The manual process today (PE & VC portfolio tracking)
The recurring workflow that consumes analyst time every reporting cycle looks the same across offices: log into each portal with separate credentials, clear any 2FA prompt, locate the latest capital-call notice or distribution statement, download the PDF, rekey figures into the portfolio spreadsheet, cross-check currency, date and fund name, then repeat across every administrator.
With 10–20 fund positions spread across 5–8 administrators, that is a multi-hour task every quarter — sometimes more often when call notices arrive mid-cycle. Every manual step is a point of failure. A transposed figure, a missed document, or an out-of-date unfunded balance does not announce itself.
The structural cause: fund-administration portals were built for fund operations, not for the investor one step removed. Most have no API and no scheduled export. Nothing about that changes unless the extraction work is automated.
Manual vs automated — side by side
The table below compares the manual status quo with what Elementar delivers today, based on the live platform.
| Dimension | Manual process today | With Elementar |
|---|---|---|
| Time per cycle | Multi-hour extraction, per administrator, per period | Automatic extraction twice daily; no staff time per cycle |
| Error / staleness | Rekeying introduces transcription errors; data as fresh as the last manual run | Every field extracted and confidence-scored; uncertain fields flagged for human review before publication — extraction is ~86% field-level accurate (see Extraction accuracy), never published silently |
| Unified view | Fragmented across portals and spreadsheets; no single view of fund positions, capital calls, distributions and NAV across administrators | One dashboard across all administrators and funds, PE and VC |
| Extraction accuracy | Untracked manual transcription errors | ~86% field-level accuracy; uncertain fields flagged before reaching your dashboard |
| Credential security | Password managers, shared files, staff memory | Per-tenant encryption (Fernet, AES-128-CBC + HMAC-SHA256) in Azure Key Vault; never plaintext; 2FA automatic |
| Refresh cadence | As often as someone logs in manually | Twice daily, automatically; email digest on new data |
| Audit trail | Spreadsheet version history at best | Document library with original PDFs, extracted fields and confidence scores |
| Currency normalization | Manual, per administrator | 8 currencies normalized automatically |
| New portal onboarding | A new manual workflow each time | Any portal your office uses, added in up to 3 days |
What Elementar extracts
Across all 16 connected fund-administration portals, Elementar reads 15 document types and extracts:
- Capital calls — amounts called per fund and period
- Distributions — amounts returned to investors
- NAV — net asset value per fund and reporting period
- Commitments — total committed capital per fund
- Paid-in capital — cumulative capital transferred to date
- Unfunded capital — remaining obligation per fund, as reported by the administrator
All figures are normalized across 8 currencies. Every field carries a confidence score. Fields that fall below the threshold are flagged for human review and not published silently to your dashboard. The model improves from corrections — approximately 86% field-level accuracy overall.
No API, no IT project
Fund-administration portals have no data feed your office can consume directly. Elementar works with portals exactly as they are: nothing for administrators to enable, no API contract to negotiate, no IT project to scope. You provide credentials once, securely. 16 portals are covered today — Citco, Apex Group, Moonfare, Buligo, Harbor Group, Aduro, Intralinks, Sun Holdings, Agora, Orca, HGI, Clockwork, iCapital, Alter Domus, BDO, IBI Investment House — and any other portal your office uses can be added in up to 3 days.
See the full list of covered portals and how extraction works on the portal coverage page.
Security: credential handling is a design constraint
Portal credentials are encrypted with per-tenant keys — Fernet, AES-128-CBC combined with HMAC-SHA256 — and held in Azure Key Vault. They are never stored in plaintext and no human reads your passwords. Portal access is read-only: Elementar can view and download documents, but no funds ever move. Elementar accesses each portal using the credentials you provide, in the same manner as you would yourself — it claims no authorization beyond the access rights you already hold.
Two-factor authentication is handled automatically. Data is processed and stored exclusively in European Azure regions (EU and Switzerland). Elementar is Swiss-domiciled (Elementar GmbH) and operates under nFADP and GDPR. Per-tenant isolation ensures no commingling between clients. Data is encrypted at rest with AES-256 (Azure Storage and Cosmos DB) and in transit with TLS 1.2 or higher.
See the full security overview on the platform page.
The direction: automating family-office operations
The automated data layer — extraction, normalization, unified reporting — is the proven first step. The longer-term direction is to automate the broader operational work that consumes analyst time each cycle: collection, reconciliation, distribution. Today you stop rekeying.
To see how this applies to your specific context, read the pages for multi-family offices and wealth advisors, or get in touch.