Playbook: Short Payment from Wire Fees

A wire transfer arrived, but the amount received is less than the investor's committed investment amount. This is almost always due to wire transfer fees charged by the investor's bank or intermediary banks.

Worked Example

This is normal and expected for wire transfers. The investor sent $1,500, but their bank (or an intermediary bank) deducted a fee.

Step-by-Step Guide

Step 1: Confirm the Shortfall

1. Go to the investment in the admin panel
2. Check the committed amount (e.g. $1,500)
3. Check the payment order or expected payment for the received amount (e.g. $1,475)
4. Calculate the difference -- is it a typical wire fee ($10-30)?

If the difference is very small ($10-30), it's almost certainly a wire fee. If the difference is larger, investigate further -- the investor may have sent the wrong amount.

Step 2: Adjust the Investment

Use the Adjust Amount action on the investment:

1. Enter the new amount: the amount actually received (e.g. $1,475)
2. Select the reason: Wire fee shortfall
3. Optionally add a note (e.g. "Bank wire fee deducted")

Note: Fees are always auto-recalculated when the amount changes. For a $25 shortfall on a $1,500 investment, the fee changes from $150.00 to $147.50 — a trivial difference that keeps the fee mathematically consistent with the new amount. If you need to preserve the original fee at exactly $150.00, use the Override Fee action afterward to set it to the desired dollar amount or percentage.

Step 3: Verify the Result

After adjustment:

• Investment amount should show the received amount ($1,475)
• Fee schedule should show the recalculated fee (e.g. $147.50)
• The investment should be eligible for the next funding close
• The audit trail should record the adjustment

Step 3b (Optional): Override the Fee

If you want the fee to remain at the original amount despite the lower investment:

1. Click the Override Fee button on the same investment
2. Select "Set by dollar amount ($)" for the platform fee input method
3. Enter the original fee amount (e.g. $150.00)
4. Enter a reason (e.g. "Preserving original fee — wire fee shortfall")
5. Confirm

This sets the fee to exactly $150.00 and locks it to prevent future recalculation.

Batch Processing

If you're preparing for a funding close and multiple wire investments have small shortfalls, use the Batch Adjust to Received button on the SPV show page instead of adjusting each investment individually:

1. Go to the SPV in the admin panel
2. Check the subscribers table -- the Outstanding column highlights investments with discrepancies
3. Click Batch Adjust to Received
4. Select reason Wire fee shortfall
5. Confirm -- all underpaid (and overpaid) investments are adjusted to match their received amounts (fees auto-recalculate)
6. Verify all investments now show correct amounts, then proceed with settlement

If you only want to adjust overpayments (gross-ups) and leave underpaid investments as-is, check the Only adjust overpayments option in the dialog.

For more details, see Adjusting Investments — Batch Adjust to Received.

Changing Fees Without Changing the Amount

If you need to change the fee percentages (e.g. platform fee, carry, or management fee) without changing the investment amount, use the Override Fee button instead of Adjust Amount. This is the right tool when:

• An investor has negotiated custom fee terms
• You need to reduce or waive the platform fee for a specific investment
• The carry percentage needs to be adjusted for a particular deal arrangement

See Investment Fees -- Overriding Fees from the Admin Panel for details.

What NOT to Do

• Don't leave the shortfall unresolved -- an investment that hasn't been adjusted may not be considered "fully funded" and could block the funding close.
• Don't ask the investor to send more money -- wire fees are a normal banking cost. Asking the investor to send $25 to make up the difference creates a poor experience and isn't worth the operational overhead.
• Don't worry about small fee changes -- fees auto-recalculate when the amount changes, but for wire fee shortfalls the difference is typically negligible (e.g. $2.50 on a $25 shortfall). If it matters, use Override Fee afterward to set the exact fee amount.

Prevention

There's no way to prevent wire fees -- they're charged by the investor's bank. You can:

• Set expectations -- some platforms mention in wire instructions that the investor should account for potential bank fees
• Standard process -- make wire fee adjustment part of your pre-settlement checklist