Three separate jobs, and one vendor sometimes does two of them. Fund administration is the accounting for the fund entity: capital accounts per investor, distribution calculations, financial statements, and coordinating the K-1s (the tax form that reports your share of the fund's income). An investor portal is the software where you log in to see documents, statements and distribution history, and where you probably signed your subscription documents. Investor relations is the human side, writing the updates, answering your emails, onboarding new investors. In house means the sponsor's own staff does that last part instead of paying an outside firm, so there's no third line item for it.
On pricing, ask for the actual fee schedule rather than trusting a range. Portals for a fund your size often run a few hundred dollars a month, and some price per investor per year instead. Administration is commonly quoted either as a percentage of assets, roughly 0.1% to 0.25%, or as a per investor annual fee, with K-1 preparation billed separately per K-1. At $8M and 25 investors, those two lines together landing in the low five figures a year wouldn't be unusual.
Ask him which document authorizes each charge. The operating agreement decides which costs the fund pays and which the sponsor covers out of its own management fee, so read the expenses section and have him point to the clause behind each line. Anything showing up against your capital account that isn't listed there is worth challenging before you fund.
