serenorg/cap-call-notification-workflow

Family Office · Capital Call Notification Workflow

For Claude: How to Use This Skill

Skill instructions are preloaded in context when this skill is active. Do not perform filesystem searches or tool-driven exploration to rediscover them; use the guidance below directly.

This is a workflow-shape skill, not an artifact-request skill. It is triggered by an external event (a capital call notice arriving) rather than by a principal asking for a deliverable. The router should match on the event language in the When to Use section, not on artifact requests.

When to Use

Invoke when the advisor or staff says any of:

• "We just got a capital call from [GP name]"
• "[GP name] sent a cap call notice"
• "I have a capital call due [date]"
• "process a capital call"
• "we need to fund [partnership name]"
• "[partnership] is calling capital"

Do NOT invoke for:

• LP commitment review at fund inception (use manager-dd-private-equity / manager-dd-venture-capital / manager-dd-direct-co-investment)
• Distribution receipt reconciliation (separate workflow, not in v1)
• Cashflow forecasting (cashflow-forecast-worksheet)

Customer Pain (VOC)

Synthesized from family-office operator interviews (see references/voc-evidence.md for full provenance):

• Capital-call notices arrive over email and pile up unprocessed alongside other operational chatter — [f4vwiAXPj3s @ 25:25]
• "Capital calls" is the one-word answer operators give when asked what eats their week — [f4vwiAXPj3s @ 25:25]

Note: evidence is sparse — Track-A2 lexicon expansion captured only one direct mention in the family-office interview corpus. v2 will mine GP notice corpora and fund-admin reconciliation tickets directly to widen the evidence base.

Trigger Signal

The advisor or back office presents:

• The capital call PDF (or scanned image)
• The partnership name
• The notice date and funding deadline
• Optional: prior wire instructions on file

Workflow

1. Parse the notice. Extract: partnership name, GP entity, call number (e.g., "Call #7 of N"), call amount, percent of commitment called to date, wire instructions (bank, ABA, account, beneficiary, reference).
2. Confirm wire instructions against prior records. Compare against the commitment ledger (or the prior call's wire details if no ledger exists). This is the fraud-prevention step. Wire-fraud on capital calls is the single most expensive operational error a family office can make. If wire instructions differ from prior records by ANY field, halt and escalate to the principal and GP via known phone number — never the email on the notice.
3. Calculate liquidity impact. Pull current cash position. Compute:
   • Available unrestricted cash after the call
   • Minimum liquidity cushion remaining vs. policy floor
   • Whether the call requires liquidating any holdings, drawing on a credit line, or other action
4. Draft principal notification memo. Surface: amount, deadline, source of funds, residual liquidity post-call, any required actions before funding.
5. Log into commitment ledger. Update: cumulative called %, remaining uncalled commitment, vintage-year deployed capital, GP-level concentration.
6. Set funding deadline reminder. 48-hour and 24-hour reminders ahead of wire deadline. Include wire-instruction-confirmed flag (cannot release reminder if step 2 did not pass).
7. Confirm wire executed. After wire goes out, capture: wire reference number, executing bank confirmation, debit timestamp.
8. Reconcile against custodian or admin. Within 5 business days, confirm the call was recorded by Addepar / Masttro / Eton / spreadsheet ledger. Flag if not reflected.

Output Format

Two artifacts per call:

1. Principal-facing memo (principal_memo.md) — short, plain language. Includes: amount, deadline, source of funds, liquidity-post-call, decision ask (approve / hold / escalate).
2. Accounting-facing wire packet (wire_packet.md) — wire instructions confirmed against prior records, ledger update SQL or spreadsheet diff, reconciliation checkpoint targets.

Artifact directory:

<invocation-cwd>/artifacts/family-office/cap-call-notification-workflow/<YYYYMMDD-HHMMSS>/
  principal_memo.md
  wire_packet.md
  call_event.json
  manifest.json

Edge Cases

• Wire instructions changed since last call. Halt. Do not proceed with funding. Escalate via known-good GP phone number, not the contact on the notice. This is the single highest-risk failure mode and overrides any deadline pressure.
• Notice arrived but the call cannot be funded by deadline. Compose a principal memo with three options: liquidity raise plan, request short extension from GP, default risk and consequences.
• Notice is for a fund the family no longer recognizes (e.g., GP-led continuation vehicle, fund migration). Pause and verify legitimacy before any other workflow step.
• Multiple cap calls arrive in same week. Sequence by deadline, but check cumulative liquidity impact before approving any single one.

Common Pitfalls

• Treating "wire instructions on the notice" as authoritative. They are not — always verify against prior records and escalate any mismatch out-of-band.
• Wiring before reconciling against the commitment ledger. This produces over-call exposure if the GP made an arithmetic error.
• Forgetting to update vintage-year deployed capital after the call funds — breaks any subsequent J-curve / pacing analysis.

Memory Conventions

Memories written by this skill are tagged with:

• subject = <partnership_name>::call_<n>
• source = "cap-call-notification-workflow"
• memory_type ∈ {commitment, decision, open_question}

Security & Confidentiality

• Never log wire instructions, account numbers, ABA, or beneficiary names at INFO level. Hash with sha256 if a log line must reference them.
• Wire-instruction confirmation steps must be human-witnessed, not automated. The agent prepares the comparison; a human approves.

Reference

• See cashflow-forecast-worksheet for liquidity context.
• See manager-dd-private-equity / manager-dd-venture-capital / manager-dd-direct-co-investment for upstream commitment context.