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How to Properly Close a Fully Funded Deal

Overview​

After successfully completing your fundraising campaign and distributing tokens to investors, the final step is to properly close your deal. This process involves finalizing all administrative tasks, ensuring regulatory compliance, and transitioning from the fundraising phase to ongoing investor management. This guide will walk you through the steps to properly close a fully funded deal on the WhiteLabel Community Deals Platform.

Prerequisites​

Before closing your deal, you should:

  • Have an active issuer account on the platform
  • Have a fully funded deal (reached your target fundraising goal)
  • Have completed token distribution to investors
  • Have fulfilled all regulatory and compliance requirements
  • Have all necessary documentation prepared for archiving

Step-by-Step Instructions​

Step 1: Access the Deal Closing Workflow​

  1. Log in to your issuer account
  2. Navigate to your funded deal
  3. Click on the "Post-Funding" tab
  4. Select "Close Deal" from the menu

Step 2: Review Deal Performance Summary​

  1. Review the comprehensive deal performance summary:

    • Total funds raised
    • Number of investors
    • Average investment amount
    • Fundraising timeline (start to completion)
    • Comparison to initial targets

  2. Verify all figures are accurate and complete

  3. Save or export this summary for your records

Step 3: Complete Final Compliance Checklist​

  1. Review the compliance checklist to ensure all regulatory requirements have been met:

    • All investor KYC/AML verifications completed
    • All required disclosures provided
    • All necessary filings submitted
    • All investor documents properly executed
    • All token transfers and distributions completed

  2. Address any outstanding compliance items

  3. Obtain final compliance approval from the platform

Step 4: Prepare Final Investor Communication​

  1. Click on "Create Final Update"

  2. Draft a comprehensive closing update for investors:

    • Thank investors for their participation
    • Summarize the fundraising results
    • Outline next steps for the project/company
    • Explain ongoing reporting and communication plans
    • Provide contact information for future inquiries

  3. Preview the message and make any necessary adjustments

  4. Save the draft for review before sending

Step 5: Archive Deal Documentation​

  1. Navigate to the "Documentation" section

  2. Review all deal-related documents:

    • Offering documents
    • Investor agreements
    • Regulatory filings
    • Communications history
    • Transaction records

  3. Ensure all documents are properly tagged and categorized

  4. Click "Prepare Archive" to create a comprehensive deal archive

  5. Specify retention settings according to your regulatory requirements

Step 6: Set Up Post-Closing Reporting​

  1. Navigate to the "Reporting Setup" section

  2. Configure ongoing reporting requirements:

    • Reporting frequency (quarterly, semi-annual, annual)
    • Report types (financial, operational, token metrics)
    • Distribution methods
    • Compliance requirements

  3. Set up automated reminders for report preparation

  4. Establish approval workflows for report publication

Step 7: Configure Investor Relations Settings​

  1. Navigate to the "Investor Relations" section

  2. Set up ongoing investor management:

    • Update investor contact preferences
    • Configure investor portal access
    • Set up Q&A and communication channels
    • Establish escalation procedures for investor issues

  3. Assign team members to investor relations responsibilities

  4. Set up monitoring for investor engagement metrics

Step 8: Transition to Ongoing Management​

  1. Navigate to the "Deal Transition" section

  2. Review the transition checklist:

    • Token management settings
    • Investor support procedures
    • Reporting schedules
    • Team access permissions

  3. Configure deal status to transition from "Fundraising" to "Active Management"

  4. Set up dashboard preferences for ongoing monitoring

Step 9: Conduct Final Review and Close Deal​

  1. Navigate to the "Final Review" section

  2. Complete the deal closing attestation:

    • Confirm all funds have been received and allocated
    • Verify all tokens have been distributed
    • Certify all documentation is complete and accurate
    • Acknowledge ongoing obligations to investors

  3. Enter your electronic signature

  4. Click "Close Deal" to finalize the process

  5. Confirm your action in the dialog box

Step 10: Send Final Notifications​

After closing the deal:

  1. The system will automatically:

    • Send confirmation to all investors
    • Update the deal status on the platform
    • Notify the compliance team
    • Generate a deal closing certificate

  2. Review all automated notifications

  3. Send your prepared final investor communication

Step 11: Access Post-Closing Dashboard​

  1. After deal closing, you'll be redirected to the post-closing dashboard

  2. This dashboard provides:

    • Investor management tools
    • Reporting templates and schedules
    • Token performance metrics
    • Compliance calendar
    • Support resources

  3. Familiarize yourself with this dashboard for ongoing management

Best Practices​

  • Thorough Documentation: Ensure all deal documentation is complete and properly archived
  • Clear Communication: Provide investors with comprehensive information about the closing process and next steps
  • Compliance Focus: Double-check all regulatory requirements have been satisfied before closing
  • Team Transition: Ensure your team understands the shift from fundraising to investor management
  • Financial Reconciliation: Verify all financial aspects of the deal are accurately recorded and reconciled
  • Future Planning: Establish clear processes for ongoing investor relations and reporting
  • Feedback Collection: Gather feedback from investors about their fundraising experience
  • Knowledge Transfer: Document lessons learned for future fundraising activities
  • Celebration: Acknowledge the achievement with your team and investors
  • Strategic Planning: Use the closing process to refine your post-funding business strategy

Troubleshooting​

Common Issues​

  1. Outstanding Investor Documentation

    • Solution: Contact investors directly to obtain missing documents
    • Solution: Use the platform's document request feature with automated reminders

  2. Compliance Gaps

    • Solution: Work with the platform's compliance team to address any final requirements
    • Solution: Consult with your legal counsel to resolve complex compliance issues

  3. Financial Reconciliation Discrepancies

    • Solution: Generate detailed transaction reports to identify discrepancies
    • Solution: Contact the platform's financial support team for assistance

  4. Investor Questions About Closing

    • Solution: Prepare an FAQ document addressing common closing questions
    • Solution: Schedule a webinar to explain the closing process and answer questions

  5. Technical Issues with Archiving

    • Solution: Use the incremental archiving option for large document sets
    • Solution: Contact technical support if you encounter persistent issues

Getting Help​

If you encounter any issues during the deal closing process:

  1. Navigate to the /support Support center by clicking on the "Support" link in the main navigation
  2. Select the appropriate category for your issue:
    • "Deal Closing" for general closing questions
    • "Compliance" for regulatory requirements
    • "Financial" for fee or reconciliation issues
    • "Technical" for platform-related problems
  3. Provide specific details about your issue, including your deal ID
  4. Submit your support request
  5. Support staff will respond through the platform's notification system