Document Intake

FundAdmin AI's Document Intake category automates the first step in fund administration: getting documents off email and GP portals and into a structured, reviewed, reconciled state. Two skills handle this: ingest for files and ingest-email for email-based document delivery.

The Intake Pipeline

Every document entering the system moves through a five-stage pipeline:

Inbox → Classify → Review → Vault → Archive

Stage	What Happens
Inbox	Document lands in the working directory or is parsed from an email
Classify	Document type is identified using confidence scoring across 12 types
Review	The appropriate review or compliance skill is automatically invoked
Vault	Review output is written to the Obsidian vault with YAML frontmatter
Archive	Source document is moved to the fund's archive directory

The pipeline is designed to be zero-touch for common document types. An inbound capital call notice, for example, is classified, routed to review-capital-call, and the findings written to the vault without any manual routing decision.

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/fund ingest

The ingest skill handles file-based document intake. It accepts a path to a single document or a directory of documents and processes them through the intake pipeline.

/fund ingest path/to/document.pdf
/fund ingest path/to/quarterly-docs/

12 Document Types

The classifier identifies documents across 12 types using structural patterns, keyword analysis, and document layout:

Code	Document Type	Typical Source
LPA	Limited Partnership Agreement	GP counsel, fund formation
PPM	Private Placement Memorandum	GP marketing team
SUB	Subscription Agreement	Investor, GP portal
SL	Side Letter	LP legal counsel, GP
CC	Capital Call Notice	GP fund administrator
DN	Distribution Notice	GP fund administrator
CA	Capital Account Statement	GP fund administrator
K1	K-1 / Schedule K-1	GP tax team
GPU	GP Update / Quarterly Report	GP investor relations
AUD	Audited Financial Statements	Fund auditor
KYC	KYC / AML Documentation	Investor, compliance team
DEED	Deed of Adherence / Transfer	LP legal counsel

Confidence Scoring

Every classification includes a confidence score (0-100%):

Confidence	Action
90%+	Auto-classified and routed without confirmation
70-89%	Classified with a note requesting confirmation
Below 70%	Flagged for manual classification

Documents below the confidence threshold are held in the Inbox stage and surfaced in the Document Intake Kanban board under the "Needs Review" column.

Auto-Reconciliation

When a capital call notice or distribution notice is ingested, the skill automatically triggers a reconciliation check against the most recent capital account statement in the archive:

# Equivalent to:
/fund ingest capital-call-q4-2024.pdf
# → classifies as CC
# → routes to /fund review-capital-call
# → reconciles against most recent CA in archive
# → writes findings to vault

This means discrepancies between the call amount and the capital account balance are caught at intake, before the document is filed.

GP Portal Integration

The ingest skill is designed to process documents downloaded from the major GP portals:

Portal	Notes
Allvue	Supports standard Allvue document export format
AD Connect (Advent)	Supports AD Connect quarterly packet exports
InvestorFlow	Supports InvestorFlow document delivery format

Documents downloaded in bulk from these portals can be dropped into a single directory and processed in one pass:

/fund ingest ~/Downloads/allvue-q3-2024/

The classifier handles mixed document types in a single directory, routing each file to its appropriate review skill.

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/fund ingest-email

The ingest-email skill parses fund administration documents delivered by email. Many GPs and fund administrators still deliver capital call notices, distribution notices, and quarterly reports via email rather than through a portal.

/fund ingest-email path/to/email-export.eml
/fund ingest-email path/to/email-folder/

Email Parsing

The skill extracts:

• Attachments: Each attachment is passed through the same 12-type classifier as ingest
• Inline amounts: Dollar figures mentioned in the email body are extracted and cross-validated against attachment content
• Metadata: Sender, date, subject line, and any fund or investor identifiers are captured as context

Cross-Validation

A key capability of ingest-email is cross-validating the email body against its attachments. GPs sometimes send a summary in the email text and a detailed notice as an attachment. If the amounts differ, the skill flags it:

Email body: "Capital call of $2,500,000 due December 15"
Attachment: Capital call notice for $2,450,000
→ DISCREPANCY: $50,000 difference between email body and attachment

Fraud Detection

The skill applies a set of fraud-pattern checks to inbound email documents:

Pattern	Check
Wire instruction changes	Any email containing new or changed wire instructions triggers a high-priority flag
Domain spoofing	Sender domain checked against known GP domain from prior correspondence
Urgency language	Emails containing urgency phrases ("immediate transfer required", "same-day wire") are flagged
Unusual timing	Capital calls outside the fund's stated call cadence are noted
Amount anomalies	Call amounts materially above the fund's historical average are flagged

Wire instruction fraud is one of the most common attack vectors against fund administrators. Any email that triggers a fraud pattern is held in the Document Intake board's "Fraud Review" column and requires manual confirmation before proceeding.

Output

ingest-email produces the same structured output as ingest: a classified document list, a review routing decision for each attachment, cross-validation results, fraud flags (if any), and a vault write for each processed document.

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Output Directory Structure

All ingested documents and their review outputs are organized under the fund's review directory:

reviews/{fund-name-slug}/{YYYY-MM-DD}/
  reports/          ← PDF reports
  analysis/         ← JSON analysis output
  drafts/           ← Draft responses (capital calls, distribution notices)
  compliance/       ← Compliance check outputs
  tracking/         ← Obligation tracker updates
  analytics/        ← Benchmark and performance data
  portfolio/        ← Portfolio dashboard data

Source documents are archived at reviews/{fund-name-slug}/archive/{YYYY-MM-DD}/ after intake processing completes.