Most fund administrators run on a system the manager will never own. The deal team works on one system, the administrator works on another, reconciliation is monthly, and the manager pays for both. When the fund scales and decides to bring administration in-house, it has to re-platform.
Q-Lana’s Managed Administration runs on the same Asset Management Platform an in-house team would otherwise operate. The Q-Lana operations team handles pre-disbursement, accounting, NAV production, audit support, capital calls, KYC monitoring, and quarterly reporting. As the fund scales, the in-house team takes over without re-platforming. Same system. Same data. Same audit trail. Operator changes; the fund does not.
For emerging managers and funds under €100M, this is the engagement that pays for itself before the second fund holds its first close.
The scope is designed to cover everything that sits between the IC decision and the LP report. Each function is operated by a Q-Lana team member working inside the Q-Lana platform, on the same system the manager will eventually take over.
The Conditions Register derived verbatim from IC minutes. Cross-functional verification: Investment / Credit, Legal, Compliance, Operations. No verbal confirmations accepted. Pre-Disbursement Authorization Memo with full sign-off before any draw.
Collateral registration, perfection of security, custody coordination, and ongoing monitoring. Documentation maintained in the platform with full lineage. Re-registration handled before expiry. Haircuts and valuations tracked.
Asset-level accounting, accrual and debt-service journals, IFRS 9 valuation, NPV and ECL calculation, and automated valuation memos. Run on the same platform the deal team uses, so journals trace to the underlying facility without reconciliation.
Quarterly NAV pack production. Methodology lineage. Auditor liaison and ECL workpapers. Annual audit package preparation: audited financials, ECL calculation, investee confirmations, annual impact report, compliance attestations, control status.
Subscriber DDQs, sanctions screening, source-of-funds verification, ongoing KYC review. Coordinated with the fund administrator and DFI investors’ specific KYC requirements. KYC monitoring continues post-onboarding with periodic refresh and adverse-media checks.
Capital call notices with proper notice periods. Distribution waterfalls calculated against the LPA. LP capital account statements. Quarterly Board and IC packs covering portfolio quality, risk register, treasury, ALM, compliance, ESG and impact dashboards, and TAF reports.
The standard fund administration arrangement creates structural friction. Two systems. Two teams. Two reconciliations. The administrator runs on a tool the manager neither owns nor controls. When the manager scales and wants to bring administration in-house, the entire history has to migrate to a new platform. Years of reporting lineage break.
Q-Lana’s Managed Administration removes the friction by design. The platform is the manager’s. The Q-Lana team operates on it. When the fund scales, the in-house team is hired into the same system, with the same data, the same audit trail, the same reporting lineage. No re-platforming. No history loss. The operator changes; the fund does not.
Managed Administration is built for emerging managers and funds under €100M, where building an in-house operations team from day one would crowd out the deal team. It is also built for managers planning a second or third fund, where the operating discipline of the new vehicle has to be cleaner than the last one.
It is not built for funds that already have a mature in-house operations team, although those managers often deploy the platform directly through Offering 02 and run their own operations on it.
The operations team operates inside the model Q-LIA designs. Most clients engage Q-LIA first, then the platform, then Managed Administration. →
Managed Administration runs on the Q-Lana Asset Management Platform. The same platform the manager will eventually own. →
PD, LGD, EAD, ECL, IFRS 9. The Risk Analytics computational stack that drives Managed Administration’s valuation work. →
When the in-house team takes over, the data stays where it is, the audit trail stays where it is, the LP reporting stays where it is. The operator changes. The fund does not re-platform.
Thirty minutes on your back-office plan. We will sketch the scope, the cost, the handoff timeline, and the platform shape. No procurement form first.
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