From Spreadsheets to Archstone: A Migration Guide

You've decided to move off spreadsheets. Maybe it was the third time you found conflicting numbers in two different versions of your portfolio tracker. Maybe it was the LP who asked for a data room link and you sent them a Google Drive folder. Maybe you just realized that running a professional fund on consumer tools is not a long-term strategy.

Whatever the trigger, the decision is made. Now you need to actually do it — and the prospect of migrating your fund data feels overwhelming.

It doesn't have to be. Here's the step-by-step process.

Before You Start: Take Inventory

Before you touch Archstone (or any platform), spend 30 minutes documenting what you have and where it lives.

Fund documents. Where are your LPA, PPM, subscription documents, and side letters? Probably a combination of your lawyer's file share, your email, and a local folder.

LP data. Where do you track LP commitments, contact information, and communication history? Likely a spreadsheet, possibly your email contacts, maybe a CRM you tried briefly.

Portfolio data. Where are your investment records, company metrics, and valuation marks? Almost certainly one or more spreadsheets. Maybe some in your fund admin's system.

Deal pipeline. If you track this at all, where does it live? Email, a spreadsheet, a Notion board, or just your memory?

Financial records. Where are your capital call records, distribution records, and expense tracking? Probably your fund admin handles some of this, with your own records in parallel.

Write all of this down. You're creating a migration map — every data source and every document type that needs to move.

Step 1: Set Up Your Fund Profile (10 minutes)

When you create your Archstone account, the first thing you'll do is set up your fund profile. This includes:

• - Fund name, vintage, and target size
• - Management fee and carry structure
• - GP commitment amount
• - Investment thesis, sectors, stages, and geographies
• - Fund status (raising, deployed, harvesting)

If you purchased VentureKit, this data imports automatically from your questionnaire. You'll review it and confirm.

If you're starting fresh, have your LPA handy — all of this information is in your fund economics section.

Step 2: Import Your LP Base (15 minutes)

You can add LPs manually or import from a CSV. For most emerging managers, we recommend the CSV approach:

Prepare your CSV. At minimum, include: LP name, email, organization, LP type (HNWI, family office, fund of funds, etc.), commitment amount, and commitment status (prospect, soft circle, committed, funded).

Upload and map. Archstone will show you a preview and let you map your columns to the right fields. Review the mapping, confirm, and your LPs are in the system.

Verify. Spot-check 3-5 records to make sure everything imported correctly. Pay particular attention to commitment amounts — these are the numbers that everything else flows from.

Step 3: Upload Your Documents (20 minutes)

This is where the data room comes together. Archstone organizes documents into folders: Fund Documents, Deal Pipeline, LP Materials, and Portfolio.

Bulk upload. Drag and drop files from your local machine or Google Drive. Archstone accepts PDF, DOCX, XLSX, PNG, and most standard file types.

Organize. Move files into the appropriate folders. The data room should be organized the way an LP would expect to navigate it — fund formation docs in one place, quarterly reports in another, portfolio company materials in a third.

Set permissions. Decide which documents are LP-visible and which are internal only. Create shareable links for documents you want to distribute.

Step 4: Add Your Portfolio Companies (15 minutes)

For each portfolio company, enter:

• - Company name, website, sector, and stage
• - Investment date, amount, and entry valuation
• - Current ownership percentage
• - Current valuation (if different from entry)
• - Founder name and contact
• - Status (active, exited, written off)

If you have more than 10 companies, prepare this as a CSV and import in bulk. If you have fewer than 10, manual entry is fast enough.

Historical metrics. If you have historical quarterly metrics for your portfolio companies (ARR, burn rate, headcount, etc.), you can enter these retroactively. This gives you trend data from Day 1 on the platform.

Step 5: Set Up Your Deal Pipeline (10 minutes)

If you're actively evaluating deals, add your current pipeline:

• - Company name and stage
• - Pipeline stage (sourced, screening, DD, IC, term sheet, closed, passed)
• - Source (referral, inbound, outbound, event)
• - Estimated check size and valuation
• - Your rating and notes

This is often the most neglected data in an emerging manager's operation. Moving it into a structured system means you'll never lose track of a promising deal again.

Step 6: Configure Compliance Tracking (5 minutes)

Add your upcoming compliance deadlines:

• - Form D amendments
• - State filing renewals
• - K-1 distribution deadlines
• - Annual audit timeline
• - Any other regulatory obligations

Archstone will surface these as they approach, so you never miss a deadline.

Step 7: Run Your First Report (5 minutes)

This is the moment of truth. Generate a portfolio summary or mock quarterly report. Check that:

• - Fund metrics are calculating correctly
• - Portfolio company data is accurate and complete
• - LP commitment totals match your records
• - The output looks professional enough to send to your LPs

If something's off, fix it now. You want your data clean before you start operating on the platform.

Common Migration Questions

How long does the full migration take?

For a fund with 10-15 LPs and 5-10 portfolio companies, the entire process takes about 2 hours. Larger funds or funds with extensive historical data may take half a day.

Will I lose any data?

No. You're importing into Archstone, not deleting from your existing sources. Keep your spreadsheets as a backup until you're confident everything migrated correctly. We recommend keeping them for at least one quarter.

What if my data is messy?

Most emerging manager data is messy. That's part of why you're migrating. Archstone's import process will flag obvious issues (duplicate LPs, missing required fields, inconsistent formats). Clean them up during import rather than carrying the mess forward.

Can I import from other tools (not just spreadsheets)?

If you're coming from another platform, you can typically export your data as CSV and import into Archstone. If you're coming from Visible.vc, Affinity, or Carta, we have specific migration guides for each.

What about my email history with LPs and founders?

Email history doesn't import — but going forward, all communications sent through Archstone are logged and searchable. Your email history stays in your email.

After Migration: The First Week

Once your data is in Archstone, here's how to make the transition stick:

Day 1-2: Send a test LP report draft. Don't distribute it — just generate it and review. Is the data flowing correctly? Does the format look right?

Day 3-4: Add any new deals or pipeline updates directly in Archstone (not your old spreadsheet). Start building the habit.

Day 5-7: Set up your founder metrics collection. Configure the automated survey that goes out to portfolio companies at quarter end.

After your first full quarter: Generate and send your first real LP report from Archstone. This is the moment your LPs see the upgrade in your operations.

The migration itself is mechanical. The real transition is behavioral — making Archstone your first stop when you need to check a number, update a record, or communicate with your LPs. Within one quarter, the spreadsheets will feel like ancient history.