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🔎 Review your company information

To finalize your free upgrade, you need to review and update your company information.

Updated over a week ago

This article is part of a collection of articles regarding your free upgrade to an improved Spendesk (Spendesk Financial Services).

Who can complete the process?

Whoever completes the process must have the legal (signing) authority to make these decisions on behalf of the organization.

This person will either be:

  • A legal representative of the company;

  • An authorized individual having a Power of Attorney delivered by a legal representative.

What's a 'legal representative of the company'?

A legal representative is a person who is responsible for the company. This person has the authority to execute legal documents and to take decisions such as opening a bank account for the company.

Key information to complete the process:

  • The legal representative must be identifiable personally, otherwise, it will automatically lead to rejection;

  • The legal representative list must be complete;

  • An incomplete shareholding structure (nothing declared, partially declared, or false) will be rejected.

Which documents are required for the validation of the KYC?

Only Account Owners can validate this part.

This is a generic list, which does not include the specific denomination for every country.

  • The company extract from the commercial register (dated < 3 months);
    ​

  • A proof of identity of the individual opening and managing the account: a copy (both sides) of the identity document or a copy of the 2 pages of the passport;
    ​

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;
      ​

  • The valid extract from the official beneficial owners’ register.

    If there is no valid extract from the official beneficial owners’ register:

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • Proof of identity for all the beneficial owners: a copy (both sides) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Information requested in the sign-up form

Field

Expected information

Format

Expected expenses (monthly)

Amount of the expense for a month

One value to provide

Legal name

Legal name as indicated on the commercial extract

Text

Trading name

Your company's business name

Text

Legal form

FR: SAS/SARL/SA, etc.

UK: Limited, PLC, etc.
LUX: SA/SARL, etc.

PT: LDA, etc.

Text

Date of incorporation

Date of registration by the register

Date

VAT number

VAT number

Number

Business activity

Describe your company's activity:
- Which goods or services do you provide?
- Are your customers B2B or B2C?

- What is your distribution channel?

Text

Online payment provider

Does your company provide this service?

YES/NO

Website link

The link to your company's website

URL link

Headquarters address

Street/city/postcode/country

Text and country code

Add another address

The address of where the business is conducted if different from HQ address Street/city/postcode/country

Text and country code

How is the company financed?

Where are the funds coming from, as of today?

Multiple choice

List of required documents per country

Documents in France 🇫🇷

  • The company extract from the commercial register (Kbis) dated less than 3 months;
    ​

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;
    ​

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;
      ​

  • The valid extract from the official beneficial owners’ register.

    • If there is no valid extract from the official beneficial owners’ register:

      • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

      • Proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport.

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in Luxembourg 🇱🇺

  • The company extract from the Trade and Company Register (RCS) held by the Luxembourg Business Registers (LBR) dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • The valid extract from the beneficial owners register (RBO) held by the Luxembourg Business Registers (LBR). If there is no valid extract from the beneficial owners register (RBO) held by the Luxembourg Business Registers (LBR):

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors).

Documents in Austria 🇦🇹

  • The Business Register excerpt from the Firmenbuch dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • The valid extract from the beneficial owner register WiEReG. If there is no valid extract from the beneficial owner register WiEReG:

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in Portugal 🇵🇹

  • The certidao permanente from the Registo Comercial dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative :

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • The valid extract from the Registo Central de Beneficiário Efetivo (RCBE). If there is no valid extract from the Registo Central de Beneficiário Efetivo (RCBE):

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in Belgium 🇧🇪

  • The company extract from the Crossroads Bank for Enterprises (CBE) dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative :

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • The valid extract from the UBO register. If there is no valid extract from the UBO register:

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in The Netherlands 🇳🇱

  • The Uittreksel Handelsregister from the Kamer van Koophandel (KVK) dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative :

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • The valid KVK uittreksel UBO-register. If there is no valid valid KVK uittreksel UBO-register :

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in Italy 🇮🇹

  • The Company Registration Report from the Registro delle Imprese dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

  • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in Germany 🇩🇪

  • The aktueller Abdruck der Unternehmensregistrierung dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

    • The valid extract from the Transparenzregister. If there is no valid extract from the Transparenzregister:

      • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

      • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport.

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address, and nationality of all legal representatives;

  • Name, date of birth, residential address, and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors.

Documents in Spain 🇪🇸

  • Nota informativa mercantil dated less than 3 months;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative:

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

    • Valid acta de titularidad real. If there is no valid acta de titularidad real:

      • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

      • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport.

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address and nationality of all legal representatives;

  • Name, date of birth, residential address and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors).

Documents in Ireland 🇮🇪

  • The company printout from the Companies Registration Office;

  • A proof of identity for the person opening and managing the account: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • If the person opening the account is not a legal representative :

    • A power of attorney signed by a legal representative of the company authorizing this person to open a bank account in the company's name;

    • Proof of identity for the person delegating this power: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • The company report from the Central Register of Beneficial Ownership of Companies and Industrial and Provident Societies (RBO). If there is no valid report available from the RBO:

    • An official document detailing the company's complete shareholding structure (any of the following documents containing the breakdown of capital between shareholders: articles of association, AGM minutes, audited annual report, capitalization table or shareholder organization chart certified by an external source);

    • A proof of identity for all the beneficial owners: a copy (recto/verso) of the identity document or a copy of the 2 pages of the passport;

  • Complete shareholding structure to identify shareholders holding directly or indirectly >25% of the company;

  • Name, date of birth, residential address, and nationality of all legal representatives;

  • Name, date of birth, residential address, and nationality of all beneficial owners:

    • Any individual shareholder owning directly or indirectly 25% or more of the company;

    • If there is no individual shareholder owning 25% or more of the company, then the beneficial owners of the company are all the directors).

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