Your firm doesn't just manage a handful of portfolio companies — it manages the LLCs, holding companies, SPVs, and fund structures behind every strategy, each with its own notices, deadlines, and compliance calendar. NOTICENINJA gives you the oversight and automation to standardize workflows, centralize resolution data, and see across the full fund structure.
Trusted by leading private equity firms
Built for PE
Notices don't live at the fund level — they live at the entity level. NOTICENINJA puts all of it in one place, so you get control and your teams get time back.
Every notice mapped to the right EIN across your whole structure — what's open, where, and who owns it.
One live view of status, deadlines, and exposure across every fund and entity — no blind spots.
Cut the manual hours your tax and ops teams spend reading, keying, and chasing notices.
Fewer escalations to Big 4 and outside advisors — keep that spend in-house and predictable.
The Growth Pathway
NOTICENINJA is a modular system — you adopt the modules you need, when you need them. For private equity firms, we suggest starting with the Notice Workflow, adding the Refund Check Workflow, and adopting the Audit Workflow — then bringing it all together in the NINJA Refund Recovery module. Each module builds on the one before it.
The payoff: you save time, money, and avoidable penalties & interest up front — and start cashing refund checks months, even years, earlier.
AI Intake · capture & route
KATA™ is our ingestion engine — it reads, classifies & extracts every notice at scale.
Intake, routing & resolution — with task assignment to your team and to outside service providers.
Entity Foundation · the entity ID library
EIN & state-ID library with parent-child entity relationships.
Website logins, usernames & passwords tracked securely.
Refund Tracking · follow the money
Issuance to deposit, alerts & reissue management.
Agency mail routed, captured & SLA-tracked.
Audit & IDR · stay audit-ready
Amended return tracking & audit-ready records.
Track the lifecycle of every IDR — every country, one location.
NINJA Refund Recovery · the payoff
The fully managed culmination — track, verify & recover every refund, sized to your portfolio.
Autonomous agents that act on notices, resolve issues & coordinate across jurisdictions — without manual intervention.
How it works
A fully managed service that pairs the NOTICENINJA platform with dedicated operational support to track, verify, and recover tax refunds across your investment entity structure — so nothing slips through the cracks and every dollar is accounted for. Scope and pricing are sized to your refund portfolio.
Priced in three parts
Access to the Refund Recovery engine — offset reconciliation, filing calendar & tracking. Includes a one-time setup fee for the module plus an annual license, sized to your portfolio.
A dedicated managed-recovery team running identification, claims & follow-through. Billed monthly.
A share of the refunds we actually recover — aligned to outcomes, paid for results.
Refund Recovery pricing isn't finalized yet — details coming soon. For current figures, ask your NOTICENINJA sales or account rep.
What the recovery team manages for you
Hands-on daily management of notice intake, routing, task progression, and SLA enforcement across all entities.
Centralized dashboard of all expected refunds. Every check matched, verified, and variance-reviewed before release.
Refund, audit, and carryforward offsets tracked and linked to affected filing records — with real-time adjustments to expected amounts.
Structured weekly reports with a standing review call. Monthly summaries covering notices, checks, offsets, and hours consumed.
Non-actionable notices identified and closed in bulk, with monthly configuration reviews and automation recommendations.
Reporting that flags refunds at risk — checks nearing stale-dating, unresolved offsets, or aging items — so your team can act before value is lost.
Structured onboarding and role-based training for analysts, managers, and finance teams — built around your entity structure.
Beyond the NINJA Refund Recovery System, NOTICENINJA is partnering with certified service providers to deliver an expanding suite of managed services across your portfolio — extended services coming soon.
ROI Calculator
On average, NOTICENINJA saves about 2 hours per notice. Enter your hourly rate and notice volume to see annual time savings, plus projected savings from fewer outside service-provider escalations and the penalty & interest you avoid by never missing a deadline.
These are projected savings only, based on an average of 2 hours saved per notice and conservative assumptions — actual results vary by firm. A full business case and review would be required to determine the savings specific to your firm. Figures shown are a gross savings opportunity, before your NOTICENINJA investment; net return and payback are built for your real volume in the Business Case.
Before NOTICENINJA, we couldn't even answer basic questions about tax notices across the fund. Now we have instant visibility into every deadline, every fund, and every open issue — from the top down.
Director of Finance · Mid-Market PE Firm
Get started
NOTICENINJA is trusted by PE-backed organizations, fund operators, and compliance leaders managing complex entity structures. Get started today and we'll size the Refund Recovery System to your fund.