Guide
What should you export before changing equity platforms?
Start with the data needed to explain both the current position and how it was reached.
A current cap table can show who owns what, but it may not contain the complete history of transfers, cancellations, exercises, or award modifications.
Preserve detailed ownership and award records alongside original agreements, approvals, valuation reports, and finance workpapers. Use an archive manifest to record the entity, export date, effective date, file name, and any known gaps. Keep the untouched originals separate from the files prepared for import.
Ask your receiving provider to review the manifest before migration begins. If a required field or document is missing, resolve the gap while source access and support are still available. Do not assume that a successful spreadsheet import means your full record has been preserved.
What to preserve
| Record group | Fields and documents to request | Why it matters |
|---|---|---|
| Company and entities | Legal entity names, jurisdictions, entity identifiers, currencies | Prevents mixing records across entities |
| Stakeholders | Stable identifiers, legal names, contact details, type, status | Preserves identity and access mapping |
| Share classes | Class or series, authorized and issued amounts, governing terms | Supports class-level reconciliation |
| Ownership ledger | Issuances, transfers, repurchases, cancellations, dates, quantities, identifiers | Preserves how balances were reached |
| Awards | Grant IDs, holder IDs, plan, type, quantity, grant date, exercise price and currency, expiry, status | Supports grant-level checks |
| Vesting | Start date, cliff, cadence, schedules, modifications, acceleration terms, termination details | Prevents a correct total hiding an incorrect entitlement |
| Convertibles | Instrument IDs, amounts, dates, signed terms, conversion history | Preserves future and historical conversion inputs |
| Warrants and other instruments | Original terms, history, identifiers | Avoids assuming every instrument fits a common-stock template |
| Documents | Agreements, approvals, certificates, amendments, execution evidence | Links operational records to source documents |
| Valuations | Existing reports, effective dates, underlying retained material | Supports continuity and professional review |
| Accounting | Reports, grant assumptions, modifications, historical expense schedules, workpapers | Supports comparison across periods |
| Open workflows | Pending approvals, signatures, exercises, payment status, deadlines | Prevents duplication or missed actions |
| Permissions and integrations | User roles, service accounts, connected systems | Supports controlled access after handover |
Availability depends on your account and provider. The inventory is a request list, not a statement that a single export contains every item.