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AI agent for director of finances

Capital Call Preparation Agent

Accurate capital call notices whose amounts tie to the fund's needs and each investor's remaining commitment

Budgets and moneyCreatingFinanceOperations
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Capital Call Preparation Agent: what goes in, what the agent does and what you get

What it does

A capital call goes to every limited partner, and one wrong amount means an awkward correction. This agent reads the pipeline of investments to fund, management fees and expenses, and works out the total the fund needs. It calculates each investor's share from commitments and ownership percentages, including any investors with different fee terms. It checks that the per-investor amounts add exactly to the total and that no investor is called above their remaining commitment. If a difference appears, it finds the cause, such as a rounding rule, a default or a transfer of interest, and recalculates. It then drafts notices with the amount, due date and wiring details. The finance lead and a partner approve before notices are sent. Edge case: an investor with only 4% of commitment left is capped, and the shortfall is shared among the others.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN A closing or fee payment needs capital 2 USES A TOOL Read upcoming investments, fees and expenses 3 DOES Calculate the total capital needed and the call date 4 USES A TOOL Load commitments, prior calls and ownershippercentages 5 DOES Calculate each investor's share and cap it atremaining commitment 6 CHECKS THE RESULT Do the investor amounts add up to the total need? If not: find the cause (rounding, cap, transfer ordefault) and reallocate. Back to step 4. 7 DOES Draft notices with amounts, dates and wiring details 8 CHECKS THE RESULT Do wiring details and amounts match the fund accountand the schedule? If not: correct the notice details and verify againstthe fund records. Back to step 7. 9 YOU APPROVE Finance lead and a partner approve the notices 10 RESULT Notices ready to send and call schedule saved
Read the steps as a list
  1. A closing or fee payment needs capital
  2. Read upcoming investments, fees and expenses
  3. Calculate the total capital needed and the call date
  4. Load commitments, prior calls and ownership percentages
  5. Calculate each investor's share and cap it at remaining commitment
  6. Do the investor amounts add up to the total need?If not: find the cause (rounding, cap, transfer or default) and reallocate. Back to step 4.
  7. Draft notices with amounts, dates and wiring details
  8. Do wiring details and amounts match the fund account and the schedule?If not: correct the notice details and verify against the fund records. Back to step 7.
  9. Finance lead and a partner approve the noticesThe agent waits here for your OK.
  10. Notices ready to send and call schedule saved

How it decides

Each investor pays their ownership share of the call, capped at their remaining commitment. The sum of calls must equal the total need after rounding rules.

  • Cap each call at the investor's remaining commitment
  • Redistribute any shortfall by ownership percentage among uncapped investors
  • Round amounts to the cent and put any difference on the largest investor
  • Require two approvals before any notice goes out

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Rounding rule
  • Approvers required
  • Notice template and due date rule (default 10 business days)
  • Treatment of investors with special terms

What keeps you in control

It always asks you first

  • Finance lead approval
  • Partner approval before notices are sent

Hard limits

  • Never sends notices itself
  • Never calls more than an investor's remaining commitment

It stops when

  • Done: totals tie and approvals are recorded
  • Stop: commitment data is missing or contradictory

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA $6.2 million call needed split across 18 investors. The sum of notices came to $6,200,004, so the check failed. A rounding rule had added a cent to four investors. The agent put the difference on the largest investor and tied out. One investor had only $90,000 left on a $140,000 share, so it was capped and $50,000 was shared across the others. Both approvers signed.

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