Use case

Automating Capital Account Statement processing: real results from real clients

Mesoica saves investment LPs and fund admins up to 80-90% of time while reducing errors and maintaining clear, compliant-proof audit trails.

In this post, we'll walk through a real-world use case: how a client of ours processed capital account statements, the challenges they faced, and how Mesoica dramatically improved this workflow.

We'll start by looking at the processes that we usually see at our clients before we come in — the manual steps they are taking to extract data from investor report documents. Then, we'll show how automation transformed this process, cutting down processing time by up to 90% and eliminating operational bottlenecks.

Capital Account Statements, what's the problem?

Investors, or limited partners (LPs) in private equity or alternative investment funds typically receive monthly or quarterly Capital Account Statements. These provide information about their investments, for example: fund, portfolio/client, market value, units, price, validation date, total commitment, unfunded commitment, capital called/distributed and recallable distributions.

LPs rely on this data to feed their internal reporting systems, track fund performance, and ensure compliance. But before any of that can happen, the data must first be extracted from PDFs and converted into a structured, machine-readable format like CSV. And that's where the trouble starts. To complicate things further some of these clients have pretty strict audit requirements (e.g. SOC1 & 2) that they need to comply with.

The processes that we've seen at our clients are often very manual to start with. To process Capital Account Statements the following steps are typically involved:

• Receive an email notification about a new capital account statement.
• Determine which investor portal to access.
• Navigate to the portal and log in.
• Complete multi-factor authentication (MFA), often waiting for an SMS or email code.
• Locate the correct document within a maze of folders and download it.
• Open the document and verify that it's the correct version.
• Open an Excel template to start the extraction process.
• Copy and paste key data fields manually — one by one.
• Visually annotate and tag values for review.
• Ensure consistency in formatting and structure.
• Store the processed document for review by team mates.
• Review and compare the document annotations and extracted data.

We've done an analysis of each of these steps and the delays or potential errors they introduce. The process is not identical for each statement, but we've averaged this out in our calculations. For this type of document it is typical to extract data points mentioned above: fund, portfolio, market value, units, price, validation date, total commitment, unfunded commitment, capital called/distributed and recallable distributions. All in all about 10 to 12 data points.

The number of data points to be extracted is a big factor in determining the amount of time it takes to fully process a document. Extracting data points can take anywhere from a second to 1 or 2 minutes to capture the data. Simple numbers can be captured easily, but portfolio names, fund names or dates might require lookups or further editing to get right.

A review by colleagues of the extracted data often leads to rework, adding a percentage 5% to 10% of additional work. Worse, this manual approach doesn't scale. As data volumes grow, so do the risks of human error, inconsistencies, and bottlenecks.

In short, a single Capital Account Statement might take anywhere from 10 to 15 minutes to process, and firms handling dozens, or even hundreds, of these per quarter quickly find themselves buried in a lot of repetitive work. Even spread daily, it would mean 30-45 minutes of this copy/paste routine every day. Teams usually batch up the statements till quarter end rather to avoid the daily grind and keep up. This leads to more work during peak times.

Why this matters

For firms managing multiple private equity investments, this outdated workflow drains valuable time and resources. Analysts and operations teams spend hours on low-value tasks instead of focusing on higher-impact activities like portfolio analysis and decision-making.

There has to be a better way. And there is. Mesoica eliminates the manual steps involved in extracting data from capital account statements, replacing them with an automated, streamlined workflow. Here's how we've deployed our solution at clients:

1. Automated document retrieval – Mesoica connects directly to investor portals, automatically logging in and making retrieval of the latest capital account statements super easy.
2. Smart document recognition – Our system identifies and categorizes documents, ensuring that only relevant files are processed.
3. AI-powered data extraction – Using advanced OCR and machine learning models, Mesoica accurately extracts key data points like contribution/distribution amounts, due date, counterparty, bank accounts, etc.
4. Automated data structuring – Extracted data is cleaned, validated, and formatted into a structured, machine-readable format (e.g., CSV or API-ready output).
5. Seamless integration – The processed data is automatically delivered to internal reporting systems, eliminating the need for manual re-entry or reconciliation.
6. Audit trail and compliance – Documents are signed off in multi-step approval proceses providing a clear, auditable record of document handling and data extraction.

By automating processes, Mesoica significantly reduces processing time, minimizes errors, and ensures data is available faster for reporting and analysis. What used to take hours of manual work is now handled in minutes, freeing up teams to focus on higher-value tasks.

Real time saved

Mesoica delivers real, measurable time savings for clients handling capital account statements. By automating document retrieval, data extraction, and structuring, we've reduced processing time by 80-90%.

Previously, each statement took 10-15 minutes to manually process. With Mesoica, this now takes just 30-45 seconds, just a quick review and sign-off instead of a tedious, error-prone workflow.

For firms processing 5 to 10 statements per day, this translates into a massive time saving between 1 to 3 hours, valuable time better spent on higher-value tasks like data analysis and decision-making.

Mesoica transforms capital account statement processing from a bottleneck into a seamless, efficient workflow that scales effortlessly with your portfolios.

If you are interested in the detailed analysis, please send us an email at [email protected], we will send more details.

Mesoica’s data quality platform is specifically designed to help LPs and GPs manage their data efficiently. By using our platform, you can seamlessly collect, validate, and monitor data, enhancing communication and collaboration. Our scalable solution adapts to your organization's growing data needs, providing peace of mind and enabling you to become a truly data-driven organization. Start your journey today by visiting our website or contacting us to learn more about how Mesoica can empower your firm to continuously improve data quality.