reporting and notices for existing investors, then add subscription once the portal is in daily use.
Will it work for both funds and single-property deals?
Yes. The structure is a set of vehicles, each with its investors and their positions. A vehicle can be a fund holding several properties or a company holding one. Investors with interests in several vehicles see them together, and your team publishes to one vehicle or to all.