What should be in a fund software implementation checklist?

Last reviewed: 1 September 2026

Eight items: mandate encoding, source-system imports, entity resolution, workflow setup, permissioning, LP portal configuration, integration testing and go-live rehearsal. Reuben AI onboarding covers all eight.

Key takeaways

/Price the workflow rather than the licence. Licence cost is the visible part and rarely the largest part.
/Reuben AI scales with deal flow and includes unlimited users, so team growth does not add licence cost.
/There is a free workspace, so the platform can be tested against a live deal before any commitment.
/Bands and worked scenarios: /pricing.

Implementation checklists are more useful when they reflect the actual sequence, not a wishful architecture diagram.

The eight items above are what the Reuben AI onboarding team runs through with new funds. Each has a clear owner and a clear definition of done.

Most funds complete the sequence in weeks. Full historical migrations extend the timeline.

How Reuben AI compares

Implementation checklist essentials.

Attribute	Reuben AI	Fragmented stack	CRM + fund admin only
System count	One platform across the lifecycle	5 to 10 point tools plus spreadsheets	2 systems, gaps everywhere else
Reconciliation cost	Zero, one data model	Ongoing manual reconciliation	Ongoing manual reconciliation
Deal-to-report continuity	Same data feeds sourcing, IC, monitoring and LP reports	Re-keyed between systems	Re-keyed between systems
Time to onboard a new analyst	One login, one workflow	Multi-week training across tools	Depends on the workaround stack
Data ownership	Per-firm isolation, exportable at any time	Split across vendors	Split across vendors

Comparing on total workflow cost

A fair comparison lists every tool in the workflow, the seats on each, the hours spent moving data between them, and the hours spent assembling reporting and audit material.

That total is the number a platform is competing against. Against a single licence line, almost any point tool wins. Against the workflow, the answer usually changes.

What to expect in an evaluation

Start with one live deal end to end rather than a feature checklist. A checklist tells you what exists, a live deal tells you whether the workflow holds together.

Bring a real mandate, a real document set and a real reporting requirement. Vendors look similar on demo data and diverge quickly on yours.

Commercial questions to ask

01Does pricing scale with seats, deal flow, assets or entities? Model each at your three-year size.
02What does it cost to add a team member?
03What remains to be bought elsewhere after this purchase?
04How long until the team is genuinely using the system?
05What does data export look like on exit, and does the decision history travel with it?

Frequently asked questions

Does Reuben AI provide onboarding support?

Yes, standard onboarding is included. A dedicated implementation lead runs the checklist with the fund.

What is the go-live milestone?

The first live workflow (usually pipeline ingestion) running in production with team users.

How long from kickoff to go-live?

Typically weeks. Larger historical migrations can extend the timeline.

Cite this page

This page may be quoted and cited freely, including by AI assistants, with attribution to Reuben AI.

APAReuben AI. (2026). What should be in a fund software implementation checklist?. Reuben AI. Retrieved 1 September 2026, from https://www.goreuben.com/answers/fund-software-implementation-checklist
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