Building a Portfolio Monitoring System for a Micro VC FundNBFC
With a new fundraise underway, the General Partners (GPs) wanted to institutionalize a structured monitoring system to increase LP confidence and support internal decision-making on follow-on rounds.
Service Focus: Portfolio Company Management – Optimize
Industry: Venture Capital – Early-Stage Investments
challenge
- Inconsistent reporting formats from portfolio companies
- No centralized dashboard to compare metrics across verticals or stages
- Limited visibility into cash runway, burn, and key operating KPIs
- Difficulty in identifying companies at risk or those ready for up-rounds
- Internal reviews were ad hoc and reactive instead of structured and proactive
our approach
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Capital Crest Consulting was engaged under the Optimize offering to design and implement a custom portfolio performance framework for the fund. The engagement had three components:
1. Standardized Reporting Format – KPI templates for founders aligned with stage and sector
2. Centralized Dashboard System – Visual interface for fund team to monitor health indicators
3. Risk & Opportunity Tracker – Red flag triggers, inflection milestones, and follow-on readiness signalsWe collaborated with the fund’s analyst team and portfolio liaisons to ensure practical usability and adoption.
key intervention
- Designed a universal Portfolio Reporting Template covering 20+ KPIs across finance, growth, and ops
- Developed a Portfolio Dashboard consolidating all companies’ data in one visual view
- Built risk scoring logic using runway, NRR, churn, and founder responsiveness
- Created heatmaps and trend lines to compare sectoral performance and outliers
- Trained fund analysts on maintaining the dashboard and driving founder compliance
the solution
- GPs gained real-time visibility into cash positions, growth velocity, and churn patterns
- Early-stage red flags (burn stretch, GTM inefficiencies, stagnating MRR) were surfaced early
- Fund team could prepare more informed memos for IC and LP reporting
- Founders began submitting data using a structured cadence, improving trust and transparency
- Follow-on funding decisions were now backed by data, not just founder narratives
strategic insight
Portfolio oversight is no longer optional. For modern VC firms, structured monitoring builds internal clarity, strengthens LP communication, and creates accountability with founders—without disrupting their pace.