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How do I import my cap table?
How do I import my cap table?

Importing your cap table into Ledgy can be done whether you have your complete historical data or just recent information. This article guides you through both processes step-by-step.

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Written by Support Team
Updated today

What you'll need before starting

Before importing your cap table, make sure you have:

  • A complete list of all your stakeholders

  • Your current cap table information (either complete history or a recent snapshot)

  • An understanding of Ledgy's basic concepts (you can review our getting started guide)

If you have special requirements:

  • For numbered shares: Go to "Company Settings" in the left-hand menu panel > General > "Equity Management Settings" > click the Edit icon and enable numbered shares

  • For assigning nominal value: Navigate to "Ownership" > Share Classes > "Nominal value per share" tile > click the Edit icon to change the nominal value


Importing your complete cap table history

1. Create your share classes

First, add all your share classes to use them in your cap table import. You can add detailed information like liquidation preference and dividend rights immediately or complete these details later.

This step is crucial as you'll need these share classes available when importing transactions.

2. Add your stakeholders

You can add stakeholders individually or use the bulk importer for faster processing.

Tips for stakeholder imports:

  • Copy-pasting works best from spreadsheets, and you can copy and paste entire columns at once

  • Ensure first and last names are in the same cell (concatenate them if needed)

  • If you want to keep your cap table private until it's fully ready, don't add stakeholder emails yet (without emails, they cannot be invited)

When using the bulk importer:

  • The "Group" column assigns stakeholders to specific groups (like Employees, Founders, Series A Investors), making it easier to find them and send group-specific reports

  • The "Legal entity" column specifies whether the stakeholder is a legal entity or a natural person (the importer defaults to "natural person" - double-click to change to "legal")

3. Add your first cap table transaction

Best practice is to start with the earliest transaction, typically incorporation.

To add an incorporation event:

  1. Go to Ownership > Transactions

  2. Click "Add transaction"

  3. Select "Financing round"

  4. In the spreadsheet that opens, add all stakeholders who participated in the incorporation

  5. Assign shares to each stakeholder

  6. Name the financing round something recognizable (we recommend "Incorporation")

4. Add the rest of your transactions

You can add transactions in any order - Ledgy will automatically sort them by date.

Different transaction types serve different purposes:

  • Use "Convertible loan" transactions for convertible loans or SAFE notes

  • Use "Transfer" transactions for secondaries

  • Use "Valuation" transactions to record share price at a specific point in time

5. Customize the invitation email

Before inviting stakeholders to Ledgy:

  1. Go to "Company Settings" in the left-side menu > General

  2. Click the Review button inside "Email Templates"

  3. Customize the invitation email to your preferences

6. Publish transactions to go live

Until now, only you and other admin users can see what you've added to Ledgy. To make information available to all users:

  1. Go to the Transactions page

  2. Press the Publish button

This action also invites all stakeholders who have an email address associated with their profile.

Note: If stakeholders don't have associated email addresses, they won't be invited and won't be able to access the published transactions.

Note: If none of the stakeholders have an email associated, published transactions will not be available to them, since they will not be invited.


Importing without the complete cap table history

If you don't have your complete history, you can still organize your cap table with the data you have available.

Steps 1 and 2 (creating share classes and importing stakeholders) are identical to the complete import process above.

3. Adding your first transaction as a snapshot

Since you're starting your import "in the middle" of your cap table history, you'll establish a baseline using a snapshot:

  1. Go to Ownership > Transactions > Add transaction

  2. Choose "Snapshot"

  3. If the spreadsheet doesn't show all necessary share classes, return to the Share classes page to add them

  4. Complete the snapshot with ownership information as of your chosen date

4. Add remaining transactions

After establishing your baseline snapshot, add any subsequent transactions through the Transactions page.

5. Customize the invitation email

Before inviting stakeholders:

  1. Go to "Company Settings" in the left-side menu > General

  2. Click the Review button inside "Email Templates"

  3. Customize the invitation message

6. Publish transactions to go live

Make your cap table visible to stakeholders:

  1. Go to the Transactions page

  2. Press the Publish button

This action invites all stakeholders with associated email addresses.

Note: Stakeholders without email addresses won't be invited and won't be able to see the published transactions.

Note: If none of the stakeholders have an email associated, published transactions will not be available to them, since they will not be invited.

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