Portfolio Company Reporting Agent
The agent collects monthly and quarterly packs from each portfolio company in whatever format they arrive, from Excel and PDF to Sage, Xero or Syspro exports. It extracts the agreed KPIs and covenant figures, standardises them across the portfolio and produces fund-level dashboards that flag underperformance and covenant pressure early.
Ideal forPrivate equity teams
The difference
From 24-40 hours per quarterly portfolio roll-up to 4-6 hours
Your investment team spends reporting weeks engaging with management on performance instead of consolidating spreadsheets.
Done by hand
24-40 hours per quarterly portfolio roll-up
With the Vanine agent
4-6 hours
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
No more chasing and re-keying
Portfolio companies report in different formats and on different timelines. The agent reads each pack as it arrives and follows up on missing reports, so your team stops re-keying numbers.
Problems surface sooner
Falling margins, working capital strain or a tightening covenant show up in the data before they reach the board. You get early warnings while there is still time to act.
One view across the fund
Standardised KPIs let you compare companies, track value creation plans and feed valuations and LP reporting from one consistent dataset.
Capabilities
Turn scattered portfolio packs into one fund dashboard with early warnings.
Built for portfolio managers, investment teams and finance and operating partners at SA private equity funds, DFI-backed funds, family offices and investment holding companies.
Any-format pack intake
Reads management accounts, board packs and KPI reports in Excel, PDF or accounting system exports, and handles each company's own chart of accounts.
KPI standardisation
Maps each company's figures to your fund's standard KPI set, such as revenue, EBITDA, cash, debtor days and headcount, for like-for-like comparison.
Covenant recalculation
Recalculates each company's bank covenants, such as debt service cover, leverage and interest cover, from reported figures and compares them to facility requirements.
Budget and plan variance
Compares actuals with budget, prior year and the value creation plan, with short commentary on the main variances.
Early warning flags
Flags deteriorating trends, late or missing packs, cash pressure and covenant headroom below your chosen level for portfolio manager attention.
Fund dashboards
Produces fund-level dashboards and a portfolio summary for investment committee and board meetings, ready to feed valuations and LP reporting.
How it works
From your systems to a result you sign off
Portfolio managers review flagged issues and decide on any engagement with management, and figures are confirmed against source before external use.
Connect the places your portfolio data already live.
Portfolio company packs from a reporting inbox or SharePoint, accounting system exports and each company's facility covenants. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Sage, Xero, Syspro and Dynamics 365 exports
- Power BI
- Portfolio reporting inbox and SharePoint libraries
Runs on a schedule after each reporting deadline, or on request in Teams or OpenAI Frontier, using the models your organisation approves.
A standardised KPI dataset in Excel, fund dashboards in Power BI and early warning alerts to portfolio managers in Teams or Outlook.
Step by step
- 01
The monthly or quarterly reporting deadline passes.
- 02
The agent collects packs and follows up with companies that have not reported.
- 03
It extracts, maps and standardises KPIs and covenant figures.
- 04
It flags variances, covenant pressure and early warning signs.
- 05
Portfolio managers review the flags and add commentary.
- 06
The dashboards and portfolio summary are published to the fund team.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Extract the Q2 portfolio packs"
- fund
- Fund III
- quarter
- Q2 2026
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your portfolio data never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your portfolio data stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your portfolio data. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR PORTFOLIO DATA NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
Precision AI for Institutional Workflows
