Why Startups Shouldn’t Rely on Excel for Share Registers: A Case for Transparent Ownership with Konsento

Why Startups Shouldn’t Rely on Excel for Share Registers: A Case for Transparent Ownership with Konsento

Managing a company’s cap table may seem straightforward in the early stages – especially with tools like Excel or Word. But as a startup grows and shares begin to change hands, the limitations of such makeshift registers become painfully clear.

More than 450 Swiss companies now rely on Konsento, a digital solution that transforms the way startups track share ownership and manage shareholder transactions. Here’s why forward-looking founders should consider doing the same – and why it pays to build clean documentation from day one.

The Hidden Risk of Excel-Based Share Registers

Startups often begin with a simple Excel spreadsheet to list shareholders. This seems sufficient – until due diligence enters the picture. Here’s what makes Excel risky in the long run:

No transaction history: Excel shows only the current state of ownership, not how shares changed hands or at least not in a way that is easy to understand.
No chain of title: Without a record of every transfer, it’s nearly impossible to prove who owned what shares, when.
Human error: Edits, deletions, or missing signatures can create legal uncertainty that delays – or even blocks – fundraising, sales, or restructurings.

Whether you’re planning a financing round, onboarding external investors, or preparing for an exit, a complete and verifiable transaction history is essential.

What Is a Transaction Register – and Why Does It Matter?

While a share register lists who currently owns shares, a transaction register records how those shares got there – with full details for every transfer, including:

The date, parties involved, and number of shares transferred
Documented evidence of ownership changes (e.g., signed assignment forms)
A complete chain of title, which is often required during due diligence or capital increases

Together, these elements form a transparent, legally compliant record that’s essential to earn investor trust.

Konsento: Smart Share Register + Built-In Transaction History

Konsento’s digital platform automatically creates a transaction register as part of its integrated share register solution. This enables companies to:

Track each share transfer chronologically and reliably
Attach legal documents (e.g., assignment agreements, subscription forms) – with handwritten or qualified electronic signatures
Detect gaps or inconsistencies in ownership and resolve them with Konsento’s guided remediation process
Export records easily as Excel or PDF for audits or bank confirmations

And all of this works seamlessly – without spreadsheets or manual updates. Why Start Early?

Founders often wait too long to professionalize their shareholder documentation. But a compliant share register pays off from the beginning – especially when:

New investors request documentation
Shares are transferred internally or externally
You need a clean basis for board resolutions, capital increases, or a general meeting

With Konsento, startups can manage up to 150 shareholders free of charge, making it a no-regret move even in early stages. If, on the other hand, errors in a manually created Excel share register have to be corrected retrospectively, this can quickly cost several thousand Swiss francs.

More Than a Share Register

Konsento doesn’t stop at ownership tracking. It also provides a platform for: ● General meetings → More info