The cap table in Octelligence is always live — it's computed from every issued certificate, outstanding option, outstanding warrant, and active SAFE in the corporation. A "snapshot" is what you produce when you need that live view frozen on a specific date: a CSV for analysts, a branded PDF for the closing binder, or both for the diligence room.
What a snapshot includes
Every snapshot is a point-in-time aggregation of:
- Issued shares from active certificates, grouped by share class and holder
- Outstanding options (granted but not exercised, net of cancellations)
- Outstanding warrants (issued but not exercised, net of expirations)
- Active SAFEs (signed but not yet converted)
- Authorized but unissued for each class, where applicable
The header records the corporation, the snapshot date, and the user who generated it. The footer carries the export checksum so a reviewer can confirm the file hasn't been altered.
Step-by-step
Open the cap table
From the corporation's workspace, open Cap Table. The default view shows current ownership broken down by share class with totals for issued, outstanding instruments, and fully-diluted ownership (Growth and above).
Export CSV
Click Export › CSV. The CSV lists every holder with their share class, share count, ownership percentage on an issued basis, and on a fully-diluted basis (Growth and above). CSV export is available from Starter onward.
The filename includes the corporation's public ID and today's date so multiple snapshots stay sortable.
Export PDF (Growth and above)
Click Export › PDF. The PDF is a branded, paginated document with the corporation's header, the snapshot date, totals by share class, holder-level detail, and an outstanding-instruments page summarizing options, warrants, and SAFEs. Scale and Portfolio Licensing replace the Octelligence header with your logo and your firm's contact line.
The PDF is the document your counsel will want for the closing binder and the dataroom.
Compare snapshots over time
To compare two points in time — for example, pre-round and post-round ownership — open both CSV files in a spreadsheet and diff the ownership-percentage columns. For projected future states (new round, option pool top-up, conversion modeling), use Cap table scenarios instead; scenarios are modeling, snapshots are records.
When to take a snapshot
Make a habit of generating snapshots at these moments:
- Pre-financing. Right before you start signing the priced round, export both CSV and PDF. This is the "before" view your investor counsel will reference.
- Post-financing close. Immediately after the closing transactions land in Octelligence, export again. This is what goes into the closing binder.
- Year-end. December 31 (or your fiscal year-end) snapshot for the board package and the auditor.
- Pre-409A or pre-valuation. A clean PDF dated the same day as the valuation report.
- Before any structural change. Stock split, share-class amendment, recap. The snapshot is your record of the state immediately before the change.
- Diligence. When prospective acquirers or follow-on investors enter diligence, supply a fresh PDF on the date the dataroom opens.
How the numbers are computed
A few mechanics worth knowing so the numbers make sense:
- Issued shares are taken from the current state of each certificate — superseded and revoked certificates are excluded. The certificate's share class is captured as a denormalized snapshot field, so renaming a class after the fact doesn't rewrite history.
- Options and warrants are counted as outstanding only when granted, vested or unvested, and not yet exercised, expired, or cancelled. Exercised options/warrants flow into issued shares automatically.
- SAFEs are counted as active until they're converted at a priced round (see Convert SAFEs at a priced round) or formally cancelled.
- Fully-diluted ownership (Growth and above) includes issued shares + outstanding options + outstanding warrants + the unallocated portion of every option pool. SAFEs are shown separately because their conversion price is not yet known.
Public share links for scenarios, not snapshots. Snapshots are intended to be exported and attached to the closing binder, board package, or dataroom. If you need a live link your investor or auditor can refresh on demand, build a scenario instead and use its public share link; access is logged.
Common gotchas
Snapshotting before the closing transactions are entered. If you export the PDF on the closing call, before issuances and conversions are recorded, the snapshot reflects the pre-close state — not what your counsel will sign on. Always confirm the close has been entered in Octelligence before exporting the closing-binder PDF.
Renaming a share class after the snapshot. Certificates carry a denormalized class-name snapshot, but reports built off the live class list (other than the cap table export) will reflect the new name. If you're going to rename, take the snapshot first.
Treating the snapshot as the source of truth. The cap table itself is the source of truth — the snapshot is a frozen view of it. If a number looks wrong on the snapshot, fix it in the underlying records (certificate, option grant, SAFE) and re-export rather than editing the file.