Every wire, tracked to the penny
You sent capital call notices to fifteen LPs ten days ago. Eight wires have hit the fund's bank account, but you're not sure which LPs they belong to. Three amounts don't match the notices exactly. Two LPs haven't wired at all. You're toggling between your bank portal, a spreadsheet, and your email trying to reconcile — and the investment closing is tomorrow.
Start your free trialAfter every capital call, the same painful process begins. You log into your fund's bank account, scan the incoming wire transfers, try to match each wire to an LP based on the amount and sender name, and update your tracking spreadsheet. Wire reference numbers don't always match. Some LPs wire from a different entity than their subscription agreement name. A few send round numbers that don't exactly match the call amount.
Meanwhile, the clock is ticking. You need to close an investment by Friday, and you can't wire the purchase price until you've confirmed sufficient capital is in the account. Two LPs haven't paid yet — are they just slow, or is there a problem? You send a polite follow-up email, then a less polite one, then you call. This manual chase happens every single capital call, and for a fund with quarterly management fee calls plus investment calls, it adds up to dozens of hours per year.
Archstone's payment tracking gives you a real-time dashboard showing every LP's payment status. Record wire confirmations as they arrive, handle partial payments gracefully, set up automatic reminder escalation for overdue LPs, and reconcile against your bank statements — all in one place. When the investment closing arrives, you know exactly where every dollar stands.
See every LP's payment status at a glance — pending, received, partial, or overdue. The dashboard shows the called amount, received amount, outstanding balance, and days since the notice was sent. Sort by status to immediately see who hasn't paid, or by amount to prioritize your largest outstanding receivables.
Log incoming wire transfers against specific LPs and capital calls. Record the wire amount, date received, sender bank reference, and any notes. The system automatically matches the payment to the outstanding call and updates the LP's capital account. No more maintaining a separate spreadsheet to track which wires belong to which call.
When an LP wires less than the called amount — whether intentionally or by error — the system records the partial payment and shows the remaining balance. Track whether the shortfall is a timing issue, a wire fee deduction, or a deliberate underpayment that needs follow-up. Partial payments don't break the reconciliation; they're handled as a normal part of the workflow.
Set payment deadlines based on your capital call notice terms — typically 10 to 15 business days. When an LP misses the deadline, you're alerted immediately. The system flags overdue payments in the dashboard and can trigger automatic notifications to the GP. Catch late payments early before they become LP default situations under your subscription agreement.
Configure a reminder sequence that escalates automatically. A friendly reminder at day 7, a firmer notice at day 12, and a default warning at day 15 — all sent without manual intervention. Each reminder includes the outstanding amount, original wire instructions, and the payment deadline. Customize the tone, timing, and escalation steps to match your LP relationship style.
Match recorded payments against your actual bank statement entries. The reconciliation view shows Archstone's payment records side-by-side with bank transactions, highlighting any discrepancies — unmatched wires, amount differences, or timing gaps. Produce a clean reconciliation report for your fund administrator and auditor at the end of each capital call cycle.
You called $1.2M for a new investment closing in two weeks. As wires arrive, log each payment against the corresponding LP. The dashboard shows your running total — $840K received, $360K outstanding from four LPs. You know exactly which LPs to follow up with and how much more capital you need before you can wire the investment purchase price.
Management fee calls go out every quarter to your entire LP base. Payment tracking lets you monitor which LPs have paid their quarterly fee and which are outstanding. Since management fees fund your operations, knowing exactly when capital will arrive helps you manage the fund's cash flow and your own compensation timing.
When you distribute proceeds from an exit, payment tracking works in reverse — confirming that outgoing wires reached each LP's account. Record wire confirmations, track any returned wires due to incorrect bank details, and maintain a complete record of every distribution payment. Your LPs get confirmation and your books stay clean.
Currently, payment recording is manual — you log wire confirmations as they appear in your bank portal. We're building direct bank integrations via Plaid for automatic transaction matching. In the meantime, the manual recording process takes seconds per wire and is significantly faster than maintaining a separate reconciliation spreadsheet.
Record the actual amount received and the system shows the difference between the called amount and payment received. You can tag the shortfall as a wire fee deduction (common for international transfers), a partial payment pending the remainder, or a discrepancy that needs investigation. Each treatment is tracked separately for clean reconciliation.
Fully customizable. Set the number of reminders, the timing between each (in business days), the tone of each message, and who receives escalated notices. Some GPs prefer a single gentle reminder; others want a three-step sequence that progressively references the subscription agreement's default provisions. Both approaches are supported.
Yes. Your fund administrator, operations lead, and GP can all access the payment tracking dashboard. Updates sync in real time — when your admin records a wire confirmation, everyone sees it immediately. Activity logs show who recorded each payment and when, maintaining a clear audit trail across your team.
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