Quickstart

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Before you start

Have these ready if they apply to your workflow:

• Your organisation name and reporting currency.
• How investments are held, such as one entity, several entities, or shared ownership.
• Any tax details you want recorded.
• A list of team members to invite.
• Recent investment statements, contract notes, bank files, or supporting documents.
• Access to Xero, Google Workspace, or Microsoft 365 if you plan to connect them.

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Basic and advanced setup

• Basic setup: create an organisation, add categories and entities, then add investments and documents.
• Advanced setup: connect accounting, choose external document storage, invite team members, and set up tag fields for reporting.

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1. Create or choose an organisation

After signing in, create an organisation for the portfolio or client group you want to manage. Use clear names finance teams recognise, such as Kahu Family Trust, ABC Holdings Limited, or Growth Fund No. 1. Each organisation keeps its own members, permissions, documents, integrations, tags, and reporting settings. If you use the guided onboarding flow, confirm the entity structure, reporting currency, and balance month before checkout. If you choose one owner entity, InvestSync uses the organisation name as that entity in the next step. InvestSync saves a draft organisation before opening Stripe checkout. After checkout, you return to the remaining setup pages. Your current step and choices are saved as you go, so if you leave onboarding the draft stays on the homepage and opens from where you left off. Entities, categories, tag fields, document storage choices, integrations, invitations, and imports are saved after checkout when you finish the remaining setup steps. The workspace URL is created from the organisation name and checked automatically during guided onboarding. Guided onboarding, including team invites, imports, and the final review, follows your chosen light or dark appearance. Use Book onboarding call in the onboarding header if you want to schedule time with the InvestSync team while you set up.

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2. Confirm organisation settings

Go to Settings → Organisation and review:

• Organisation name
• Country
• Reporting currency
• Balance month
• Tax details, if relevant
• Member access and permissions
• Billing details, if you manage billing directly

Invite team members from the Members area. Give each person the access they need for their role.

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3. Set up your investment structure

Go to Settings → Investments. Set up:

• Categories for broad reporting groups, such as Equities, Fixed Income, Property, Alternatives, or Cash.
• Subcategories for more detail, such as NZ Listed Equities or Private Credit.
• Entities for legal owners or reporting parties.
• Tags for flexible views, such as Liquidity, Strategy, Risk Level, Mandate, or Tax Treatment.

Use defaults where possible so new investments are classified consistently. During guided onboarding, you can also describe the investments you expect to manage and let AI draft categories and subcategories for review. When you apply a suggestion, it moves into your editable category list. You can add, rename, or remove categories and subcategories before finishing setup, so the structure matches how your team reports. You do not need to set allocation percentages during onboarding. Tags are set up on their own onboarding page. A tag field is the label users see on an investment, such as Liquidity or Strategy. Options are the values users can choose, such as Liquid, Semi-liquid, or Illiquid. You can also skip this step and manage tag fields later in Settings → Investments → Tags.

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4. Add investments and documents

You can start in either place:

• Go to Investments to add holdings and transactions.
• Go to Documents or use document upload to add statements, contract notes, invoices, newsletters, or other evidence.

Final documents appear in the document library, where you can search, filter, preview, download, rename, and see whether a file is linked to an investment or transaction. During onboarding, file upload is a preview so you can prepare the first import. After checkout, upload the source files from the dashboard to run the live extraction and review before anything affects portfolio values.

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5. Choose document storage

Go to Settings → Documents or Settings → Integrations. Choose the approach that matches your controls:

• InvestSync managed: simplest option; documents stay available from InvestSync.
• Google Drive: store accepted documents in a selected Google Drive folder.
• Microsoft SharePoint backup: keep InvestSync as the main place documents open from, with a SharePoint copy.
• Microsoft SharePoint as main storage: use SharePoint as the long-term document store.

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6. Connect accounting and calendars

Go to Settings → Integrations. Available connections include:

• Xero for bank feeds, chart of accounts mapping, and invoice sync.
• Google for Drive document storage and Google Calendar reminders.
• Microsoft for SharePoint document storage and Microsoft calendar reminders.

During guided onboarding, use Set up on the Integrations step to connect Xero, Google, or Microsoft straight away. After you authorise the provider, InvestSync returns you to onboarding so you can confirm the connected account before continuing. You can still manage each connection later in Settings → Integrations. Calendar reminders can be manual or automatic. Automatic reminders only apply to people who opt in.

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Typical first workflow

1. Create the organisation.
2. Confirm settings and invite members.
3. Add categories, entities, and tag fields.
4. Connect Xero if needed.
5. Choose document storage.
6. Upload recent documents.
7. Review extracted information, link documents to investments or transactions, and check the dashboard.

Recent statements, contract notes, dividend notices, and scanned documents can be uploaded, reviewed, corrected, and linked before they affect the dashboard.

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Need help?

Contact support at support@investsync.co.nz.