You own multiple entities.
Each entity has different requirements. Different deadlines. Different statuses.
You need a dashboard.
Portfolio tracking. Entity status. Deadline management. Your system.
This guide shows you how.
Dashboard design. Tracking structure. Management systems. Your protection.
Read this. Build your dashboard. Never lose track.
Key Takeaways
- A portfolio dashboard centralizes tracking—using a single sheet to track all entities prevents confusion and missed deadlines
- Entity status tracking is essential—tracking the status of each entity ensures you know which entities are active and compliant
- Registered agent tracking prevents gaps—tracking registered agent information for each entity ensures all entities are covered
- Deadline tracking prevents penalties—tracking deadlines for all entities in one place ensures nothing is missed
- Regular updates maintain accuracy—updating your dashboard regularly ensures it reflects current entity status and deadlines
Table of Contents
Why Dashboard Matters
A dashboard prevents confusion.
What happens without a dashboard:
- Entities get lost
- Deadlines are missed
- Status is unclear
- Compliance is compromised
What happens with a dashboard:
- Entities are tracked
- Deadlines are visible
- Status is clear
- Compliance is maintained
The reality: A dashboard is essential for multi-entity management.
Dashboard Structure
Design your dashboard structure:
Dashboard Layout
What layout to use:
- Single sheet for all entities
- Columns for key information
- Rows for each entity
- Sections for different data types
Why it matters: Layout determines usability.
Dashboard Columns
What columns to include:
- Entity name
- Entity type
- Formation state
- Registered agent
- Status
- Next deadline
- Notes
Why it matters: Columns organize information.
Dashboard Sections
What sections to include:
- Entity list
- Status summary
- Deadline calendar
- Registered agent list
Why it matters: Sections organize data.
Pro tip: Design your structure. Layout, columns, sections. See our compliance dashboard guide for structure.
Entity Tracking
Track all entities in your dashboard:
Entity Information
What information to track:
- Entity name
- Entity type
- Formation date
- Formation state
- EIN number
- Business purpose
Why it matters: Entity information identifies entities.
Entity Relationships
What relationships to track:
- Parent-subsidiary relationships
- Holding company structures
- Related entities
- Entity groups
Why it matters: Relationships organize entities.
Entity Contacts
What contacts to track:
- Registered agent contact
- State filing office contact
- Compliance contact
- Legal contact
Why it matters: Contacts enable communication.
Pro tip: Track entities. Information, relationships, contacts. See our multi-entity management guide for tracking.
Status Tracking
Track entity status in your dashboard:
Status Categories
What categories to use:
- Active
- Inactive
- Good standing
- Not in good standing
- Dissolved
- Pending
Why it matters: Categories organize status.
Status Updates
What updates to track:
- Status changes
- Compliance updates
- Filing updates
- Registration updates
Why it matters: Updates maintain accuracy.
Status Alerts
What alerts to set:
- Status change alerts
- Compliance alerts
- Filing alerts
- Registration alerts
Why it matters: Alerts ensure awareness.
Pro tip: Track status. Categories, updates, alerts. See our compliance dashboard guide for status tracking.
Deadline Tracking
Track deadlines in your dashboard:
Deadline Types
What types to track:
- Annual report deadlines
- Franchise tax deadlines
- State filing deadlines
- Compliance due dates
Why it matters: Types organize deadlines.
Deadline Prioritization
What to prioritize:
- Urgent deadlines first
- Important compliance tasks
- Recurring deadlines
- One-time filings
Why it matters: Prioritization ensures critical deadlines are handled.
Deadline Reminders
What reminders to set:
- 30 days before deadline
- 14 days before deadline
- 7 days before deadline
- Day of deadline
Why it matters: Reminders prevent missed deadlines.
Pro tip: Track deadlines. Types, prioritization, reminders. See our compliance dashboard guide for deadline tracking.
Dashboard Maintenance
Maintain your dashboard regularly:
Regular Updates
What to update:
- Entity information as needed
- Status changes immediately
- Deadline updates regularly
- Contact information as needed
Why it matters: Updates maintain accuracy.
Periodic Reviews
What to review:
- Dashboard completeness
- Data accuracy
- Status accuracy
- Deadline accuracy
Why it matters: Reviews ensure quality.
System Improvements
What to improve:
- Dashboard layout as needed
- Tracking methods as needed
- Automation as needed
- Integration as needed
Why it matters: Improvements enhance effectiveness.
Pro tip: Maintain your dashboard. Updates, reviews, improvements. See our compliance dashboard guide for maintenance.
Your Next Steps
Build your dashboard. Track all entities. Never lose track.
This Week:
- Review this guide
- Design your dashboard structure
- Set up entity tracking
- Create status tracking system
This Month:
- Complete dashboard setup
- Add all entities
- Set up deadline tracking
- Test dashboard effectiveness
Going Forward:
- Maintain your dashboard
- Update regularly
- Review and improve
- Never lose track
Need help? Check out our registered agent guide for service options, our compliance dashboard guide for tracking systems, our multi-entity management guide for management strategies, our multi-entity compliance guide for compliance, and our state-by-state tracking guide for multi-state organization.
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FAQs - Frequently Asked Questions About Portfolio Dashboard: A Single Sheet to Track Every Entity
What information should a multi-entity portfolio dashboard include for each business entity?
Track entity name, type, formation state, formation date, EIN, registered agent, compliance status, and next deadline for each entity.
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Core entity information includes entity name, entity type (LLC, Corp, etc.), formation date, formation state, EIN number, and business purpose.
Track entity relationships—parent-subsidiary structures, holding company relationships, and entity groups—to understand how your entities connect.
Include key contacts for each entity: registered agent contact, state filing office, compliance contact, and legal counsel.
The dashboard should use a single-sheet layout with rows for each entity and columns for all key data points, making it easy to scan the status of your entire portfolio at a glance.
How do you track entity compliance status effectively on a portfolio dashboard?
Use clear status categories like Active, Inactive, Good Standing, Not in Good Standing, Dissolved, and Pending, with real-time update tracking.
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Define standard status categories that cover every possible entity state: Active, Inactive, Good Standing, Not in Good Standing, Dissolved, and Pending.
Track status changes as they happen—when a filing is submitted, when good standing is confirmed, when a status issue arises.
Set up status alerts so you're notified immediately when any entity's status changes, rather than discovering problems during a periodic review.
Include a status summary section on your dashboard that shows at-a-glance how many entities are in good standing versus those needing attention.
What types of deadlines should you track across multiple business entities?
Track annual report deadlines, franchise tax due dates, state filing deadlines, and compliance due dates for every entity.
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Annual report deadlines vary by state and entity type—some are due on the anniversary of formation, others on a fixed calendar date.
Franchise tax deadlines are separate from annual reports in many states and carry significant penalties for late filing.
State-specific filing deadlines include biennial reports, business license renewals, and registered agent renewals.
Prioritize deadlines by urgency, set reminder alerts at 30, 14, and 7 days before each deadline, and mark recurring deadlines to auto-populate for future years.
Why is tracking registered agent information on a portfolio dashboard critical for multi-entity owners?
Registered agent gaps mean you could miss legal notices, lawsuits, or compliance documents, potentially resulting in default judgments.
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Every entity requires a registered agent in its formation state—if there's a gap in coverage, you won't receive service of process, legal notices, or state correspondence.
Tracking RA information for each entity ensures you know who is handling service for each business, when RA renewals are due, and whether any entity has a coverage gap.
If you use different agents for different entities, the dashboard centralizes this information so you can verify coverage across your entire portfolio.
Include RA contact information, renewal dates, and service status on your dashboard so you can act quickly if any entity's agent coverage needs attention.
How often should you update and review your multi-entity portfolio dashboard?
Update entity information as changes occur, and conduct a comprehensive review at least monthly to verify accuracy.
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Status changes should be updated immediately—don't wait for a scheduled review to record that an entity's standing has changed or a filing has been submitted.
Deadline updates should happen regularly as new deadlines approach and completed filings clear.
Conduct a full dashboard review monthly to verify data accuracy, check that all statuses are current, confirm upcoming deadlines, and ensure no entity has fallen through the cracks.
Periodically improve the dashboard itself—adjust layout, add tracking columns, consider automation or integrations—to keep it effective as your portfolio grows.
How should you structure a portfolio dashboard to manage entities across multiple states?
Include a formation state column, track state-specific requirements separately, and organize deadline tracking by both entity and state.
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Each entity's row should include its formation state and any foreign qualification states, since entities operating in multiple states have separate compliance requirements in each.
State-specific requirements—different annual report schedules, franchise tax structures, and filing formats—should be tracked per entity per state.
Group deadline tracking by both entity and state so you can view all deadlines for a single entity or all deadlines in a specific state.
Consider adding a state summary section that shows your compliance status across all states where you have entities registered, making it easy to spot jurisdiction-level problems.
Sources & Additional Information
This guide provides general information about portfolio dashboard creation. Your specific situation may require different considerations.
For registered agent services, see our Registered Agent Guide.
For compliance tracking, see our Compliance Dashboard Guide.
For multi-entity management, see our Multi-Entity Management Guide.
For multi-entity compliance, see our Multi-Entity Compliance Guide.
For state-by-state tracking, see our State-by-State Tracking Guide.
Consult with professionals for advice specific to your situation.
