Inbest - Building a Robust Mutual Fund Back Office

Industry

Financial Services/Fintech

Business Type

Insurance & Mutual Fund Distributor

Service

Webapp Development

Client Overview


Inbest is a multi-registrar financial reporting platform that builds tools for intermediaries managing complex investor groups, including minors, corporates, and joint holders. They offer tools to manage investor portfolios, process transactions, and ensure compliance across financial products.

The platform supports high-volume SIP, STP, and SWP transactions daily, providing standardized tracking and reporting to ensure accuracy and efficiency in handling intricate investor hierarchies.

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Project Summary

Inbest is a custom-built back-office solution designed for financial distributors and advisors to seamlessly manage investor transactions, portfolios, reporting, and compliance. As part of its expansion, Inbest introduced a Mutual Fund Investment module featuring a powerful SIP transaction engine and a comprehensive reporting dashboard. This unified solution empowers investment professionals to track investor activities, ensure regulatory compliance, generate detailed reports, and analyze portfolios — all through a single intuitive interface.

The MVP includes:
  1. Transaction ingestion (manual, daily, systematic) 
  2. Investor and group creation 
  3. NAV reporting 
  4. Follow-up management with email templates 
  5. Advanced reporting with cost, XIRR, and ABS logic

This MVP serves as the foundation for future development, paving the way for investor-facing dashboards and advanced automation layers.

Project Objective

The key objectives of the project were focused on creating a robust, scalable, and user-centric solution for financial intermediaries:

  1. Scalable Platform: Build a scalable system for importing and classifying investment transactions from leading registrars like CAMS and Karvy.
  2. Transaction Clarity: Enable clear segregation of SIPs, STPs, and SWPs from lump-sum investments and redemptions to maintain accurate reporting.
  3. Client Grouping & Reporting: Empower users to create investor groups and generate branded, comprehensive reports across all investor types.
  4. Admin Oversight: Provide admins with tools to track, review, and follow up on flagged or delayed transactions, ensuring operational efficiency and compliance.

Project Challenges

During the project, the team tackled several complex challenges to ensure the platform could deliver accuracy, compliance, and scalability:

01

Data Normalization

The biggest challenge was normalizing multi-format data received from various registrars, each with its structure and inconsistencies.

02

Transaction Integrity

Managing interlinked transactions (such as STP-IN and STP-OUT) requires precise handling to flag errors without compromising data integrity.

03

Compliance Support

Ensuring robust compliance checks (PAN, Aadhaar, bank proof) for diverse and complex investor types, including Minors, HUFs, LLPs, and Corporates, was critical.

04

Manual Entry Framework

Building a manual entry system that balanced flexibility with structured processes to minimize human errors while accommodating exceptions.

Solutions Delivered

1. Authentication & User Access

We implemented secure authentication with Aadhaar-linked logins and layered error handling to manage disabled or inactive users, invalid entries, and system-generated feedback for enhanced security and user control.

2. Transaction Reporting

Transaction reporting was structured into three clear categories for better accuracy and usability:

  1. Systematic Transactions (SIPs, STPs, SWPs): These transactions are auto-imported from CAMS and Karvy, with key fields like fund type, NAV, units, and transaction mode auto-populated. Admins can review and edit transactions through pre-filled forms. The system supports all modes (SIP, STP, SWP) and intelligently differentiates and links STPs and SWPs using file headers, suffixes, and nature logic (WBR, MFSD rules) to maintain clarity between systematic and financial transactions.
  2. Daily Transactions: Covers non-systematic transactions such as purchases, redemptions, and switches. These are auto-fetched, editable, and filterable, with intelligent flagging to catch exceptions like NFOs, internet-based SIPs, and physical submissions.
  3. Manual Entry: A structured manual entry system captures details like the user making the entry, sales platform, ARN, NAV values, and receipt uploads. Users can easily filter and export transactions based on office, investor, group, date range, platform, and other parameters for streamlined reporting.

3. NAV Reports

It standardizes registrar data using merged views from WBR1 and MFSD 217, and displays all NAVs with date, fund details, fund type and fund names(product codes). It also has option breakdown for portfolio analysis, making the performance calculation easy.

Once selected, users are informed they can get loans up to ₹10 Lakhs, based on eligibility.

NAV Reports

4. Follow-Up Module

  • Follow-up reminders are automatically emailed with pre-defined, templated content for consistency and compliance.
  • Once a follow-up is sent, the email content is locked and cannot be edited to maintain audit integrity.
  • The module enables tracking of operational performance and follow-through on pending actions.
  • Admins and users can filter follow-ups by location, transaction Mode (SIP, STP, SWP, Lump Sum, etc.), follow-up date, last conversion status.
  • This ensures better visibility, accountability, and timely action on outstanding investor-related tasks.
Follow-Up Module

5. Reporting & Group Analysis

  • Cost Value Calculation: Cost values are derived using custom logic that factors in transaction sequencing, IF functions, and historical data modeling across multiple file formats, ensuring accurate and reliable reporting.
  • Diversification Reports: The platform offers clear diversification reports that split current and invested values across fund types (equity, debt, hybrid, etc.) with real-time percentage charts for easy visualization.
  • Performance Tracking: Monthly performance reports( fund wise and investor wise) are fully downloadable, providing a clear view of returns.
  • Key Differentiator: This comprehensive reporting and group analysis capability is one of Inbest’s strongest differentiators, delivering deeper insights and operational clarity that go beyond standard industry tools.
Reporting & Group Analysis

6. Investor Management

Inbest provides a robust document and profile management system designed to handle investor compliance. It supports validation for minors (T-18 rule), and enables seamless multi-account tracking across portfolios.

Investors can be grouped under sophisticated structures such as LLPs, Trusts, and Companies, with full edit history and document traceability to ensure transparency.

Inbest manages investors through two structured modules:

  1. Group Masters:
    • Organizes clients into families, corporates, or investment groups.
    • Tracks key details: contact info, group type, ARN, salesperson, and status.
    • Supports auto-code generation, edit history tracking, and export to CSV/PDF for reporting and records.
  2. Investor Masters:
    • Each investor is assigned to a group with a unique ID.
    • Supports profiles for individuals (adults), minors, and non-individual entities (corporates, LLPs).
    • Allows multiple addresses and bank accounts per investor.
    • Maintains records for audit-readiness as per KYC compliance.
Investor Management

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Benefits Delivered

Reduced Transaction Classification Time

Smart flag detection, leveraging suffix and registrar nature mapping, significantly reduced the time required to classify transactions accurately.

Minimized User Errors

Auto-population of key form fields during both entry and edit processes helped minimize manual errors and improved data accuracy.

Enhanced Compliance

The platform supports comprehensive document uploads for each holder and nominee, strengthening compliance and simplifying KYC and audit processes.

Audit-Ready Reporting

Advanced cost logic and monthly export options enabled audit-ready, group-level performance reports, giving users clear, reliable insights into their portfolios.

Clean Unified Investment History

Eliminated data duplication and inconsistencies across 3 years, creating a reliable single source of truth.

Faster Decision-Making

Real-time NAV and accurate portfolio summaries made investment decisions quicker and more informed.

Scalable Architecture

MVP features set the foundation for future modules like goal-based planning, SIP optimization, and tax harvesting.

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Takeaway

All MVP features were successfully delivered with full modularity, ensuring flexibility for future enhancements and scalability.

The platform is now well-positioned and technically ready to support upcoming expansions, including:

  • Client-side dashboards : for investor self-service and reporting
  • Portfolio comparison tools : to enhance investment analysis
  • Insurance module integration : to offer a more comprehensive financial product suite
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