Centralised dealflow and portfolio management with AI
We built the Notion system Inclimo uses to manage 1,000+ investment opportunities per year, their portfolio of companies, and quarterly reporting — including a full Pipedrive migration (+13,000 records) and integrated AI Agents for analysis work.
By the numbers
- 01+1,000
Opportunities analyzed per year, managed from a single system
- 02+13,000
Records migrated from Pipedrive to Notion
- 03100%
Portfolio companies managed with a real-time traffic-light system
- 04100%
Team members with 100% of their operations in Notion
- Industry: Venture Capital
- Country: Spain
- Users: 5-20
- Notion AI: Active
Inclimo
Inclimo is a venture capital fund with over 1,000 investment opportunities reviewed each year. We worked with them to build the system in Notion from which they now manage their entire deal flow, portfolio, and reporting. That included a full migration from Pipedrive and the integration of AI Agents to support the analysis work.
Starting Point
When we started working with Inclimo, the team was running on Pipedrive as their main CRM, Excel for weekly tracking and investment committee prep, OneDrive for documents, and WhatsApp for internal coordination. Each tool lived in its own silo with no connection between them.
Through individual interviews with the team, we identified specific problems they were dealing with every day:
- Analysts were writing each opportunity synthesis manually with ChatGPT and then copying the output into Pipedrive by hand.
- Meeting notes kept getting lost. There was no recording system, and uploading notes to Pipedrive depended on each person remembering to do it.
- The Team was sending individual emails to each of the portfolio companies every quarter to request financial, business, and sustainability updates, and responses came in late, incomplete, or not at all.
- To prepare committee materials, the team was exporting data from Pipedrive into Excel and building the same reports from scratch every week.
The Pipedrive database also had years of accumulated issues: contacts without contact details, duplicate or mislabeled organizations, empty fields, and records that shouldn't have been there at all.
Before proposing anything, we ran 5 individual interviews with each member of the team, reviewed their existing Notion workspace, and did a detailed analysis of the Pipedrive database. That work fed into an Audit Report that set the order of priorities for everything that followed.
Services Implemented
- Audit: 5 individual team interviews, Notion workspace and Pipedrive database analysis, and an Audit Report with classified frictions and proposed solutions.
- Full Implementation: Complete build of the operating system in Notion: deal flow pipeline, VC hub, portfolio management with a traffic-light system, quarterly tracking, and reporting.
- Pipedrive → Notion Migration: Migration of +10,000 records including ~2,000 opportunities, ~1,500 contacts, and ~8,000 internal notes, with data cleaning and normalization.
- Skills & Custom Agents: Creation of agents and skills tailored to each problem: automatic synthesis generation, opportunity scorecard, and investment committee material preparation.
- Team Training: Training sessions and Q&A for all team members, with adoption support.
Tech Stack
- Notion
- Pipedrive (migration source)
- OneDrive
- Excel
Highlighted Workflows
Centralized Investment Pipeline
With over 1,000 opportunities a year, the team needs to get up to speed on any startup quickly. In Notion, each opportunity has everything in one place: the investment thesis, the problem the company is solving, the full communication history (emails, meeting notes, calls), and all shared documents (decks, projections, term sheets). Nothing is scattered.
Result: Committee handovers are faster, and the time spent getting up to speed on each opportunity has dropped.
AI Agents with a Solid Knowledge Base
Centralizing documentation in Notion made something else possible: AI Agents that actually have reliable, well-structured information to work with. Analysts no longer need to pull data from multiple places or copy-paste between tabs. The agent pulls from the startup's record directly and generates the synthesis following the team's standard template.
Result: The manual ChatGPT → copy → paste into Pipedrive workflow is gone, and the time spent on analysis preparation has dropped significantly.
Traffic Light System — Portfolio Management
For the 14 portfolio companies, we built a traffic-light system that shows the health of each company at a glance: investment amount, valuation, Business Plan compliance, available cash, and exit outlook. What used to live in a spreadsheet that someone had to update manually is now in Notion and available to the whole team at any time.
Result: The team has an up-to-date view of the portfolio without needing to pull a report every time.
Quarterly Report Tracking System
Every quarter, Inclimo needs to collect updates from all portfolio companies — financial data, business metrics, and sustainability information. The system we built in Notion tracks what has come in, what's still missing, and what needs a follow-up, without the Team having to manage all of that in her head or through a thread of emails.
Result: The quarterly reporting process goes from a manual, scattered effort to something the team can track from one place.
Migration of +10,000 Records from Pipedrive
We migrated the full Pipedrive database into Notion: around 3,000 opportunities, 1,500 contacts, and 8,000 internal notes. Before moving anything, we ran a data quality check to identify duplicates, empty fields, and records with structural problems, and cleaned what needed cleaning. The migration itself was done in phases, with the team validating each step.
Result: Inclimo's full deal flow history is now in Notion, with clean, structured data.