Transfer Agency Software

• A no-code console for designing custom transfer workflow automation rules, including robotic process automation (RPA) rules, parameters, and exceptions.
• Configuring task sequences for multi-step digital workflows (onboarding, order processing, reconciliation, etc.).
• Visual modeling of end-to-end transfer transaction lifecycles (at the process, asset, and entity levels).
• A workflow simulation sandbox to test new operational logic before deployment.
• Scheduling recurring activities (e.g., batch transactions, valuation cycles, reconciliations, reporting).
• Defining user and group roles, role-based access permissions, and segregation of duties logic.
• A complete record of modifications across rules and parameters.

• Support for multiple assets and asset structures: corporate equity (stocks), bonds, mutual funds, private equity, ETFs, REITs, and more.
• Adding new assets via customizable templates.
• Configuring asset parameters like issuer, sector, share class (common, preferred, option), currency, issuance limits, lockups, eligibility, and valuation cycle.
• Setting up entitlement and conversion rules for preferred, restricted, and convertible share classes.
• Bulk asset creation and updating.
• Automated coding of instrument, issuer, and currency names using common investment conventions (e.g., ISIN, CUSIP) or the agency’s internal identifiers.
• Dynamic aggregation and tracking of current asset prices (enabled via integration with market data platforms, distribution utilities, and fund accounting systems).
• Automated versioning of asset ownership data.

• Automated aggregation of data submitted by investors across the issuer’s and third-party distribution platforms.
• Automated content capture from digital investor documents (ID scans, proofs of residence, W-9/W-8 tax forms, etc.) using optical character recognition (OCR).
• Rule-based investor data validation for accuracy and completeness.
• Criteria-based investor pre-qualification against the issuer’s requirements.
• Automated KYC/AML verification for investors, including special checks (e.g., vetting against FinCEN CDD Rule for institutional investors).
• Automated investor screening against FFIEC/OFAC sanctions lists and OFAC 50% rule.
• Automated eligibility checks for investors enrolling in special programs (DRIP, DSPP, ESPP, etc.).
• Investor risk scoring based on custom formulas.
• Dynamic dashboards showing the investor onboarding pipeline status.

• Automated account creation for qualified investors.
• Multi-level account approvals (by servicing teams, compliance officers, etc.).
• Customizable account structure hierarchies reflecting relationships among investors, issuers, fund administrators, and custodians.
• Investor account segmentation based on status (active, suspended, closed), risk category, geography, holding attributes, and more.
• Automated changing of asset ownership across accounts, triggered by new trade transactions, corporate actions, and bonus events.
• Investor position tracking across share classes, portfolios, and linked investment accounts.
• Centralized repository of investor data, documents, correspondence, and transactional records.
• Notifications to transfer agency teams about expiring investor documents that require updating.

• Customizable cap tables (fund, entity, multi-entity) reflecting equity owners, their share types, percentage of ownership, and governance rights.
• Automated recalculation of ownership percentages, entitlements, and fully diluted capitalization based on new trading and corporate transactions.
• A centralized registry of asset transactions (issuances, transfers, redemptions, conversions, and more).
• Daily cap table reconciliation against fund accounting and custody records.
• Cap table modeling for capital-related events (additional stock issuance, new funding rounds, exits, etc.).

• Automated capture and processing of investors’ subscription, redemption, exchange, and transfer requests.
• Rule-based validation of investor instructions against eligibility, cut-off times, and available balances.
• Automated medallion signature guarantee (MSG) checks via approved verification providers, with exception routing for manual review.
• Automated calculation of order values based on current NAV (taking into account cut-off rules), share class rules, and applicable fees.
• Multi-level order approval workflows.
• Automated creation of electronic settlement instructions in standardized formats and sending them to custodians and trustees.
• Real-time tracking of settlement progress.
• Automated generation and distribution of confirmation notices, ownership certificates, and transaction receipts.
• Automated communication of transaction details to issuers.

• Automatically processing declarations of mandatory and voluntary corporate actions (stock splits, spin-offs, secondary issuance, distributions, mergers, acquisitions, etc.).
• Automated validation of issuance requests against share class limits and compliance constraints.
• Maker-checker (four-eyes) authorization controls for large corporate transactions.
• Corporate action calendars with configurable reminders, dependencies, and completion tracking displays.
• Automated voting management for voluntary corporate events via connected proxy and voting services.
• Rule-based allocation of newly issued shares to investors.
• Template-based creation of investor notifications, proxy materials, and transaction confirmations.

• Multi-share-class waterfalls with configurable share classes, liquidation preferences, and hurdle rates.
• Automated calculation of dividend and interest entitlements for each investor.
• Calculating and applying withholding taxes based on each investor’s jurisdictional tax rates.
• Multi-currency calculations for cross-border payouts.
• Automated generation of payment instructions and sending them to the connected payment systems.
• Configurable schedules for recurring distributions and coupon payments.
• Monitoring payment processing statuses.
• Automated payment reconciliation.
• Rule-based subscription renewal and cost basis updating for reinvestment transactions.

• Calculating performance, trail, management, and carried interest fees based on custom formulas.
• Multi-tiered fee schedules based on investor segment, fund type, distribution agreement, and more.
• Automated fee deduction from distribution amounts.
• Automated billing of transfer agency clients.
• Automated fee withdrawal from client bank accounts by direct debit.
• Rule-based allocation of collected fees across management entities and distribution partners.

• Real-time monitoring of cash inflows, outflows, floats, balances, and positions (by investor, issuer, fund, instrument, etc.).
• Cross-fund, cross-entity netting of cash inflows and outflows across clearing cycles.
• Automated reconciliation of cash records in the transfer agency’s ledger against custodian statements.
• Setting up and monitoring liquidity limits across investor accounts.
• Tracking expected vs. actual cash movements.
• Root-cause analysis of cash variance.
• Trend-based cash forecasting.

• Calculating and tracking chosen metrics across investor activity, asset performance, finance, risks, and operational performance, including specialized KPIs like NIGO rates, market timing, exception STP, lost securityholders, dormancy, and escheat aging.
• Drill-down views by investor, issuer, distributor, geography, instrument, and other user-defined segments.
• Analytics-based anomaly detection (e.g., rapid liquidity shifts, abnormal redemption patterns, payout spikes).
• Statistical modeling and forecasting of chosen transfer agency KPIs.
• Analyzing the contribution of different investor segments, instruments, asset classes, and regions to the financial performance of particular issuers.

• Automated generation of investor reports (account statements, portfolio performance snapshots, fee summaries, tax forms, etc.).
• Automated creation of daily shareholder reports and fund flow summaries for issuers.
• Customizable report templates tailored by report type, entity, region, investment instrument, etc.
• Report conversion to the recipients’ preferred formats (PDF, CSV, XML, encrypted ZIP, etc.).
• Scheduled and ad hoc report distribution to investors, issuers, fund administrators, and internal teams.

• Automated generation of regulatory filings in compliant formats (e.g., SEC’s Forms TA-1, TA-2, TA-W, IRS’s Forms 1099-DIV, 1099-B, 1099-INT, 1042-S, NASAA’s forms for Blue Sky filings, NAUPA II for unclaimed property reports).
• Automated identification of reportable investors for regulatory submissions (e.g., FATCA, CRS).
• Interactive calendars displaying filing deadlines by jurisdiction.
• Scheduled report submission to regulators (via connected reporting gateways or secure communication channels).
• Automated flagging of changes in regulatory reporting forms and rules (via integration with regulatory databases).

• A multi-role, multi-language portal for issuers and investors.
• A self-help knowledge base for portal users.
• A live chat for issuers and investors to communicate with transfer agents and support teams.
• Notifications to issuers and investors about confirmed subscriptions, new reports, data requiring renewal, etc.
• (For admins) Automated processing of servicing cases with account-linked ticket creation and SLA-based resolution tracking.

Investor self-service options:

• Managing personal and business information.
• Initiating investment activity.
• Monitoring holdings, subscription statuses, and transaction history.
• Viewing investment documents (allocations, confirmations, certificates, reports, etc.).

Issuer self-service options:

• Managing business information.
• Publishing asset- and entity-related documents and reports.
• Managing asset offerings, pricing, and the holder register.
• Reviewing and approving investors and transfer transactions.
• Declaring distributions and corporate actions.
• Viewing investment reports and transfer service invoices.

• Permission-based access control.
• Multi-factor authentication, including location- and certificate-based authentication.
• Encryption of stored and transferred investment data.
• Data masking for sensitive fields like investors’ personal identifiers and account numbers.
• Token-based authentication and rate limiting for third-party APIs.
• A full audit trail of user activities.
• Automated workflows for data backup and recovery.
• Continuous system vulnerability scanning and intrusion detection.
• Data controls and activity logging in line with SEC Reg S-P and Reg S-ID, GLBA, SOC 1 Type 2, SOC 2, ISO 27001, NIST CSF 2.0, SOX, GDPR, CCPA, SAMA cybersecurity rules, or other necessary standards and regulations.

• Monitoring the compliance of transfer agency operations against the entity’s internal code of conduct and domain-specific regulations (e.g., SEC Rules 17Ad-2/6/7/17 and 17f-1 for transfer agency registration and servicing quality, SEC, FINRA, and IRS disclosure mandates).
• Automated intermediary transparency and Rule 22c-2 controls, including shareholder information requests (SIR), omnibus account look-through, and distributor oversight (12b-1 and networking data comparisons).
• Tracking confirmation, allocation, and affirmation timelines under SEC Rule 15c6-1 and Rule 15c6-2 to help distribution and custodian partners meet their legal obligations.
• Rule-based detection of compliance breaches.
• Sending compliance violation alerts to the responsible specialists.
• Automated deletion of transfer agency data according to compliant retention and deletion rules.

• Automated extraction and validation of data from investor documents using image analysis and machine learning (ML) technologies.
• ML-based diagnostic and predictive analytics.
• Intelligent optimization engines for trade and settlement processing, transfer exception handling, investor servicing, and more.
• Processing multi-format data (including sentiment, earnings call records, and handwritten notes), summarizing insights, and generating investment documents using large language models (LLMs).
• AI-powered anomaly and fraud detection.
• Intelligent virtual assistants for transfer agency teams and investors.
• AI-supported capture and verification of biometrics and digital signatures.
• Autonomous execution of transfer agency operations by AI agents, with explainable logic and human-in-the-loop governance.

• An immutable transfer registry with timestamped transactional records and connectivity to off-chain ledgers.
• Automated T+0 transfer processing for blockchain-native assets (cryptocurrencies, crypto tokens) and tokenized assets.
• Automated on-ramps and off-ramps for cross-border fiat settlements.
• Tokenized ownership certificates providing cryptographically verifiable proof of holdings.
• Automation of multi-step transfer agency workflows (e.g., KYC/KYB, order processing, capital calls, payouts) using smart contracts.
• On-chain dividend and interest distribution (in chosen crypto or fiat currencies) triggered by encoded entitlement logic.
• Consensus-based, multi-signature authorization for high-value transfers.
• Blockchain-based transparent e-voting for corporate actions.