Investment Management

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Overview

Investment Management is where your team keeps the portfolio register up to date. Use it to add listed and unlisted investments, review current holdings, record activity, check valuation movements, and keep supporting documents close to the investment record. The investment list is designed for day-to-day review. You can search holdings, filter by category or custodian, show closed assets, group rows by category or subcategory, and update categories in bulk before saving the changes.

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Before you start

Set up the categories, subcategories, entities, ownership settings, tags, and tax domicile details your team uses for reporting. This keeps new investments consistent from the start.

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Basic and advanced use

• Basic use: add holdings, record activity, and review current value and supporting documents.
• Advanced use: use document upload, CSV import, custodians, FX review, market context, and lifecycle statuses for a fuller portfolio record.

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What you can track

• Holding details: name, short code, ticker, entity, ownership split, category, subcategory, currency, and custodian contacts.
• Valuation position: market value, cost basis, unrealised gain or loss, average cost, and units held.
• Lifecycle status: current, closed, or written off.
• Transactions: buys, sells, dividends, interest, fees, capital calls, capital repayments, bonus issues, rights issues, redemptions, buybacks, liquidations, revaluations, and write-offs.
• Market context: live quote information, market news, corporate action context, and investment analysis where available.
• FX impact: whether performance is being driven by the asset, currency movement, or both.
• Supporting documents: statements, contract notes, correspondence, and other files linked to the investment or its transactions.

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Add investments

Go to Investments > Add investments and choose the capture method that matches the source in front of you.

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Upload documents

Use this when you have statements, contract notes, dividend notices, fee notices, spreadsheets, or similar documents. Upload the files, then review the extracted investment and transaction details before they are saved to the portfolio. This is best for documents where the key information is already present but would be slow to type manually. Portfolio summaries and custodian statements can also be reviewed as a reconciliation. InvestSync groups the holdings it finds, compares them with your InvestSync investments, highlights missing transactions or income, skips clear duplicates where your automation settings allow it, and shows any unit or value differences that need attention. Purchase, sale, disposal, and income tables are reviewed row by row so each investment activity line can be checked separately. During reconciliation, review each investment group before approving changes. Pay particular attention to missing investments, possible duplicates, income entries, and balance differences. Items that need judgement stay in review until an authorised team member approves them. For a detailed review, open the full reconciliation page from the upload review area. The page shows the overall review progress at the top, including how many rows still need a decision, how many are ready to save, and how many have already been saved or excluded. The upload review shows a short reconciliation summary, including how many rows need review and how many transaction rows were captured from the statement. If any rows still need a decision, Open full review is the main action. The document cannot be confirmed from the upload preview until those rows have been resolved. Before a reconciliation is shown, InvestSync reads portfolio statements in stages. It first identifies the statement date, custodian, account, and key sections. It then separately reviews the holdings, purchases and sales, income, and tax details so each part of the statement can be checked carefully. This helps InvestSync adapt to different custodian formats while still showing uncertain rows for review. For longer portfolio reports, InvestSync can also work through the document page by page, capture the source facts on each page, and then build a distinct list of investments from the full document before comparing those records with your InvestSync portfolio. It identifies the main tables first, even when a custodian uses different wording for the headings, then reads known statement tables such as holdings, purchases and sales, transfers, corporate actions, income, and tax schedules from their rows before the review is prepared. Some reconciliation testing workspaces show the statement as source tables instead of only final review rows. Use this view when you want to audit how InvestSync read the document step by step. It shows the tables found in the statement, the holdings grouped from those tables, which activity rows were linked to a holding, and which rows were kept separate for manual review. Cash ledger, cash statement, call account, and trust account movement rows are ignored during portfolio reconciliation when they look like internal cash movement rather than investment activity. Table heading fragments and tax-summary labels are also ignored when they are not actual holdings or activity rows. For example, a cash transfer may mention an investment name in the description, but it will not create a new investment or change that investment’s units or value. When a custodian uses several labels for the same listed security, such as ADRs, NY Shares, CSL, Ordinary Shares, Common Stock, or a share class followed by visible units, InvestSync groups those labels together before showing the holding for review. If the statement identifies a custodian or portfolio, InvestSync checks whether that custodian portfolio already exists. You can link the statement to an existing portfolio, or review and edit the suggested portfolio name, account number, reporting currency, and contact before creating it. When the statement is linked, saved transaction rows are connected to that custodian portfolio. For statements where trade tables are visually split across lines, InvestSync pairs the security details with the matching units, price, fees, and amounts before preparing the review rows. It also handles trade rows where whole numbers or dashes are used for units, fees, or zero amounts. Larger income schedules are checked in smaller groups so each dividend or interest line can be reviewed. Income lines that include tax details are kept as one income row with the tax entries attached, rather than being shown as separate dividend rows. When an income row includes both a payment currency and reporting-currency tax figures, InvestSync keeps those values separate. For example, a foreign dividend can show the cash received in USD while the gross income, withholding tax, and net amount for New Zealand tax are shown in NZD. InvestSync checks the extracted results against the source statement. For example, it compares the statement date, visible purchase or sale rows, income schedule rows, and income tax details with what was captured. If those checks do not line up, InvestSync reprocesses the relevant part of the document before showing it for review. If the checks still fail, the document is stopped so the team can reprocess or inspect the source file instead of reviewing uncertain data. The holding list on the left helps you move through the statement quickly. Each holding shows whether it is matched, still needs linking, already aligned, or has a value gap to review. Select a holding to see the statement position, the InvestSync position, and whether the proposed changes close the difference. If a holding needs linking, InvestSync focuses the page on that step first so you can prepare a new holding, match it to an existing investment, or ignore it before reviewing the related transactions. When the holding is new, InvestSync suggests a category and subcategory where it can. You can check the ticker, category, and subcategory before the holding is saved. Choose Prepare new holding to clear the holding decision and open the linked rows for review. If no purchase, sale, transfer, income, or other activity rows were captured for that holding, InvestSync will not prepare it as a new holding; reprocess the source document, match the holding, or ignore it before confirming. The choice is then minimised so you can focus on the rows, but you can still choose Match instead before confirming if you decide it is not new. The holding and any approved rows are only saved after you confirm the document. Use the table view when you want a more compact review: investments are shown as table rows, with their transactions, income, duplicates, and balance checks nested directly underneath. The main review area shows the proposed rows for the selected holding. Approve or exclude rows one at a time, or approve the rows currently shown for that holding. Income rows show dividend, interest, withholding tax, credits, and net received details where they were found in the document. Reinvested income is saved with the related purchase where the statement provides the reinvestment units. Duplicate rows show the statement row beside the possible InvestSync match so you can decide whether to exclude the duplicate or keep both. When a duplicate is excluded, the row is collapsed and no new transaction is recorded in InvestSync. The review page opens with the statement hidden so you can focus on the holding queue and the rows that need decisions. When you need to check the original document, choose Show source or the page reference on a row. On wider screens the statement appears beside the review area. On smaller screens it opens as a side panel, so you can still verify the source without leaving the review. Rows use simple labels: Needs decision, Ready to save, Saved, or Not added. Rows that have already been resolved are collapsed so the review stays focused on outstanding decisions. Low-confidence rows are highlighted so you know where to check the statement more carefully. Choose Confirm & save from the top of the full review page when every row has been reviewed and you are ready to update the portfolio. If an extracted investment is marked as missing but already exists in InvestSync, match it to the existing investment. InvestSync refreshes that group against the matched investment, skips transactions that are already there, and recalculates the balance check before you confirm the document. If a transaction appears in the statement but not in the holdings list, InvestSync keeps it visible as its own review group so it can be linked, created, approved, or excluded. InvestSync does not create investments or transactions from a reconciliation until the whole document is confirmed. If any rows are still pending, finish reviewing, matching, approving, or excluding those rows before saving. If an extracted investment should not be added, choose Ignore investment to exclude that investment and its rows from saving. If InvestSync marks an investment as missing but it already exists in your portfolio, search for the existing investment and choose Match investment. The transactions under that group will then be linked to the selected investment for review. When a new holding has purchases, sales, transfers, income, or other activity in the same document, those rows stay with the holding for review. InvestSync also handles common wording differences between the holding name and transaction rows, such as extra share-class descriptions. Income rows show the gross income, net received, per-unit income, payment method, ex-dividend date, withholding tax, credits, treaty details, and reinvestment details where these were found in the document. If an income row is marked as ready and does not need manual review, it will still be recorded in InvestSync when you confirm and save the reconciliation. When a transaction looks similar to one already in InvestSync, the review page shows the statement row beside the possible InvestSync match so you can compare the date, type, amount, units, price, and reference before deciding. If the only meaningful difference is that the date is one day apart, InvestSync treats it as the same transaction and skips it automatically. Balance checks use the InvestSync value closest to the statement date, not just the latest value. For foreign-currency holdings, InvestSync compares the statement value in the same currency shown by the statement, including currency headings shown above a table. For example, if a report lists US holdings under an NZ Dollar table, InvestSync treats those statement values as NZD. If the statement shows the value in your reporting currency, InvestSync compares it with the reporting-currency value; if it shows the investment currency, InvestSync compares it with the investment-currency value. If proposed transactions explain the difference, InvestSync shows that in the balance check. If the units align and the only difference is a small market-pricing difference, InvestSync treats it as within threshold rather than preparing a revaluation. Larger value differences are still shown for review. If InvestSync treats a file as a supporting document but you know it contains a portfolio summary, tax pack, holdings reconciliation, purchases, sales, or income activity, use Prepare reconciliation in the upload review area. This asks InvestSync to build a portfolio reconciliation from the same source document. For listed holdings, InvestSync will usually set the tax domicile from the ticker or exchange, such as NZX for New Zealand or ASX for Australia. For private or unlisted holdings, check the tax domicile shown in review and choose the country if the document did not make it clear. Corporate actions, manager updates, AGM notices, restructuring notices, and similar documents are reviewed as News items when they do not record a completed transaction. Use the News review panel to confirm the affected investment, expected date, importance, and any follow-up action before saving. Financial statements and valuation statements may create two review items from the same file: a revaluation for the holding and a News item with statement analysis. The upload review shows the proposed revaluation beside the analysis so you can check the valuation date, value, units, and price per unit before saving. The News item explains what was received, the statement date, the valuation or ownership figures used, and any limits in the information. InvestSync only shows an estimated value when the statement and holding records are clear enough to support it. Searchable PDFs, scanned PDFs, image files, spreadsheets, and Word documents can be reviewed. Scanned documents and images may take longer because InvestSync needs to read the visible text first. If a document does not clearly show the units for a buy, sell, write-off, or revaluation, InvestSync keeps it in review so you can enter the missing figure before saving. For income documents, check the gross amount, net amount received, tax entries, and any reinvestment details before saving. Annual tax summaries, RWT or NRWT certificates, and year-end tax statements are treated as supporting tax records when they only summarise income and tax already reported. If a tax report also includes portfolio movements, holdings, purchases, or sales, InvestSync can treat it as a reconciliation source instead of creating a single transaction. Cash ledger sections may still help identify the statement, but their internal cash movements are not added as investment rows. When a document received by email needs approval, it also appears in the upload review area with an Email label. Check the prepared details there before approving or dismissing it. If it looks like a duplicate, use the duplicate comparison before deciding. The email inbox also shows the outcome of statement processing. When an emailed statement creates a revaluation and a News item, the inbox and email detail view show both records so you can see the transaction update, the statement analysis, and the source file together.

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CSV import

Use this for bulk onboarding, migrations, or batches of structured transaction rows. Start with the CSV template, upload the completed file, then review each row before importing. During review, check:

• Whether the row will create a new investment or add to an existing one.
• Any possible duplicate warnings.
• Transaction type, date, amount, currency, units, price, fees, and notes.
• Whether the investment is listed or private/unlisted.
• Tax domicile, especially for private or unlisted investments.
• Category, subcategory, entity assignment, and any ownership split.

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Create manually

Use manual entry when you are capturing one investment and its opening or first transactions. Enter the investment details, confirm the ticker for listed holdings, choose the tax domicile for private or unlisted holdings, choose the category and entity, then add one or more transaction rows. Manual entry works well for private investments, corrections, and smaller updates where you want full control over each field.

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Shared ownership

Use ownership weights when more than one entity owns the same investment. First enable Ownership weights for each participating entity in Investment settings > Entities. Then, when adding the investment, choose the main entity and split the ownership percentages so they add to 100%. When an entity filter is used, InvestSync shows only that entity’s share of the investment value, gain or loss, income, fees, and transaction amounts. Without an entity filter, the investment is still shown at its full value so the organisation total is not double-counted.

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Manage custodian portfolios

Use Reports > Custodians > Portfolios to record the practical accounts or mandates your custodians report on, such as a growth portfolio, income portfolio, or family account. Each custodian portfolio can include a company, optional contact, account number, reporting currency, active status, dates, notes, and the investments that belong to that portfolio. The same investment can appear in more than one custodian portfolio when it is held across separate accounts. Portfolio cards show assigned investments and counts for holding snapshots, fees, and transactions so your team can see which custodian portfolio is being used for reporting. When custodian portfolios exist, the dashboard can be filtered to one or more portfolios. Use this to review values, holdings, allocation, and recent activity for a specific custodian account or mandate.

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Review the investment list

The investment list helps you scan the portfolio quickly:

• Search by holding name, short code, ticker, manager, category, subcategory, entity, custodian, or custodian portfolio.
• Filter by category, custodian, or custodian portfolio.
• Show or hide closed and written-off assets.
• Group rows by category or subcategory.
• Compare market value, cost basis, and performance at a glance.
• Edit category and subcategory assignments across multiple holdings, then save all pending changes together.

Use the Closed and Written off indicators to separate active holdings from positions that are no longer current.

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Review an investment

Open an investment to see its detail page. The main views are:

• Summary: current value, cost basis, gain or loss, performance chart, news, and recent transactions.
• Market: quote movement, market news, corporate actions, and commentary for listed holdings with a ticker.
• FX: price movement versus currency movement for investments held in another currency.
• Transactions: the full ledger for that investment, with filtering, column choices, document links, and export options.
• Documents: statements, notices, and other files linked to the investment or its related returns.
• Threads: planning conversations linked to the investment, ordered by latest activity with search and expandable previews.
• Custodians: companies and contacts responsible for the investment.

If an investment is linked to custodians or custodian portfolios, those links are shown in the investment header so you can quickly see where the holding is managed or reported. The detail page follows your light or dark display preference, with a consistent card background so charts, cards, and review panels stay readable during longer portfolio reviews. Use the Current and Compact view switch at the top of an investment when you want to change how much detail is shown on screen. Current keeps the larger chart, tabs, and full review layout. Compact shows the main value, gain or loss, units, FX impact, and a denser set of tabs for Summary, Market, FX, Transactions, Documents, Threads, and Info. If you already use the Compact dashboard, the investment page highlights that the Compact Investment view is available so you can try the same denser layout for a single holding. You can dismiss this message after you have seen it; the Current and Compact switch will still stay available at the top of the investment page. For listed holdings, make sure the ticker and exchange are correct so market context can be matched accurately. Income entries such as dividends and interest are recorded in the transaction history without changing the investment’s market value. For private or unlisted holdings, use a revaluation when the current market value needs to be updated.

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Review investment history

Admins can review when an investment was created, updated, or removed from the active portfolio records. The history also shows whether a change came from manual entry, document upload, portfolio reconciliation, or email automation. This helps reviewers confirm who changed a holding, what changed, and when it happened. Deleted records are kept as read-only history snapshots for review, while the normal investment and transaction screens continue to show only active records.

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Review a Xero bank account

When a Xero bank account is syncing into InvestSync, it opens as a bank account rather than a normal investment holding. The bank account view focuses on:

• Cash balance: the latest balance in your reporting currency.
• Balance history: how the account balance has changed over time.
• Sync status: whether the account is currently updating from Xero and when it last synced.
• Account details: the Xero account code, currency, account type, and masked bank account number.
• Activity: the related InvestSync transaction history for review and reconciliation.
• Documents: files linked to the cash record and its related return activity.
• Threads: planning conversations linked to the cash record.

Use this view when you want to check cash visibility, confirm a balance date, or review the activity connected to a bank account.

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Write off or close a position

When an investment is no longer active, use the lifecycle status to keep it out of the current portfolio view while preserving its history.

• Use Closed for positions that have been fully sold or otherwise ended.
• Use Written off when the remaining value should be treated as written down.

Choose the correct date because reports and valuation views use that timing when presenting current and past positions.

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Good practice