Quickstart

Set up an organisation and start using InvestSync

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.

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.

1. Create or choose an organisation

After signing in, create an organisation for the portfolio or client group you want to manage.

The home page lists your organisations alphabetically, with any favourites shown first. Use search to find a workspace by name, select Hide values when you are sharing your screen, or select Pin to keep a frequently used workspace near the top. Each organisation shows its plan state, latest recorded portfolio value, month-to-date movement, member count, and latest valuation date where those details are available.

Select the organisation card or Open to move straight into its dashboard. InvestSync switches to the selected organisation before opening it, so the workspace and its information stay matched while you move between organisations. An unfinished organisation shows Setup in progress and opens at the setup stage where you left it. Setup details stay inside the setup flow rather than appearing on the organisation card.

Organisations that existed before guided setup was introduced are treated as already set up and open directly on their dashboard.

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 suggests the organisation name for that entity in the next step. Keep it or change it to the legal owner’s name before continuing. InvestSync saves a draft organisation before opening Stripe checkout for a 30-day trial. 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.

2. Confirm organisation settings

Go to Settings → Organisation and review:

• Organisation name
• Country
• State or territory, when the organisation is in Australia
• 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.

Choosing a country fills in its usual reporting currency when available. Check the suggested currency and change it if your organisation reports in another currency.

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.

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.

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.

If you use Google Drive or SharePoint, make sure the right team members also have access there. External folder permissions are separate from InvestSync membership.

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 the Integrations step to connect Xero or Microsoft straight away. After you authorise the provider, InvestSync returns you to onboarding and shows its next workflows, such as Xero bank syncing and tax handling or Microsoft calendars and meetings. Google remains available from Settings → Integrations after setup.

Calendar reminders can be manual or automatic. Automatic reminders only apply to people who opt in.

Sign in securely

InvestSync uses two-factor authentication to protect portfolio and client information.

When you sign in on the mobile app, use the same 6-digit authenticator code you use for the web app. If the code screen says mobile sign-in is temporarily unavailable, contact support so we can check the account security setup.

On your first mobile sign-in, choose whether the app unlocks with your device’s biometrics, an authenticator code, or no extra lock. You can change this later in mobile Settings.

For mobile notifications, privacy links, support, and account management, see Mobile app.

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.

Need help?

Contact support at [e-mail].