50 startups, 3 people, every hat
Portfolio data collection, LP reporting, SAFE reconciliation, Form D filings, compliance reviews, vendor risk, access controls. Your 1-3 person team handles fund ops, compliance, finance, and IT security while chasing founders for data. PitCrew runs the grunt work, flags what needs GP judgment, and produces audit-ready evidence as a byproduct.
The Reality
The grunt work that costs your fund time, money, and risk
Portfolio company data chase is 40-60 hours per quarter
20-80 startups, inconsistent formats, founders ghost you. One sends a Google Sheet, another sends a PDF screenshot of their Stripe dashboard. Half don't respond to the first email. Your fund controller sends 3-5 follow-up emails per company, every quarter, manually tracking who submitted what.
Compliance covers Form D, Form PF, LP reports, and marketing
Form D filings due within 15 days per offering. Form PF for larger funds. LP report narratives need review for forward-looking statements under Rule 506. Marketing materials for fundraising need compliance sign-off. Your CCO handles all of this, often as one person, across multiple fund entities and SPVs.
SAFE and convertible note reconciliation across 50 companies
Conversion triggers, valuation caps, discount rates, pro-rata rights vary per deal. SAFEs convert at different milestones. Some companies have 3 rounds of convertible notes outstanding. Your fund accounting team reconciles these against cap tables manually, and the cap tables are often wrong.
One person manages IT security across the entire fund
Your fund uses data rooms, LP portals, cap table platforms, fund admin systems, and CRM. Access reviews, vendor SOC 2 assessments, and breach notification readiness fall to whoever also handles ops. When a team member leaves, deprovisioning across 8+ systems is manual and easy to miss.
How It Works
The grunt work across every cycle
Portfolio monitoring, compliance, finance, IT security, and investor relations. Each tab shows what your team handles today and what changes with PitCrew.
Portfolio Company Data Monitoring
Startups update metrics sporadically. Revenue numbers arrive via email, Slack, or investor update decks. Your ops team manually enters data into your portfolio tracking tool, often weeks after the period ends.
With PitCrew: Incoming data from emails, shared folders, and investor updates automatically extracted and validated against prior periods. Anomalies flagged. Your team reviews exceptions, not data entry.
Cap Table Tracking
Cap tables change with every priced round, SAFE conversion, option grant, and secondary sale. Your fund's ownership percentage shifts without notification. You find out when the next round's term sheet arrives and the numbers don't match your records.
With PitCrew: Cap table changes from Carta, Pulley, and AngelList tracked against your fund accounting records. Ownership percentage drift flagged before it affects valuations or LP reporting.
SAFE and Convertible Note Updates
SAFEs and convertible notes have different conversion triggers, valuation caps, and discount rates. When a portfolio company raises a priced round, your team manually checks each outstanding instrument to determine conversion terms. Missed conversions mean incorrect fund valuations.
With PitCrew: Outstanding SAFEs and convertible notes tracked per portfolio company. Conversion triggers monitored against incoming round data. Terms reconciled automatically. Your team confirms conversions, not calculates them.
Deal Flow Pipeline Management
Inbound deal flow arrives via email, warm intros, and conference meetings. Partners track opportunities in their own spreadsheets. No single view of pipeline status. Duplicate outreach to the same company from different partners.
With PitCrew: Deal flow from email and CRM consolidated into a single pipeline view. Duplicate companies flagged. Stage progression tracked. Partner attribution maintained. Weekly pipeline digest generated.
Portfolio Data Collection (Chasing 20-80 Startups)
Every quarter, your fund controller emails 20-80 founders requesting financials, headcount, runway, and KPIs. Responses trickle in over 3-6 weeks. Formats vary wildly. 3-5 follow-ups per company. 40-60 hours per quarter just on collection.
With PitCrew: Personalized data requests sent to each portfolio company. Responses tracked automatically. Partial submissions identified with specific missing fields. Follow-ups triggered on schedule. Your controller reviews complete data, not chases it.
LP Report Assembly
LP reports require fund performance metrics (IRR, TVPI, DPI), portfolio company summaries for 20-80 companies, partner commentary on key investments, and new deployment highlights. Data comes from fund admin, portfolio tracking, CRM, and partner input. Assembly takes 2-4 weeks.
With PitCrew: Fund performance pulled from fund admin system. Portfolio summaries generated from collected data with color-coded status. Partner commentary sections routed for review. Compliance checks run on narrative. Your GP reviews and approves, not assembles.
Capital Account Updates
Each LP's capital account reflects contributions, distributions, management fees, carried interest allocations, and unrealized gains. Multi-series funds with different terms multiply the complexity. Quarterly statements must reconcile to fund-level accounting.
With PitCrew: Capital accounts calculated per LP, per series, per fund. Fee offsets, recycling provisions, and waterfall calculations applied per LPA terms. Statements generated and reconciled to fund-level totals before distribution.
Fund Performance Calculations (IRR, TVPI, DPI)
IRR, TVPI, and DPI calculations require accurate cash flows, current valuations, and consistent methodology across vintage years. Unrealized valuations on pre-revenue companies are inherently subjective. Your fund admin provides numbers, but GPs need to review and justify each valuation.
With PitCrew: Performance metrics calculated from fund accounting data. Valuation inputs cross-referenced against portfolio company financials and comparable transactions. Methodology consistency checked across periods. GP reviews valuation judgments, not spreadsheet formulas.
Fund Audit Prep
Annual audits require complete documentation for every investment, valuation support for Level 3 assets, management fee calculations, carried interest waterfalls, and capital account reconciliations. Your ops team spends 4-8 weeks pulling documents from email, data rooms, and fund admin portals.
With PitCrew: Audit workpapers assembled from evidence produced throughout the year. Investment documentation indexed per portfolio company. Valuation support files organized by methodology. Your team provides auditor access, not assembles binders.
ASC 820 Valuations (Level 3 Inputs)
Pre-revenue startups require Level 3 fair value measurements. Valuation methodologies include option pricing models, probability-weighted expected returns, and calibration to recent rounds. Each portfolio company needs documented support. 47 companies means 47 valuation memos.
With PitCrew: Valuation inputs compiled per portfolio company: recent round pricing, comparable transactions, financial metrics. Draft valuation memos generated with methodology documentation. Your valuation committee reviews judgments, not builds the packages.
Cybersecurity Assessment and Access Reviews
Your fund operates across data rooms, LP portals, cap table platforms, fund admin, CRM, and deal flow tools. Access reviews across all these systems fall to whoever handles ops. When a team member or portfolio company board observer leaves, deprovisioning across 8+ systems is manual and inconsistent.
With PitCrew: Access logs pulled from connected systems. User permissions reviewed per platform. Deprovisioning tracked with confirmation. Assessment documented with evidence for SEC examiners.
Vendor Due Diligence
Data rooms, LP portals, cap table platforms, fund admin systems. Each vendor handles sensitive LP and portfolio company data. Reg S-P requires breach notification clauses. Your team checks if a SOC 2 exists without reading the 100-page report. Contract terms go unreviewed until an incident.
With PitCrew: Vendor SOC 2 reports read, gaps identified. Contract clauses checked against Reg S-P requirements. Risk tiering applied by vendor criticality. Your team reviews risk assessments, not raw reports.
Capital Calls and Distributions
Capital calls require LP-level calculations based on commitment amounts, prior contributions, and recycling provisions. Distribution waterfalls vary per LPA. Side letter terms create LP-specific exceptions. Your ops team manually calculates each LP's share and generates individual notices.
With PitCrew: Capital call amounts calculated per LP based on LPA terms and side letter provisions. Distribution waterfalls applied with carried interest calculations. Notices generated and tracked. Wire confirmations reconciled.
Investor Onboarding (KYC/AML, 506(c) Verification)
New LP onboarding requires subscription agreements, KYC/AML documentation, accredited investor verification (506(c)), ERISA status determination, and tax documentation. Documents arrive piecemeal. Same data re-entered into fund admin, CRM, and compliance systems.
With PitCrew: Subscription documents read, data extracted, investor profiles created across systems. KYC/AML checks run. Accreditation status verified. ERISA and tax classification documented. Your team handles investor questions, not data entry.
Form D Filing and New Fund Formation
Form D filings due within 15 days of first sale of securities. Each new fund, follow-on vehicle, and SPV requires its own filing. Amendments needed for material changes. Your CCO tracks filing deadlines manually across multiple entities.
With PitCrew: Filing deadlines tracked per entity. Form D data pre-populated from fund formation documents. Amendment triggers monitored. Filing status tracked with confirmation receipts. Your CCO reviews and files, not tracks deadlines.
Side Letter Management
Side letters create LP-specific terms for fees, co-investment rights, reporting frequency, MFN provisions, and transfer restrictions. Your ops team manages 20-80+ side letters across funds. Compliance with each letter's terms is tracked in spreadsheets. MFN elections trigger cascading updates.
With PitCrew: Side letter terms extracted and tracked per LP. Fee calculations, reporting schedules, and co-investment rights applied automatically. MFN elections monitored. Your team manages relationships, not spreadsheets.
PitCrew Skills
8 Skills configured for your VC fund
A Skill is an agentic workflow that connects to your systems, runs the work end-to-end, surfaces exceptions for your team to review, and produces a complete evidence trail. Our team configures each one to your fund's data, policies, and thresholds.
Reconcile Data
Compare cap tables against fund accounting records, portfolio company data against prior period submissions, and LP capital accounts across fund admin and internal systems. Flags ownership discrepancies, SAFE conversion mismatches, and capital account breaks before they cascade into LP reports.
Review Documents
Review LP report narratives for forward-looking statements and SEC Rule 506 compliance. Check subscription agreements for completeness. Review side letters for MFN conflicts. Flag issues before distribution to LPs or filing with regulators.
Extract Data
Pull structured data from startup financials in QuickBooks, spreadsheets, investor update emails, and pitch decks. Extract KPIs, revenue, burn rate, and headcount from inconsistent formats. No more manual re-keying from founder-submitted PDFs into your portfolio tracking system.
Validate Fees
Calculate management fees against LPA terms per fund and series. Validate fee offsets from portfolio company board fees. Check organizational expense caps. Compare calculated fees to what was charged per LP. Identifies overcharges and undercharges before K-1 preparation.
Onboard Entities
Onboard new LPs across fund admin, CRM, and compliance systems. Read subscription agreements, extract investor data, run KYC/AML checks, verify accreditation (506(c)), and determine ERISA and tax status. Also handles new fund formation entity setup and portfolio company onboarding.
Generate Reports
Assemble quarterly LP reports with fund performance, portfolio company summaries, and partner commentary. Generate capital account statements, K-1 packages, and audit workpapers. Data aggregated from fund admin, portfolio tracking, and CRM. Your GP reviews the output, not the data pull.
Monitor Drift
Continuous monitoring for portfolio company KPI changes, cap table updates, SAFE conversion triggers, and fund-level compliance thresholds. Detects when a startup's burn rate spikes, when cap table ownership doesn't match your records, or when Form D amendment triggers are hit.
Respond to Inquiries
Assemble responses to LP due diligence questionnaires, audit requests, and regulatory inquiries from your evidence trail. Every workflow run throughout the year produces indexed, timestamped evidence. When the request arrives, the evidence is already organized.
Integrations
Connects to the systems your fund runs on
Don't see yours? We build custom integrations for whatever your fund runs on.
CRM / Deal Flow
- Affinity
- Attio
- DealCloud
- Salesforce
Portfolio / LP Reporting
- Carta
- Visible
- Chronograph
- AngelList
Fund Admin
- Juniper Square
- Carta Fund Admin
- Allocations
Cap Table
- Carta
- Pulley
- AngelList Stack
Data Rooms
- DocSend
- Datasite
- Google Drive
LP Reporting
- Juniper Square
- Carta
- Chronograph
Accounting
- QuickBooks
- NetSuite
- Sage Intacct
Productivity
- Outlook
- Slack
- Notion
Frequently asked questions
Last updated:
How does PitCrew handle portfolio company data collection?
PitCrew sends personalized data requests to each portfolio company on your schedule. Responses are tracked automatically with status per company: complete, partial (with specific missing fields identified), or outstanding. Follow-up reminders are triggered based on your escalation timeline. Data from various formats (spreadsheets, PDFs, emails) is extracted and normalized. Your fund controller reviews complete, validated data instead of chasing founders.
Can PitCrew reconcile SAFEs and convertible notes?
Yes. PitCrew tracks outstanding SAFEs and convertible notes per portfolio company, including valuation caps, discount rates, conversion triggers, and pro-rata rights. When a portfolio company raises a priced round, conversion terms are calculated against each outstanding instrument. Cap table ownership is reconciled against your fund accounting records. Discrepancies are flagged with the specific instrument and variance for your team to resolve.
How does LP report generation work?
PitCrew assembles LP reports by pulling fund performance metrics (IRR, TVPI, DPI) from your fund admin system, portfolio company summaries from collected data, and new investment highlights from your CRM. The report draft includes a color-coded portfolio summary grid across all companies. Compliance checks flag forward-looking statements and performance claims per SEC Rule 506. Partner commentary sections are routed to each GP for review. Your team approves and distributes, not assembles.
Does PitCrew help with Form D and Form PF filings?
PitCrew tracks Form D filing deadlines per entity (15 days from first sale). Filing data is pre-populated from fund formation documents. Amendment triggers are monitored for material changes. For Form PF (applicable to larger funds), data is aggregated from fund accounting and portfolio systems. Your CCO reviews pre-populated filings and files. Deadline tracking and confirmation receipts are documented in the evidence trail.
How is fund data protected?
PitCrew is SOC 2 Type II certified. Hosted on AWS with three-tier network isolation, encryption at rest (KMS), TLS 1.2+ in transit, and Multi-AZ deployment. Zero data retention after processing. Your data is never used for model training. Every access logged and auditable.
Stop wearing 8 hats. Start with a diagnostic
We review your systems, map the grunt work across portfolio operations, LP reporting, compliance, and fund accounting, and show you exactly where PitCrew fits. 15 working days from first call to production.
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