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How to Prepare and Upload Required Deal Documents

Overview​

Proper documentation is a critical component of any compliant token offering. The WhiteLabel Community Deals Platform requires issuers to upload various legal, financial, and informational documents to ensure transparency for investors and compliance with applicable regulations. This guide will walk you through the process of preparing and uploading the required documents for your deal.

Prerequisites​

Before preparing and uploading your deal documents, you should:

  • Have an active issuer account on the platform
  • Have created a new deal and configured your token parameters and sale terms
  • Have consulted with legal counsel regarding required documentation for your offering type
  • Have prepared or drafted the necessary documents in acceptable file formats
  • Understand the regulatory requirements for disclosure in your jurisdiction

Step-by-Step Instructions​

Step 1: Access the Document Upload Section​

  1. Log in to your issuer account
  2. Navigate to your in-progress deal
  3. Proceed through the deal creation steps until you reach the "Deal Documents" section
  4. If returning to an in-progress deal, select "Edit" on the Documents card

Step 2: Review Required Document Types​

The platform will display a list of required and optional documents based on your:

  • Selected asset type
  • Jurisdiction
  • Offering size
  • Investor types (accredited, non-accredited, etc.)

Common required documents include:

  1. Offering Documents

    • Private Placement Memorandum (PPM)
    • Offering Circular
    • Term Sheet
    • Investment Summary

  2. Legal Documents

    • Subscription Agreement
    • Operating Agreement or Bylaws
    • Token Purchase Agreement
    • Risk Factors

  3. Financial Documents

    • Financial Statements
    • Pro Forma Projections
    • Use of Proceeds
    • Cap Table

  4. Corporate Documents

    • Certificate of Incorporation
    • Corporate Resolutions
    • Management Bios
    • Company Overview

  5. Technical Documents

    • Token Economics Paper
    • Technical Whitepaper
    • Smart Contract Audit Report

Step 3: Understand Document Requirements​

For each document type, review:

  1. Required vs. Optional status

    • Required documents must be uploaded before submission
    • Optional documents may enhance your offering but aren't mandatory

  2. Format requirements

    • Acceptable file types (typically PDF, DOCX, XLSX)
    • Maximum file size (typically 10MB per document)
    • Template availability

  3. Content guidelines

    • Minimum required information
    • Regulatory disclosure requirements
    • Best practices for investor clarity

Step 4: Use Document Templates (If Available)​

  1. For many document types, the platform provides templates:

    • Click "View Template" next to the document type
    • Download the template
    • Customize it with your specific offering details
    • Save the completed document to your computer

  2. For jurisdiction-specific documents:

    • Select your jurisdiction from the dropdown
    • Access templates tailored to your regulatory environment

Step 5: Prepare Your Documents​

When preparing your documents:

  1. Ensure accuracy and completeness

    • Include all required disclosures
    • Provide clear, factual information
    • Avoid misleading statements or omissions

  2. Maintain consistent branding

    • Use your company logo and colors
    • Ensure professional formatting
    • Check for spelling and grammatical errors

  3. Include necessary legal disclaimers

    • Risk factors
    • Forward-looking statement disclaimers
    • Jurisdictional restrictions

  4. Organize information logically

    • Use clear section headings
    • Include a table of contents for longer documents
    • Number pages appropriately

  5. Convert to required format

    • Save as PDF for final versions
    • Ensure documents are searchable (not scanned images)
    • Optimize file size while maintaining readability

Step 6: Upload Documents​

For each required document:

  1. Click the "Upload" button next to the document type
  2. Select the file from your computer
  3. Wait for the upload to complete
  4. The system will validate the file format and size
  5. A green checkmark will appear when the upload is successful

Step 7: Preview Uploaded Documents​

After uploading:

  1. Click "Preview" to verify the document appears correctly
  2. Ensure all pages are visible and properly formatted
  3. Check that any hyperlinks or references work correctly
  4. Verify that tables and figures are displayed properly

Step 8: Set Document Visibility​

For each document, configure who can view it:

  1. Click "Configure Visibility" next to the document
  2. Select from options such as:
    • Public (visible to all potential investors)
    • Registered Users Only
    • After KYC Completion
    • Accredited Investors Only
    • By Request Only (investors must request access)
  3. Save your visibility settings

Step 9: Create Document Packages (Optional)​

You can organize documents into packages for different investor types:

  1. Click "Create Document Package"
  2. Name the package (e.g., "Accredited Investor Package")
  3. Select which documents to include
  4. Set visibility requirements for the package
  5. Save the package configuration

Step 10: Review and Finalize Documents​

  1. Review the document checklist to ensure all required items are uploaded
  2. Click "Validate Documents" to run an automated check for completeness
  3. Address any flagged issues or warnings
  4. Click "Finalize Documents" when complete
  5. Confirm your action in the dialog box

Best Practices​

  • Start Early: Begin preparing documents well before your planned offering date
  • Use Legal Counsel: Have all offering documents reviewed by qualified legal counsel
  • Be Transparent: Provide comprehensive information about risks and business challenges
  • Update Regularly: Keep documents current with any material changes to your business or offering
  • Maintain Consistency: Ensure information is consistent across all documents
  • Consider Your Audience: Write clearly for your target investors' level of sophistication
  • Version Control: Maintain clear versioning of documents if updates are needed
  • Secure Sensitive Information: Consider using encrypted documents for highly sensitive information
  • Prepare for Questions: Anticipate investor questions and address them proactively in your documents

Troubleshooting​

Common Issues​

  1. File Size Too Large

    • Solution: Compress PDF files or split very large documents into logical sections

  2. Format Not Accepted

    • Solution: Convert to an accepted format (usually PDF) using appropriate software

  3. Template Customization Difficulties

    • Solution: Contact issuer support for guidance or use the "Request Template Assistance" feature

  4. Missing Required Information

    • Solution: Review the document requirements checklist and complete all required fields

  5. Document Validation Errors

    • Solution: Click on the error message for specific guidance on resolving the issue

Getting Help​

If you encounter any issues during the document preparation and upload 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:
    • "Document Upload" for technical upload issues
    • "Document Requirements" for questions about required documents
    • "Legal" for questions about document content requirements
  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