Discuss your projectGive your investors a polished portal with everything they need, your deal team one pipeline it trusts, and your partners every portfolio company’s numbers in one place, ready for the quarterly report. Quarter-end stops being a scramble, and your team gets back to deals and investors.
Illustration of a portfolio monitoring workflow built by Baybloom for an investment firm: KPI and financial requests to portfolio companies, submissions checked by an analyst, and approved figures carried into fund reporting.
COOs, CFOs, investor relations leads, and operating partners at private equity and growth equity firms, venture capital firms, family offices, and wealth managers and registered investment advisers. The deal team works in a CRM, the fund administrator keeps the books, portfolio companies send results as spreadsheets, and investors ask for documents by email. We build the software between those parts. Hedge funds are not covered here, because trading and order management systems are a different kind of work.
The workflow
The steps we see most often in this kind of operation.
What we build
Statements, capital account activity, documents, and notices for limited partners, clients, and co-investors, with access limited to the entities and accounts each one holds.
Pipeline stages, relationships, and diligence documents linked by deal, either built around DealCloud, Affinity, or Salesforce or as a CRM shaped to the firm’s process.
KPIs and financials requested from portfolio companies, checked against agreed definitions and prior periods, and reviewed by an analyst before they are accepted.
Fund and investor reports assembled from connected records, with every figure traced to the submission or administrator report it came from.
Notices prepared from the fund administrator’s calculations, reviewed and approved internally, published to investors, and tracked until each one is settled.
For wealth managers and registered investment advisers, onboarding steps and requested documents gathered in one place, with each client’s status visible to the team.
Terms and figures extracted from data rooms, agreements, and reports, linked to their source pages, and approved by a person before anyone relies on them.
Your first release
How the work runs
We start with the people doing the work and the systems around it, then write down the first release: what it includes, what it leaves for later, the integration decisions, and the acceptance criteria. Nothing is built until that scope is agreed.
We build in releases you can review as the work takes shape, using realistic data. Every release carries tests, a security review, and documentation. Integrations are tested against real records, with exceptions visible.
Your team receives the documentation, the runbooks, and the training to run the system, and we stay on for continued engineering when you want it.
Scope and price
Every project is priced from a written scope. These are the factors that move it most.
Each fund, feeder, co-investment vehicle, and investor entity adds records, access rules, and reporting definitions to design and test.
Some administrators and custodians provide data feeds and others only reports or portal exports, which decides how much of the work updates automatically.
Agreeing on metrics and definitions across portfolio companies takes work before monitoring and fund reports can be built on them.
Permissions across deal teams, investor relations, portfolio companies, and investors, and the approvals before anything is published, need careful design with the compliance team.
Private equity firm with several funds
At a private equity firm with several funds, quarterly reporting often starts with an analyst emailing every portfolio company for KPIs and financials, then pasting the replies into a template while the fund administrator’s capital account figures are retyped beside them. A first release sends each company a request with the agreed definitions, checks submissions as they arrive, and puts anything unusual in front of an analyst before it is accepted. Capital account figures are read from the administrator’s reports, and the quarterly report is assembled from those records with each figure traced to its source. An investor portal for statements and notices is a natural next phase.
Questions
What leaders in this industry ask us first.
Usually not. The CRM stays the record for relationships and the deal pipeline. We connect it to portfolio monitoring, fund reporting, and documents, or build the workflow the CRM does not cover. Where a firm has outgrown its CRM, replacing it is scoped as a separate decision.
No. The fund administrator keeps the books and remains the record for capital accounts. We read its reports, portal exports, or data feeds so the firm’s portals and reports show the administrator’s figures instead of copies typed by hand.
Investment firms answer to regulators such as the SEC, and those obligations belong to the firm. Data handling, retention, and access are agreed in writing and designed with the firm’s compliance team before any records are connected. We build to those agreed rules and do not give legal or regulatory advice.
The software reads documents in a data room or folder, extracts the terms or figures the team asks for, and links each result to the page it came from. A person reviews and approves every result before it is used. Which AI providers may receive documents, and how they are stored, is agreed in writing first.
Each company receives a request with the metrics and definitions the firm agreed, and submits through a form or a spreadsheet upload. Submissions are checked against those definitions and prior periods, and anything unusual goes to an analyst before it reaches a report.
Usually with the work that repeats every quarter by hand, which is often portfolio monitoring or fund reporting. Those records then support an investor portal, because the portal shows figures the firm has already checked.
Each release moves into ongoing support with monitoring, fixes, and small changes, and larger additions are scoped as the next phase. Documentation and access records are kept current, so the firm’s operations team or IT provider can run the systems alongside us.