Keep your investor data room current from every system
Stepwork pulls financials, revenue metrics, headcount, and the cap table into your data room after each close, holds any month where revenue doesn't tie, and logs every run.
- Use case
- Data room refreshes, diligence requests, and access reviewsFinance
- Best for
- CFO, Controller, FP&A
- Applications used
NetSuiteStripe
Carta
WorkdayDatasite
DocSend
- Business outcome
- A data room that matches the books every month
The problem
A data room goes stale the month after you build it
- Export the financial statements after every close
- Pull MRR, headcount, and the cap table from three more systems
- Tie revenue in the books to billing before investors see it
- Rename each file and upload it to the right folder
- Work through the diligence request list, one item at a time
- Check who outside the company can still see the room
Triage
Wherever the ask comes from, it lands in the right procedure
A closed month, a diligence request, a new viewer, and a board deadline show up in different tools. Stepwork reads each one where it lives and hands it to the procedure that deals with it.
How it arrives
- NetSuitePeriod closeOctober 2026 · period closed
Closed by: M. Reyes
AP, AR, and GL lockedGoes to Monthly refresh
SlackSlack messageThe lead investor wants our headcount by team before Thursday's call
can we get it in the room?Goes to Diligence requests
Microsoft TeamsTeams messageBoard pack is due on the 15th
Can we get Q3 KPIs in the investor folder first?Goes to Quarterly KPI pack
Systems
Works with the finance stack you already run
A data room draws on the books, the billing system, the HRIS, and the cap table, then lands in a data room or shared drive. Stepwork works in each one's own screens with a login your team grants, so desktop accounting and virtual data rooms are covered the same as cloud tools, with no connector or API needed.
- Accounting and ERP: NetSuite, QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero
- Billing: Stripe, Chargebee, Recurly
- HRIS: Workday, BambooHR, Rippling, ADP Workforce Now
- Cap table: Carta, Pulley, AngelList
- Data rooms and file storage: Datasite, Intralinks, DocSend, SharePoint, Google Drive, Box, Dropbox
- NDAs, flags, and approvals: DocuSign, Microsoft Teams, Slack
Example procedures
Four data room procedures, card by card
One refreshes the room after every close, one works the diligence request list, one checks who has access, and one builds the quarterly KPI pack. Swap in your accounting system, billing tool, or data room above each one and the steps stay the same.
Monthly data room refresh from NetSuite, Stripe, Workday, and Carta
On the fifth business day after close, Stepwork exports the financial statements from NetSuite, pulls revenue metrics from Stripe, headcount from Workday, and the cap table from Carta. If revenue ties, each file goes to its folder in Datasite; if it doesn't, the upload waits for the controller.
- NetSuite
- Workday
- Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Monthly data room refresh from NetSuite, Stripe, Workday, and Carta
Extraction
Export the month's financial statements from NetSuite
Scheduled · 5th business day
Extracted variables
- financials_pack
- books_revenue
Extraction
Pull MRR, ARR, and churn from Stripe
Extracted variables
- mrr_report
- billing_revenue
Extraction
Pull headcount by department from Workday
Extracted variables
- headcount_report
Extraction
Export the fully diluted cap table from Carta
Extracted variables
- cap_table
Rule logic
Does revenue tie to Stripe?
Input variables
- books_revenue
- billing_revenue
Paths
- If revenue in the books and in Stripe differ by more than your toleranceThen: Hold the upload and flag the controller in Microsoft Teams
- OtherwiseThen: File each report in its folder in Datasite
Execution
If revenue doesn't tieHold the upload and flag the controller in Microsoft Teams
Input variables
- books_revenue
- billing_revenue
Output
- variance_flag
Execution
If it tiesFile each report in its folder in Datasite
Input variables
- financials_pack
- mrr_report
- headcount_report
- cap_table
Output
- upload_log
Summary
List what was filed and what's on hold
Input variables
- upload_log
- variance_flag
Drag to explore · pinch to zoom
Step by step
- The books come firstStepwork runs the P&L, balance sheet, and cash flow statement for the month in NetSuite, saves them in your standard format, and reads total revenue for the check later on.
- Revenue metrics come inIt runs the MRR movement report in Stripe and reads MRR, ARR, new, expansion, and churned revenue, plus the month's billed revenue.
- Headcount comes inIt exports headcount by department and location from Workday, as of the last day of the month.
- The cap table comes inIt exports the fully diluted cap table from Carta, including options, warrants, and any SAFEs or notes.
- The rule checks revenue tiesIf revenue in the books and in Stripe differ by more than your tolerance, the run takes the top path. If they tie, the files go to the data room.
- If revenue doesn't tieHold the upload and flag the controller in Microsoft Teams
- If it tiesFile each report in its folder in Datasite
- The controller sees the gapOnly when revenue doesn't tie: nothing is uploaded, and the controller gets both numbers in Microsoft Teams, so investors never see a month where revenue doesn't tie.Only on this path: If revenue doesn't tie
- Each file goes to its folderInside the dashed frame, each file is named the same way every month and filed in its folder in Datasite under that month's name, next to the months before it.Only on this path: If it tiesRepeats: For each file in the data room index · 14 files
- Finance gets the recordBoth paths end here. The Summary card lists every file filed, where it went, and anything held back for review.
Field map
| From | To |
|---|---|
| NetSuiteP&L, balance sheet, cash flow | DatasiteFinancials / Monthly |
| StripeMRR movement: MRR, ARR, churn | DatasiteMetrics / Revenue |
| WorkdayHeadcount by department | DatasitePeople / Headcount |
| CartaFully diluted cap table | DatasiteCorporate / Cap table |
| NetSuiteTotal revenue | Microsoft TeamsVariance flag to controllerOnly when it doesn't tie to billing |
Diligence request list answered from NetSuite and Workday
Every morning during a raise, Stepwork reads the open items on the diligence request list in Datasite. Financial requests are run in NetSuite, HR requests in Workday, and the rest go to the person who owns them, so the list shrinks without anyone chasing it.
- NetSuite
- Workday
- Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The request list comes inStepwork reads every open item on the request list in Datasite: the request number, what was asked, its category, and who owns it.
- The rule sorts each requestInside the dashed frame, each request is one pass. Financial requests take the top path, HR requests the middle, and everything else the bottom.
- If it's financialRun the requested report in NetSuite
- If it's HRRun the requested report in Workday
- If it's anything elseAsk the owner for the document in Microsoft Teams
Repeats: For each open request · 38 requests - Financial reports come from the booksFor financial requests, the recorded flow runs the matching report in NetSuite, like AR aging or revenue by customer, for the period asked.Only on this path: If it's financialRepeats: For each open request · 38 requests
- HR reports come from WorkdayFor HR requests, it runs the matching report in Workday, like a headcount roster or org chart, with the fields your counsel approved.Only on this path: If it's HRRepeats: For each open request · 38 requests
- Everything else goes to its ownerLegal, product, and customer requests go to their owner in Microsoft Teams with the request text, since the document lives with them.Only on this path: If it's anything elseRepeats: For each open request · 38 requests
- The answer goes in the roomThe document is uploaded to the request's folder in Datasite, and the request is marked answered with a link to the file.Only on this path: If it's financial · If it's HRRepeats: For each open request · 38 requests
- The deal team sees what's leftAll three paths end here. After the last request, the Summary card lists what was answered today and what's still with an owner.
Field map
| From | To |
|---|---|
| DatasiteRequest: text, category, owner | NetSuiteReport and period to runFinancial requests |
| DatasiteRequest: text | WorkdayReport to runHR requests |
| NetSuiteExported report | DatasiteRequest folder, status answered |
| DatasiteRequest: owner | Microsoft TeamsAsk to the ownerAnything else |
Weekly Datasite access check against signed NDAs in DocuSign
Every Friday Stepwork reads who outside the company can see the data room in Datasite and checks each firm for a signed NDA in DocuSign. Anyone without one loses access, and the CFO gets the full list in Microsoft Teams.
DocuSign- Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The viewer list comes inStepwork reads every outside viewer in Datasite: their email, their firm, and when they last opened anything.
- Each firm's NDA gets checkedInside the dashed frame, each viewer is one pass. Stepwork searches DocuSign for a completed NDA with their firm.Repeats: For each outside viewer · 61 viewers
- The rule checks the NDAIf there's no completed NDA, the run takes the top path. If there is, the viewer keeps their access.
- If there's no signed NDARemove the viewer's access in Datasite
- If the NDA is signedList who has access and who was removed
Repeats: For each outside viewer · 61 viewers - Access is removedOnly without an NDA: the recorded flow removes the viewer from the room in Datasite, the same way an admin would.Only on this path: If there's no signed NDARepeats: For each outside viewer · 61 viewers
- The access list gets writtenBoth paths meet here. After the last viewer, the Summary card lists who has access, when they last looked, and who was removed.
- The CFO sees who's in the roomThe report goes to the CFO in Microsoft Teams, so the people who can see your numbers are never a guess.
Field map
| From | To |
|---|---|
| DatasiteViewer: firm | DocuSignNDA search |
| DocuSignNDA: status | DatasiteViewer: accessRemoved when no NDA is signed |
| DatasiteViewer: last viewed | Microsoft TeamsAccess report to the CFO |
Quarterly investor KPI pack from NetSuite and Stripe
After each quarter closes, Stepwork reads revenue, gross margin, burn, and cash from NetSuite, and ARR and net retention from Stripe. Any KPI that moved more than 10% gets a line from FP&A, and the finished pack is filed in Datasite.
- NetSuite
- Microsoft Teams
Swap in your systemsThe steps stay the same. Only the screens change.
Step by step
- The quarter's figures come inStepwork reads revenue, gross margin, operating expenses, burn, and cash for the quarter from NetSuite, along with the same figures for last quarter.
- Revenue metrics come inIt reads ending ARR and net revenue retention for the quarter from Stripe.
- The rule checks each KPIInside the dashed frame, each KPI is one pass. If it moved more than 10% from last quarter, the run takes the top path.
- If it moved more than 10%Ask FP&A for a line of commentary in Microsoft Teams
- If it's within rangeBuild the KPI pack
Repeats: For each KPI in the pack · 12 KPIs - FP&A explains the big movesOnly on the top path: FP&A gets the KPI and both quarters in Microsoft Teams and replies with one line of commentary for the pack.Only on this path: If it moved more than 10%Repeats: For each KPI in the pack · 12 KPIs
- The pack gets builtBoth paths meet here. The Summary card puts every KPI, last quarter's value, and the commentary into your pack template.
- Investors get the packThe pack is filed in the investor updates folder in Datasite, with the same name and layout every quarter.
Field map
| From | To |
|---|---|
| NetSuiteRevenue, gross margin, burn, cash | DatasiteInvestor updates / KPI pack |
| StripeEnding ARR, net retention | DatasiteInvestor updates / KPI pack |
| NetSuiteKPI: this quarter and last | Microsoft TeamsCommentary request to FP&AMoves over 10% only |
Flows
The finance flows these procedures are built from
Each flow is one recorded job in one app. Procedures run them on a schedule, and any of them can also run on its own from a request in Teams or Slack.
QuickBooks OnlineExtract P&L by class for the month
Runs the monthly P&L by class in QuickBooks Online and extracts it for the leadership pack.- NetSuite
Extract bookings and revenue KPI snapshot
Runs the approved bookings and revenue reports and extracts period totals, segment breakdowns, and variance to plan for the board reporting window. - NetSuite
Extract budget vs actuals by department
Runs the budget vs actuals report and extracts variances by department for the monthly business review. - Stripe
Extract MRR movement report
Extracts new, expansion, contraction, and churned MRR from Stripe billing analytics for the month. - Stripe
Extract payout reconciliation summary
Extracts Stripe payouts for the period with fee breakdowns to reconcile against bank deposits. - Workday
Extract headcount and open position snapshot
Runs the Workday headcount report and extracts filled positions, open requisitions, and pending hires by cost center. 
RipplingExtract employee directory with departments
Extracts the full employee roster with departments, managers, and employment status.- Carta
Extract cap table stakeholder changes
Extracts stakeholder registry changes since the last snapshot, including new holders, transfers, and cancellations. - Carta
Extract vesting events for the month
Pulls all vesting events occurring this month with employee, share count, and grant details for payroll and finance. - DocuSign
Download completed envelopes for filing
Downloads completed envelopes for the period and files the PDFs to the contract repository structure. 
Google WorkspaceExtract external file sharing report
Extracts Drive files shared outside the domain with owners and sharing settings.- Box
Extract external collaboration report
Extracts folders with external collaborators and open shared links. - Box
Remove external collaborator
Removes a specified external collaborator from folders and confirms access ended. - Dropbox
Extract team folder access
Iterates team folders and extracts member and group access for each into a table. - Dropbox
Revoke shared link
Revokes a specified shared link and confirms it no longer resolves. - Datasite
Upload a file to a data room folder
Opens the project, goes to the folder from the index, uploads the file under its standard name, and marks it as the current version. - Datasite
Answer a diligence request
Opens the request on the Q&A list, attaches the uploaded document, and marks the request answered. 
Google DrivePull a document from a shared folder
Finds the file in the shared drive, such as board minutes, a signed contract, or the operating model, and downloads the current version for the data room.- DocSend
Extract viewer activity
Opens the space's analytics and reads each viewer's email, firm, and last visit.
More procedures
More finance procedures
Ready-made procedures in the Marketplace for board reporting and the close.
1 moreHubSpot · Gong · NetSuite + 1 moreQuarterly board and investor RevOps pack
At quarter close, extracts HubSpot pipeline and stage progression, Gong deal-risk signals, and NetSuite bookings and revenue KPIs, reconciles metric definitions, flags material variances, and delivers a review-ready pack to leadership.
1 moreNetSuite · QuickBooks Online · Ramp + 1 moreMonth-end close checklist runner
On close day one, extracts pending journal approvals and PO-match exceptions from NetSuite, uncategorized transactions from QuickBooks, and unreconciled card spend from Ramp, and posts the consolidated close checklist with owners to the finance channel.
Why Stepwork
The numbers in the room are the numbers in your books
Stepwork is a deterministic agent platform: it runs the steps you recorded in each system's own screens, in the same order every time, so the file in the data room is the report your system produced, not a copy someone retyped. Every run records which reports were pulled, what was filed where, who triggered it, and when, so you can show investors and auditors exactly where each number came from. Credentials stay in your vault, and nothing reaches the data room unless a procedure is built to put it there.
Deterministic agentsProceduresCredentials
Book a DemoFAQ
Common questions
The math
What the manual version costs a finance team
Example volumes for a finance team at a venture-backed company with a live data room. Swap in yours.
Illustrative estimate, not a quote. These are example volumes and typical hand times, not a customer's results. Your numbers will differ, and we can work them out with you.
| The manual task | Times a week | Minutes each | Hours a week |
|---|---|---|---|
| Export, rename, and file a report in the data room | 4 | 25 | 1.7 |
| Check revenue in the books against billing | 1 | 45 | 0.8 |
| Answer a diligence request from a finance or HR system | 12 | 20 | 4 |
| Check a data room viewer for a signed NDA | 15 | 3 | 0.8 |
| Pull and check one KPI for the quarterly pack | 1 | 20 | 0.3 |
- Hours a week
- 7.5
- Hours a year
- 375
- Of one full-time person
- 19%
Example volumes, not a customer's numbers. Minutes are the typical time to do each task by hand. Monthly and quarterly work, like the refresh and the KPI pack, is spread across the weeks, and diligence volume is for the weeks of an active raise. Hours a year assume 50 working weeks.