Maintain clear documentation of all capital raised for each client, creating a transparent record that builds trust and facilitates accurate reporting.
Track Performance
Monitor capital acquisition metrics over time to identify trends, measure growth, and evaluate the effectiveness of different funding strategies.
Calculate Success Fees
Accurately determine and track success fees based on capital raised, ensuring proper revenue recognition and collection for the organization.
Scope of Operations
Starting Point
Process begins upon first successful funding for a client, marking the initiation of the tracking procedure.
Ongoing Tracking
Continuous monitoring of capital sources, disbursement confirmation, and success fee alignment throughout the client relationship.
Endpoint
Process concludes after full payment of success fee is collected and the client record is formally closed in the system.
Note: This SOP excludes the loan application process (covered in the Capital Execution SOP) and ongoing CFO or service package billing procedures.
Target Audience
Chief Financial Officer
Primary audience member Dexter Crawford oversees the capital tracking process, ensuring accuracy of data and proper fee collection. The CFO has ultimate responsibility for maintaining the integrity of the capital raised records.
Administrative Support
Future administrative hire will assist with data entry, status updates, and routine maintenance of the tracker. This role will support the CFO by handling day-to-day upkeep of the system while ensuring all entries follow established protocols.
Roles and Responsibilities
Clear role definition ensures accountability throughout the capital tracking process. The CFO maintains ultimate responsibility for the accuracy of data and collection of fees, while administrative support facilitates the day-to-day operation of the tracking system.
Essential Tools and Resources
Google Sheets: Capital Raised Tracker
Primary tracking document that serves as the centralized database for all capital raised information. Contains formulas for automatic calculation of success fees and running totals.
Zoho Invoicing
Used to cross-reference success fees, ensuring alignment between tracked capital and invoiced amounts. Provides audit trail for payment verification and client billing records.
Google Drive
Houses client folder links for reference documentation, including funding agreements, disbursement confirmations, and other supporting materials essential for verification.
Integration between these tools creates a seamless workflow that minimizes errors and maximizes efficiency in the capital tracking process.
Tracker Column Structure
Client Information
Client Name and identifying details
Timeline Data
Date Funded and key milestone dates
Financial Details
Lender/Source, Amount Raised, Type of funding
Fee Tracking
Success Fee Owed, Payment Status (Y/N)
Additional Context
Notes field for terms, special conditions
This comprehensive column structure ensures all relevant information is captured in a single view, facilitating efficient reporting and analysis of capital raised for each client.
Procedural Steps
Confirm Funding Disbursement
CFO verifies with lender or client that funds have been successfully disbursed to client account. This confirmation must occur same-day to ensure accuracy.
Log Transaction Details
CFO opens Capital Tracker and records complete transaction information including client name, funding date, source, amount, and funding type. Estimated duration: 10 minutes.
Calculate Success Fee
System automatically calculates 10% success fee based on capital raised amount. CFO verifies calculation accuracy manually.
Match Payment Status
CFO or Admin cross-references with Zoho invoice system to ensure fee is properly invoiced and tracks payment status. Expected completion: within 1 business day.
Document Additional Details
CFO updates notes field with relevant terms, UCC filing information, or special conditions attached to the funding.
Update Running Totals
Admin ensures running total columns accurately reflect cumulative capital raised across all clients and funding sources.
Version Control Management
1.0
Current Version
Initial release built to track growing capital wins across client base. Authored by Dexter Crawford on May 11, 2025.
6
Review Cycle
Months between scheduled reviews to ensure SOP remains current with business practices and reporting requirements.
2
Approval Levels
Required signatures for version changes, including CFO and Operations Director validation.
Maintaining strict version control ensures all team members are working from the most current procedure document. Each update requires proper documentation of changes, justification, and leadership approval before implementation.
Review and Update Schedule
Last Review
May 11, 2025 - Initial implementation
Review Cycle
Semi-annual assessment (every 6 months)
Next Review Due
November 11, 2025
The SOP should be updated if any of the following elements change: success fee percentage structure, reporting format requirements, or tracking methodologies. Any interim changes should be documented with appropriate version control procedures.
Best Practices and Tips
Consistent Naming
Maintain uniform lender names across all entries (e.g., "Revenued Business Card" not "RBC") to enable accurate filtering and reporting.
Strategic Filtering
Use spreadsheet filters to isolate unpaid fees, analyze lender trends, and evaluate performance by capital type.
Client Transparency
Export trackers to PDF periodically to share with clients, enhancing transparency and demonstrating value of capital acquisition services.
Performance Metrics
Leverage tracker data as proof of performance for investor presentations, marketing materials, and client testimonials.
Implementation and Next Steps
Full Adoption
System-wide implementation with complete data integration
Team Training
Comprehensive onboarding for all relevant personnel
System Setup
Initial configuration and historical data migration
This Capital Raised Tracker SOP provides the foundation for standardized financial tracking across all client accounts. Implementation should begin with system setup and configuration, followed by comprehensive team training to ensure proper adoption. The final stage involves full integration with existing systems and processes. For questions regarding implementation or to request modifications to this SOP, contact the Operations Department.