Portfolio Monitoring
Track invested companies, pipeline opportunities, and rejected deals
Company Tracking Template
Per-company tracker for investment data, terms, milestones, board representation, and quarterly update scheduling. One row per portfolio company.
| Company Name | Investment Amount | % of Fund | Series / Round | Key Terms | Restrictions | Milestone Status | Funding Status | Follow-On Eligible | Sponsoring GP | Board Seat | Quarterly Update Schedule | Last Update Received | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| [Company A] | $5,000,000 | 2.5% | Series A | 1x non-participating liquidation pref | Pro-rata rights, info rights | On track | Fully funded | Yes | [GP Name] | Observer seat | Q1/Q2/Q3/Q4 | 2026-Q1 | |
| [Company B] | $10,000,000 | 5.0% | Series B | 2x participating pref, anti-dilution | Board seat, veto rights | Ahead of plan | Bridge needed | Under review | [GP Name] | Full board seat | Q1/Q2/Q3/Q4 | 2026-Q1 |
Pipeline Tracker Template
Track companies under evaluation with stage, deal sizing, key contacts, IPA status, and initial analysis notes.
| Company Name | Sector | Stage | Deal Size | Our Allocation | Key Contact | Contact Email | IPA Status | Docs Received | Initial Analysis | Source / Referral | Date Added | Next Step |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| [Company X] | AI / Data | Series A | $20M round | $5M | [CEO Name] | ceo@companyx.com | Under review | Deck, financials | Strong unit economics, $2M ARR | [Referrer] | 2026-02-15 | Schedule IPA meeting |
| [Company Y] | Smart Cities | Seed | $8M round | $2M | [Founder Name] | founder@companyy.com | Initial screen | Deck only | Early stage, govt contracts secured | [Referrer] | 2026-03-01 | Request financials |
Rejection Log Template
Archive of reviewed and rejected companies with reason, contacts, and files on record for future reference.
| Company Name | Sector | Rejection Date | Rejection Reason | Key Contact | Contact Email | Files on Record | Reviewed By | Reconsider? | Notes |
|---|---|---|---|---|---|---|---|---|---|
| [Company Z] | Fintech | 2026-01-20 | Valuation too high, weak moat | [CEO Name] | ceo@companyz.com | Deck, financial model | [GP Name] | No | |
| [Company W] | Clean Energy | 2026-02-05 | Outside fund thesis | [CTO Name] | cto@companyw.com | Deck | [GP Name] | Maybe at Series B |
Investor Reporting
Quarterly reports, capital calls, and distribution notices for LPs
Quarterly Report Template
Full LP quarterly report structure: fund overview, performance metrics (NAV, TVPI, DPI, RVPI, IRR), capital activity, portfolio summary, company updates, and GP commentary.
| Section | Field | Value | Prior Quarter | Change |
|---|---|---|---|---|
| Fund Overview | Fund Size (Target) | $1,000,000,000 | -- | -- |
| Fund Overview | Capital Committed | $0 | $0 | -- |
| Fund Overview | Capital Called | $0 | $0 | -- |
| Fund Overview | Uncalled Capital | $0 | $0 | -- |
| Fund Overview | Capital Invested | $0 | $0 | -- |
| Fund Overview | # Portfolio Companies | 0 | 0 | -- |
| Fund Overview | Reserves | $0 | $0 | -- |
| Fund Overview | Cash on Hand | $0 | $0 | -- |
| Performance | Net Asset Value (NAV) | $0 | $0 | -- |
| Performance | TVPI (Total Value to Paid-In) | 0.00x | 0.00x | -- |
| Performance | DPI (Distributed to Paid-In) | 0.00x | 0.00x | -- |
| Performance | RVPI (Residual Value to Paid-In) | 0.00x | 0.00x | -- |
| Performance | Net IRR | 0.0% | 0.0% | -- |
| Performance | Gross IRR | 0.0% | 0.0% | -- |
| Capital Activity | Capital Called This Quarter | $0 | $0 | -- |
| Capital Activity | Distributions This Quarter | $0 | $0 | -- |
| Portfolio Summary | New Investments | 0 | 0 | -- |
| Portfolio Summary | Follow-On Investments | 0 | 0 | -- |
| Portfolio Summary | Exits / Write-Offs | 0 | 0 | -- |
| GP Commentary | Market Environment | [Narrative commentary] | -- | -- |
| GP Commentary | Portfolio Outlook | [Narrative commentary] | -- | -- |
| GP Commentary | Strategy Update | [Narrative commentary] | -- | -- |
Capital Call Notice Template
Formal notice to LPs with commitment amount, call percentage, due date, wire instructions, and purpose of call.
| LP Name | Commitment Amount | Previously Called | This Call % | This Call Amount | Cumulative Called | Remaining Uncalled | Due Date | Wire Instructions Ref | Purpose of Call | Payment Received |
|---|---|---|---|---|---|---|---|---|---|---|
| [LP Name 1] | $50,000,000 | $0 | 10% | $5,000,000 | $5,000,000 | $45,000,000 | 2026-04-15 | See Appendix A | Portfolio investment + mgmt fee | Pending |
| [LP Name 2] | $25,000,000 | $0 | 10% | $2,500,000 | $2,500,000 | $22,500,000 | 2026-04-15 | See Appendix A | Portfolio investment + mgmt fee | Pending |
Distribution Notice Template
LP distribution notices with amount, distribution type (return of capital vs. profit share), and tax allocation breakdown.
| LP Name | Total Distribution | Return of Capital | Profit Share | Tax Allocation (Capital Gains) | Tax Allocation (Income) | Distribution Date | Source (Exit / Dividend) | Wire Reference | Notes |
|---|---|---|---|---|---|---|---|---|---|
| [LP Name 1] | $7,500,000 | $5,000,000 | $2,500,000 | $2,000,000 | $500,000 | 2026-06-30 | Exit: [Company A] | DIST-2026-001 | |
| [LP Name 2] | $3,750,000 | $2,500,000 | $1,250,000 | $1,000,000 | $250,000 | 2026-06-30 | Exit: [Company A] | DIST-2026-001 |
Finance & Treasury
Cash flow tracking, invoice management, and capital call scheduling
Cash Flow Tracker Template
Track all fund-level and management company cash flows with running balances, categorized by activity type.
| Date | Description | Category | Entity | Inflow | Outflow | Running Balance | Notes |
|---|---|---|---|---|---|---|---|
| 2026-01-01 | Opening balance | Opening | Fund | -- | -- | $0 | |
| 2026-01-15 | Capital call #1 receipts | Capital Call | Fund | $50,000,000 | -- | $50,000,000 | |
| 2026-01-20 | Management fee Q1 | Mgmt Fee | Mgmt Co | $250,000 | -- | $250,000 | From fund to mgmt co |
| 2026-02-01 | Investment: [Company A] | Investment | Fund | -- | $5,000,000 | $45,000,000 | Series A investment |
| 2026-02-15 | KPMG audit fee | Fund Expense | Fund | -- | $75,000 | $44,925,000 | Annual audit |
Invoice Approval Form Template
Track vendor invoices with approval workflow, categorize as fund vs. management company expense, and record payment status.
| Vendor | Invoice # | Invoice Date | Amount | Currency | Category (Fund / Mgmt Co) | Expense Type | Approver | Approval Date | Payment Status | Payment Date | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| KPMG | INV-2026-001 | 2026-01-15 | $75,000 | USD | Fund | Audit | [GP Name] | 2026-01-18 | Paid | 2026-01-25 | |
| HIGHVERN | HV-2026-Q1 | 2026-01-31 | $25,000 | GBP | Fund | Administration | [GP Name] | 2026-02-03 | Pending |
Capital Call Schedule Template
Plan and track capital calls across the fund lifecycle with call number, dates, percentages, purpose, and LP-level breakdown.
| Call # | Target Date | % of Commitment | Purpose | Total Amount | Status | Actual Date | Receipts Confirmed | Shortfall | Notes |
|---|---|---|---|---|---|---|---|---|---|
| 1 | 2026-Q1 | 10% | First close + operating reserve | $100,000,000 | Planned | -- | -- | -- | |
| 2 | 2026-Q3 | 15% | Portfolio investments | $150,000,000 | Planned | -- | -- | -- | |
| 3 | 2027-Q1 | 15% | Portfolio investments + follow-ons | $150,000,000 | Planned | -- | -- | -- |
Service Providers
Directory and agreement tracking for fund administrator, auditor, legal, and other providers
Provider Directory Template
Central directory of all fund service providers with contacts, contract dates, fees, and SLA terms.
| Provider Name | Category | Primary Contact | Phone | Contract Start | Contract End | Annual Fee | Fee Structure | SLA Terms | Notes | |
|---|---|---|---|---|---|---|---|---|---|---|
| HIGHVERN | Fund Administrator | [Contact Name] | +44 1534 XXX XXX | contact@highvern.com | 2026-01-01 | 2028-12-31 | $100,000 | Flat annual + per-transaction | Quarterly NAV within 45 days | Jersey-based |
| KPMG | Auditor | [Partner Name] | +44 20 XXXX XXXX | partner@kpmg.com | 2026-01-01 | 2027-12-31 | $75,000 | Fixed annual | Audit report within 90 days of FY end | |
| [Law Firm] | Legal Counsel | [Partner Name] | +1 XXX XXX XXXX | partner@lawfirm.com | 2026-01-01 | Rolling | Hourly | Blended rate $XXX/hr | Response within 48 hrs | |
| [Insurance Broker] | Insurance | [Agent Name] | +44 XXX XXX XXXX | agent@broker.com | 2026-01-01 | 2027-01-01 | $50,000 | Annual premium | D&O coverage, $10M limit | Jersey D&O policy |
Service Agreement Tracker Template
Track all service agreements with execution dates, expiry, renewal terms, and key contractual obligations.
| Provider | Agreement Type | Execution Date | Effective Date | Expiry Date | Renewal Terms | Termination Notice | Key Obligations | Governing Law | Status | Notes |
|---|---|---|---|---|---|---|---|---|---|---|
| HIGHVERN | Fund Administration | 2026-01-01 | 2026-01-01 | 2028-12-31 | Auto-renew annually | 90 days written notice | NAV calc, investor statements, reg filings | Jersey | Active | |
| KPMG | Audit Engagement | 2026-01-01 | 2026-01-01 | 2027-12-31 | Annual reappointment | 60 days written notice | Annual audit, mgmt letter, tax advisory | England & Wales | Active |
Compliance & Regulatory
Compliance calendar and KYC/AML checklists for regulatory requirements
Compliance Calendar Template
Track all regulatory deadlines across jurisdictions (Jersey, UK, etc.) with responsible person assignment and status tracking.
| Deadline | Requirement | Jurisdiction | Regulator / Authority | Entity | Responsible Person | Status | Filing Date | Frequency | Notes |
|---|---|---|---|---|---|---|---|---|---|
| 2026-03-31 | Annual Return - Fund | Jersey | JFSC | MAKR Fund LP | HIGHVERN | Not started | -- | Annual | Filed via HIGHVERN |
| 2026-06-30 | Audited Financial Statements | Jersey | JFSC | MAKR Fund LP | KPMG / FMO | Not started | -- | Annual | Must be filed within 6 months of FY end |
| 2026-01-31 | AML/CFT Annual Compliance Report | Jersey | JFSC | MAKR Fund LP | HIGHVERN | Not started | -- | Annual | |
| 2026-04-30 | GP Company Annual Return | Jersey | JFSC / Companies Registry | MAKR GP Ltd | FMO | Not started | -- | Annual | |
| 2026-12-31 | D&O Insurance Renewal | Jersey | N/A | All entities | FMO | Not started | -- | Annual | Review coverage adequacy |
KYC Checklist Template
Per-LP Know Your Customer checklist tracking required documents, verification status, and expiry dates for AML/CFT compliance.
| LP Name | Entity Type | Jurisdiction | Certificate of Incorporation | Articles / M&A | Beneficial Ownership | ID (Directors / Signatories) | Proof of Address | Source of Funds | Sanctions Check | PEP Check | Verification Status | Verified By | Expiry Date | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| [LP Name 1] | Corporate | UK | Received | Received | Received | Received | Received | Received | Clear | Clear | Verified | HIGHVERN | 2027-01-15 | |
| [LP Name 2] | Sovereign Wealth Fund | UAE | Received | Received | N/A (sovereign) | Received | Received | Received | Clear | Clear | Verified | HIGHVERN | 2027-03-01 | Enhanced due diligence completed |
| [LP Name 3] | HNWI | Singapore | N/A | N/A | N/A | Pending | Pending | Pending | Pending | Pending | Incomplete | -- | -- | Awaiting passport copy |