A deal brokerage running every mandate out of scattered files, one document chase at a time
Built one platform that holds every deal mandate as a single source of truth: structured intake, every counterparty and document tracked on the file, automatic follow-up reminders on what is still outstanding, and a dashboard showing the stage of every live mandate at a glance.
The firm runs a handful of high-value sale mandates at a time, spread across the region. Each one is the same shape: find a buyer for a seller's equipment, then collect the documents, chase the signatures, and walk the transaction from first contact to close. The deals are large and few. The coordination behind them is constant and repetitive.
That coordination lived nowhere in particular. Each mandate was a folder of spreadsheets, a thread of emails, and a set of follow-ups someone held in their head. The owner had stepped back from the firm's old high-volume work to run a leaner shop, but the clerical load did not shrink with the team. The repetitive parts, document collection, status follow-ups, keeping each file current, were hard to staff and impossible to bill, so they fell on the few people who were already running the deals.
We started where the pain was: there was no place that held a mandate end to end. So we built one platform as the single source of truth. Every mandate is a file with a structured intake, so the same details are entered once at the right spot. Each counterparty, each required document, and each step sits on that file, with role-based access for the small team.
On top of it we put the coordination layer the firm had been carrying by hand. The platform tracks which documents are outstanding on each deal and surfaces the follow-ups that are due, so nothing waits on someone remembering it. A dashboard shows the stage of every live mandate in one view: what is sourcing, what is in document collection, what is close to signing. The judgment stays with the team. The chasing and the bookkeeping of who-owes-what move off their desks.
The repetitive coordination that used to be scattered across folders and held in people's heads now lives on the file. Each mandate carries about six fewer hours of clerical follow-up, and the deals move because the system surfaces the next outstanding item instead of waiting for someone to notice it.
The firm also stopped reconstructing the state of a deal from a folder of spreadsheets and an email thread. There is one place now where the stage of every mandate is visible, the lean team can carry the same load without adding clerical staff, and a deal no longer stalls because a document request quietly slipped.
“The deals were never the problem. It was everything around them: collecting the documents, chasing the follow-ups, keeping every file current. That part is constant, it is hard to hire for, and we could never bill it.”
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