As a GP, You’re Managing a Lot of Information Every Day
Pitch decks. Agreements. Contracts. Reports. Tax documents. Statements. Correspondence. Distributions. Invoices. And the many variations of these based on your unique business and industry focus. Now, multiply all of these by the number of assets under your management. Even if you’re a smaller firm with just a handful of assets, it’s clear that you and your team are handling a significant amount of information — hence the need for a CRE investor document management solution.
Even if the majority of this documentation is electronic (and we hope it is for your sake!), that’s still a hefty administrative workload. Documentation for and from individual investors, assets’ monthly and annual performance, and the status of properties being managed must be generated, organized, reviewed, and shared — often with different audiences with varying levels of permissions to that information.
With a CRE investor document management system, the time spent handling all of this material can be allocated to more valuable efforts such as building relationships with current and prospective investors, managing fundraising processes to get active deals to closing sooner, and creating value for investors and tenants of assets that you’re already managing. Here’s how a CRE investor document management system does exactly that.
Bringing all of the details of your investors and assets into a single platform enables the documentation related to them to be automatically generated. Take capital calls, for example. Unless executed electronically and automatically, you or your team would need to prepare individual capital calls for each investor involved in a deal, calculating their needed contribution and providing other financial information. With a CRE investor document management tool, not only can you automate the creation of these important materials but you also seamlessly organize them by investor and asset, making them available for future reference.
Obviously, not every document in your system should be accessible by every investor or user. Individual tax information, such as K-1s, are private and should only be accessible by the investor to whom it applies. Conversely, you might have documentation that should be accessible for a number of investors or partners. For example, you might need to provide an asset performance report to an entire syndicate. Using a CRE investor document management tool, you can set these permissions however you see fit and however the situation demands.
Closely tied to the above is how documents are shared. Without a streamlined, centralized system, you’d need to send documents to investors and partners via email, a chat (provided that you both even have access to the same chat system), a file sharing system, or even via mail. While most of these are still electronic, the issue is one of quantity and time. More time spent distributing documents individually, by asset, by investor, etc. means less time adding value and raising capital. Consider leveraging a system that allows you to share a document — or multiple documents — with individual investors or multiple investors however the situation demands. With just a few clicks, you can get the information your partners need in their hands quickly.
Share away: Explore document and file sharing in Covercy.
We shudder to think of the file-packed desktops and chaotic folder structures of CRE firms that never bothered to implement a file organization system. It may seem obvious, but keeping the myriad documentation tied to each investor and asset organized will yield significant time savings and reduce frustration (and the risk of error) in the future. And, protecting and organizing documentation is likely a compliance requirement for your business, so ensure you’re leveraging a CRE investor document management tool to help you realize all of these benefits. From creating a structured folder system for assets, syndicates, and investors and setting per-document access rights, the right tool will help you maximize your performance and add value for your team and partners.
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Covercy is the leading commercial real estate investment management tool for firms and investors. Combining fundraising, investor management, automatic distributions, and banking into a single platform (along with complete document management capabilities in every area), our platform is transforming the way GPs and their teams pursue new deals and manage their existing assets.
If you’ve been looking for a way to make your current efforts more effective and efficient, request a demo of our platform today.