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