Secure Shareholder Voting

A Voting PortalTrusted by Shareholders

INDEX FUND asked us to rebuild proxy voting so their investors could vote online without friction. We engineered a secure workflow that syncs Ultimus holdings, scrapes Broadridge ballots, and lets shareholders vote from any device—while compliance teams see real-time tallies.

45K

Shareholder records

1,200+

Ballots synced

99.95%

Ultimus API uptime

< 5s

Vote latency

Talk to Us Visit Index.fund

Live ballot queue

Proposal 1

Election of Director

Proposal 2

Advisory Vote

Proposal 3

Ratify Auditors

"They turned a compliance fire drill into a delightful shareholder experience."

Next Idea Tech gave us a voting portal our investors actually trust. They handled Ultimus, Broadridge, the UX, everything.

Ryan P.

COO, INDEX FUND

Platform Impact

Proxy Ops Without the Drama

After integrating Ultimus and building a modern voting experience, Index Fund finally had audit-ready data and happy investors.

12K

Shareholders onboarded

Direct & beneficial owners

90%

Faster vote processing

Broadridge + Ultimus sync

100%

Compliance events logged

RBAC + audit trails

24/7

Ultimus API ingestion

No manual exports

Past Votes

Auto-organized

SLA <5m

Notification loop

The Challenge

Investors Wanted Confidence. The Tools Said Otherwise.

Index Fund's proxy portal started as a rushed MVP. Scripts broke whenever Broadridge rotated passwords and Ultimus data showed up hours late. Shareholders couldn't log back in, proposals were messy, and compliance had no visibility.

We catalogued every support ticket and Upwork request—from adding sound effects to reorganizing ballots—to understand exactly how investors wanted to vote.

Manual data pulls

Shareholder lists lived in Ultimus exports and Broadridge screens. Nothing reconciled automatically.

No secure login

Beneficial holders couldn't re-enter. OTP popups confused everyone and votes got duplicated.

Proposal chaos

Expired ballots lingered, ordering was random, and investors couldn't see past votes.

Zero transparency

Index staff had no dashboard to see tallies or troubleshoot accounts in real time.

Workflow Snapshot

Ultimus ➝ Broadridge ➝ Shareholder UI

syncUltimus()LD: 2 min

ingestBroadridge()retry: 5

publishBallots()RBAC: investor, admin

Alerts + sounds

Live tally

Admin tools

What We Delivered

A Voting Flow Investors Actually Finish

Our LATAM squad of frontend, backend, and product folks turned scattered requests into a cohesive experience. Shareholders get clarity; the Index team gets a trustworthy system.

Built a secure data bridge between Ultimus APIs, Broadridge ballots, and our Postgres store

Redesigned the React dashboard so shareholders see active ballots, past votes, and quick actions

Implemented login flows for direct + beneficial holders with password + OTP fallback

Added proposal ordering, filtering, and management recommendations with clear defaults

Delivered a management console with live tallying, audit trails, and CSV exports

Shipped UX tweaks (sounds, button states, notifications) to increase vote confidence

Key features

Built for Proxy Ops & Investors

Every enhancement came straight from INDEX FUND's Trello board. We just turned the wish list into shippable UX.

Guided voting

Quick vote buttons, management recommendations, and confirmation sounds give investors confidence.

Past votes panel

Ballots move below the fold after you vote, keeping active proposals front and center.

Deadline ordering

Proposals auto-sort by due date with filters for fund, company, or ballot type.

Ultimus sync

Holdings refresh nightly via Ultimus API plus a "sync now" button for admins.

Broadridge scraper

Automated login + captcha solving pulls the latest ballots without manual work.

Dual login

Direct and beneficial holders share the same screen with password + OTP paths.

Management console

Staff see live tallies, audit logs, and CSV exports in one secure dashboard.

Service monitors

Alerts fire when votes fail, sound files are missing, or APIs throttle.

Tech Stack

Compliance-Friendly By Design

We leaned on typed React, NestJS services, and hardened infrastructure so every ballot is traceable and every integration is observable.

• Ultimus + Broadridge connectors run on schedule with health checks.

• GitHub Actions gate deployments with lint, tests, and accessibility scans.

• Audit logs stream to compliance dashboards for easy reviews.

Frontend

React + TypeScript

Voting dashboard + admin console

Vite

Fast builds and hot reloads

Tailwind + shadcn/ui

Accessible components

React Query

Realtime ballot data

APIs & Integrations

Node/Nest API

Ultimus + Broadridge bridge

PostgreSQL

Shareholder + vote store

Redis

Job queue + caching

Ultimus + Broadridge

Fund data + ballots

Security & Auth

Passport.js

Direct + beneficial login

OTP service

SMS/email verification

RBAC

Investor, admin, compliance roles

Audit logs

Every action tracked

Ops

GitHub Actions

CI/CD & linting

Sentry

Error + performance monitoring

Playwright

Cross-browser voting tests

Helm scripts

Repeatable deployments

Timeline

8 Weeks from Audit to Launch

Week 1

Discovery

Interviewed investor relations + ops, mapped Ultimus/Broadridge flows, and audited logins.

Week 2

UX + architecture

Whiteboarded dashboard layout, past-vote logic, and integrations with Ultimus API + scraper.

Week 3-6

Build

Implemented API bridge, React dashboard, and management console. Added sound + ordering tweaks.

Week 7

Compliance

RBAC, audit logs, login revisions, and load tests to ensure Broadridge scripts never block voting.

Week 8

Launch

Trained staff, rolled out to shareholders, and shipped backlog items via ongoing retainer.

Secure voting builds in 4-6 weeks

Need a Shareholder Portal Your Legal Team Loves?

We assemble LATAM UX + engineering pods that integrate fund admins, custodians, and fintech rails so you stay focused on investors.

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