Welcome on Board!

Please Read Carefully!

Thank you for trusting us to be your advisors for legal, accounting, tax, and payroll matters for your company. We are happy to have you as one of our clients.

This document is extensive, but provides essential information regarding our onboarding process, our way of working and basic rules for compliance in Spain.

Please make sure to read this document in detail and to share it with all relevant staff. All information contained is considered adequately communicated and accepted by its publication.

Action items are highlighted for your convenience. Please make sure to review them and to complete the tasks associated.

 

Initial Documentation

 

NEW COMPANIES:

If your company has not been constituted yet, please provide us with the below information so we can start with the set-up of the company:

• 5 names for your company in Spain in order of preference
• Description of the economic activity of the company.
• Desired share capital, minimum €1, there is no maximum.
• Proposed governing body, directors, board of directors.
• Spanish business address. We can provide one if needed.

If the shareholders are private individuals:

• DNI / NIE / NIF number and passport of shareholders and directors. We can apply for NIE and NIF numbers if required.
• Address, mobile phone number, marital status of all shareholders and directors. Social Security number for those shareholders and directors that are resident in Spain.

If the shareholders are (foreign) companies:

• Company register Certificate including company validity and names of directors issued by the Chamber of Commerce or Trade Register, with The Hague Apostille
• Sworn translation of the Certificate including the Apostille in Spanish. We have official translators and can also do this for you if you want us to.
• DNI / NIE / NIF number and passport of shareholders and directors of the shareholding company. We can apply for NIE and NIF numbers if required

Please send the above information to hello@accompany.es so we can start working on the constitution of your new company.

Depending on the services contracted and the specifics of your company we will provide you with a personalized cost estimate for the company constitution. We will request a downpayment of 50% of this amount and will start the procedure as soon as payment is received.

 

EXISTING COMPANIES:

If your company is already existent or if you are coming from a previous service provider, please provide us with the below documentation:

 

Legal Documentation:

• Company Deeds: Constitution, Real Ownership and any other ones.
• DNI / NIE / TIE and passports of shareholders and administrators.
• Digital Certificate of the company and corresponding password.
• Company bank account details compliant with requirements.
• Loan Agreements in the name of the company.
• Rental Contracts in the name of the company.
• Property Deeds in the name of the company.
• Trade Register Shareholder Registers (Libros de Socios).
• Trade Register Shareholder Meeting Records (Libros de Actas).
• Trade Register Accounting Ledgers (Libros de Cuentas).
• Trade Register Annual Account Registers (Deposito de Cuentas).

 

Fiscal Documentation:

• Census Declarations 036 submitted since company constitution.
• Tax Declarations of the current and previous fiscal year.
• Journal and Ledger in XLSX format for current and previous fiscal year.
• Trial Balance corresponding to the closing of the last fiscal year.
• Fixed Asset Register and depreciation record since acquisition date.
• Loan Register and payback record since formalization date.
• Any other relevant information or documentation.

 

Payroll Documentation:

• SAGE payroll system export file or compatible format for the current fiscal year.
• All payslips for each employee for the current fiscal year.
• Resolution of social security employer registration (CCC).
• Mutual accident insurance company: Details and contact person.
• Work centre registration: Communication to authorities.
• Latest version of Collective Workers Agreement and HR Manual.
• Variable remuneration schemes, details, and pending payments.
• Initial labour contracts, annexes, and modifications for all employees.
• DNI / NIE / TIE of each employee and their latest presented Model 145.
• Monthly Cost Summaries and liquidations (RLC / RNT).
• Any other relevant information or documentation.

 

If information has already been provided or is not available or applicable, please advise. If you are missing any documents, please contact your previous service provider or let us help you obtaining any missing items.

Please send the above information to hello@accompany.es so we can prepare your service agreement and setup your account in our systems.

 

Service Agreement

When the company is constituted and all needed information has been received, we will prepare and send you our service agreement by email with a PandaDoc link for digital signature. PandaDoc is the world’s leading document management and electronic signature platform. It allows reliable remote signature of documents and automatically distributes the signed and certified document to all signees.

Please check that all details in the agreement are correct and follow the online instructions to complete the signature process. You will receive your copy signed by both parties automatically.

We have 3 service levels for both our Accounting and Payroll services. They are called “Minimum” for basic services, “Optimum” for a more complete package and “Premium” for extensive coverage including a personal account manager and first level legal support for peace of mind and more time for other priorities.

Please choose your service level for accounting and / or payroll services and let us know which one suits you best. Please also indicate if you are interested in our office address, electronic certificate or mailbox services.

 

First Steps

 

COMMUNICATIONS

You will be assigned an account manager once our service agreement has been signed and you are connected to our systems. In the meantime, you can send questions or requests to hello@accompany.es. Your Account Manager will schedule an onboarding session with you to introduce him- or herself and to walk you through the first steps of connecting and working with our platforms.

 

Your Account Manager will be your contact for daily operations. Principal communication is by email, but you can also schedule calls with your Account Manager through our Bookings platform, accessible using the Bookings option in the Client Area on the contact page of our website. In the Client Area you can also find a link to this document under “General Information” and access links to our accounting and payroll systems.

 

Depending on your service level, communication will be more or less frequent and proactive. The Minimum service level is aimed at clients that prefer to operate independently and includes basic services, quarterly accounting updates and limited support, while the Premium service level provides full support and includes daily accounting updates, a personal Account Manager that is available for consultation, proactive checking of invoices for formal and legal validity and alerts in case of doubts.

 

Our communications are based on Microsoft Teams to make them as efficient as possible without the need for displacements. The calls or meetings are online with multimedia support and accessible on PC, tablet or mobile phone.

 

ACCESS OUR SERVICES

Depending on the services contracted, you will receive an invitation to connect to our Accounting and Payroll portals. Once you have registered as a user, you can access them by going to the contact page on our webpage and scroll down to the “Client Area”. Please do not use any other access routes to assure a safe connection and protection of your personal data.

Always access our platforms using the links provided in the Client Area of the contact page on our website.

We regularly publish Spanish business news and updates on our page on LinkedIn. To receive alerts whenever there is a new publication, please access the page and click on the “follow” button.

Make sure to check out and follow our LinkedIn page to receive regular Spanish business news updates.

You can find extensive information regarding legislation accounting, taxes, personnel administration, real estate and more in the FAQ section on our webpage. We strive to keep all information fully updated, but since legislation might change and each situation is different, we recommend to always doublecheck with our professionals.

Have a look at the FAQ section of our website and read any articles applicable to your situation.

 

LEGAL COMPLIANCE AND RESPONSIBILITIES

Please note that companies in Spain have some general legal responsibilities and obligations for companies that are important to be aware of:

• Data Protection (LOPDGDD Ley 3/2018): This law is relevant for any business activity that handles personal data like names, addresses, telephone numbers, emails, and any other personal data.
• Electronic Commerce (LSSI-CE Ley 34/2002): This law defines the rules for selling products and services on the internet through web pages, online stores, marketplaces, email or similar. It is applicable if a service provider obtains benefits through online commerce, contracting, informing, advertising or intermediation.
• Money Laundering (Ley 10/2010): This legislation applies to activities related to the conversion, transfer, concealment, possession and usage of goods or funds obtained in an illicit way or used to fund terrorism. The law applies to individuals or legal entities that handle large amounts of money.
• Transfer Pricing (LIS Ley 27/2014): A transfer pricing study is required for companies that have carried out transactions over €250,000 valued at market price during the tax period with related persons or entities. All operations carried out with persons or entities resident in a country or territory qualified as a tax haven must be documented.
• Penal Responsibility (LO 1/2015 y ART. 32 BIS CP): Legal entities will be criminally responsible for acts committed by its legal representatives or by those who, acting individually or as members of an organ, are authorized to make decisions or have control or supervision. It is therefore recommended to have corresponding responsibility insurances in place.

 Check if any of these laws might be of application in your case and contact us to make sure that you are compliant.

 

Accounting and Tax Services

All our accounting systems are SAAS, Cloud Based and collaborative. This means that all information is accessible 24/7 from anywhere and is immediately updated and shared with all users on the platform. This allows for efficient collaboration between us, our clients, the Spanish administration and banks. We prioritize sustainability by working entirely paperless and do not accept any paper-based documentation. Instead, we offer several convenient ways to digitally upload your documentation like Mobile Apps, OCR email addresses and drag and drop desktop applications.

 

PREPARING AND SENDING INVOICES

Our accounting platforms include an invoicing function that allows you to design, prepare and send your sales invoices to your customers directly from the platform. You just have to make sure to keep the customer’s information updated and to prepare all your sales invoices using our systems.

 

You can program your standard products or services and prices to avoid repeated manual input and possible errors and you can make your invoices recurring if you are invoicing the same items periodically. Anticipating future legislation, our systems are prepared for electronic invoicing based on the Spanish Verifactu and Facturae standards.

 

UPLOADING RECEIVED INVOICES

We offer convenient digital methods for uploading invoices and receipts to the accounting platform. You can send them to a dedicated email address in PDF format, take pictures of receipts with a mobile App or drag and drop documents in the platform on your desktop. Before uploading your incoming invoices, make sure to create and update the provider details in the system.

 

Please make sure to upload only legally valid tickets or invoices and to identify them correctly as ticket or invoice when uploading them. Also, please make sure that the images have good quality (brightness, sharpness) to facilitate their recognition.

Please make sure to consult our article on the different types of invoices, formal requirements and conditions for received invoices to be deductible as expenses in the FAQ section on our website.

COLLABORATIVE ACCOUNTING

We strive to have your accounts up to date according to the service level you have contracted. To do this, it is important that you maintain client and provider data up to date and that you invoice and upload any new documentation to the platform daily so we can work effectively. Otherwise, the information reflected in reports and dashboards will be outdated and possibly erroneous. We close the accounts monthly and will warn you if any information is missing.

 

Please note that according to Spanish legislation the taxpayer is the sole responsible for providing complete, legal and truthful information and documents. We will perform our accounting and tax services on your behalf to the best of our abilities, but they will always be based exclusively on the information and documents provided by our clients. We do not accept any responsibility for fines, recharges or other damages if any information or documents provided are not complete, legal or truthful.

 

If we do not receive the information and documentation that we need to correctly book expenses appearing in bank accounts or credit cards, we will automatically book them as “non-deductible expenses” at the closing of each month. The accumulative amount of non-deductible expenses will be added to the taxable base in your corporate tax declaration at the end of the year and will increase the amount of taxes you will pay. To avoid this, make sure to upload invoices and receipts justifying all the company’s expenses on time.

 

On the other hand, tickets or receipts cannot be booked if they have not been paid by electronic means registered on the name of the company. If you upload these documents anyway and we do not detect a corresponding payment in the company’s bank accounts or credit cards, they will be deleted at the end of the month. To avoid this from happening, always pay expenses with company bank accounts, debit or credit cards or other payment means registered on the company name, not with private means, cash or others.

 

Bank Consolidation is done frequently according to the service level you have contracted. To enable this, you will have to connect your company’s bank accounts, credit cards and other payment services to the accounting platform. Rest assured, we can use this information at a consultative level only and will not be able to carry out any type of operation.

Issue sales invoices and to upload incoming invoices daily. Keep your bank account and any other payment methods connected to our accounting platform.

REPORTING AND TAX DECLARATIONS

Each period we will present your tax declarations to the authorities within the established deadlines. To be able to process all relevant information on time and to present the declarations correctly, we kindly request you to provide us with all documentation (received and emitted invoices, receipts and any other relevant information) within the first 5 days of the following month. Considering the amount of work involved and the tight deadlines, we cannot guarantee the timely processing of information received after this date and will close the period with the documentation available.

Once we have prepared and presented your tax declarations, we will upload them to the accounting platform where you can access or download them remotely at any time. You will be notified when new declarations have been published. Any amounts due are to be considered in your treasury planning since the tax authorities will automatically debit your company’s bank account. You should have sufficient funds available to avoid rejection of the direct debits and associated fines and surcharges.

 

VAT REFUNDS OR COMPENSATIONS

Value added tax or VAT or IVA is a tax paid by the final consumer. This means that any intermediary companies only declare VAT received and VAT paid and liquidate any differences with the tax agency. If you receive more VAT from your clients than you pay to your providers, you will have to pay. On the other hand, if you pay more VAT than you receive, you will have a balance in your favour.

In this last case, you can either ask for a refund at the end of the year or you can leave the balance standing to be compensated with VAT you expect to receive in the future. One option might be preferable over the other depending on your circumstances and type of business model. You must decide what option to choose in the month of January of each year.

If you have a VAT balance in your favour at the end of the year, please let your account manager know if you want to opt for refund or for compensation before the 15th of January of the following year. If we do not receive any indication, we will opt for the refund option by default.

INFORMATION REQUESTS AND INSPECTIONS

The Spanish tax agency and social security services are highly digitalized and automated. Still, dealing with the authorities can be confusing and frustrating due to many different entities and systems. Their objective is to maximize tax income for the state whereas in other countries the authorities might have a more supporting role focussed on fomenting and supporting business.

For this reason, it is normal to receive frequent and automated information requests or inspections that can easily lead to fines and surcharges. This is not a problem if everything is in order, but the issue is often that these notifications need to be received, reviewed and answered within a limited time frame.

Regarding receiving and reviewing, you can either do this yourself or contract our mailbox service. We can also handle the answering (recommended) but you will need to advise us as soon as you receive notification and you will need to provide us with all information and documentation needed at least 5 working days before deadline.

Make sure to review all relevant electronic mailboxes frequently or contract our mailbox service. Advise us immediately if you receive a notification and you want us to prepare the proper response.

ANNUAL OBLIGATIONS

In the month of April, we will legalize the obligatory register of accounts, shareholders and meeting records for your company in the Trade Register. Based on the legalized accounts, the shareholders will have to approve the accounts and decide on the destination of any profits, dividend payments or possible compensations for insufficient equity due to losses.

The deposit of the annual accounts and the presentation of the annual corporate tax declaration will take place during the month of July. We will automatically process the approval and deposit of annual accounts unless you instruct us otherwise. Net profits will be destined, in order of application and subject to availability of funds, to:

• Cover possible losses of previous years
• Satisfy legally required reserves
• Increase voluntary reserves

If a profit was generated, or sufficient voluntary reserves are available, and you would like to pay dividends to your shareholders, you will have to indicate this to your account manager before presenting the corporate tax declaration.

If you would like to pay out dividends, please inform your Account Manager before the 15th of June. If we do not receive any indications, we will distribute profits as indicated above by default.

If dividend is paid, the corresponding dividend tax is paid by the receiving shareholders. To this purpose, the tax will be retained, declared and paid by the company the quarter that dividends were paid out.

Copies of legalized documents, deposited accounts and presented tax declarations are available online on our accounting platform.

 

PRECLOSING REVIEW

As mentioned, annual accounts are to be approved by the shareholders up to June of the following fiscal year and to be deposited at the Trade Register in July. At the same time the corporate tax declaration is to be presented.

 

However, this might be too late to take decisions that can optimize the fiscal result for your company, regulate any pending accounts or to change booking assignments, as the books for the previous year have already been closed and quarterly tax declarations have been presented.

 

We therefore offer in the months of October and November of the current fiscal year a Preclosing Review for companies that are interested to understand how the company is going financially, what needs to be regulated and what can be optimized before the year ends.

 

This review consists of an analysis of the first 3 quarters of the current year, focussed on reducing your tax burden and fiscal efficiency. It will also cover evolution of revenues, expenses and key financial indicators including a personal meeting to walk you through the results.

If you would like to book a Preclosing Review, please advise your Account Manager before the end of September.

 

Payroll / Human Resource Services

If you are going to have employees in Spain, there are 3 mayor aspects that you should consider before starting to hire:

• Adherence to a Collective Workers Agreement. This is mandatory, and several options might be available. Determining the applicable collective agreement is mainly based on the economic activity of the company and regulates the labour relationship with your staff.
• Contract clauses: The Spanish standard employment contract is very basic, and you might want to add additional clauses to regulate the labour relationship according to your needs and interests.
• Employee handbook: It is always recommendable to have an employee manual as it facilitates onboarding and provides a consistent reference tool for everybody, reinforcing compliance.

Determine the Collective Workers Agreement carefully, make sure you have adequate clauses in your employment contracts and communicate HR guidelines effectively. Our legal team can assist.

Onboarding / Offboarding: Hiring and firing of employees are strictly regulated and the procedures should be executed with care. It involves processes with the social security services, tax authorities and labour ministry. Before being able to hire an employee, both the employer and the employee should be duly registered with the Spanish social security services. We can arrange this if needed.

Make sure you have completed employer and employee social security registration before hiring. Let us know if you want us to do this for you.

Affiliation should always be completed before the employee’s first working day in the company. It is illegal to have somebody working for you before all formalities have been completed and fines can be severe, apart from the risks involved in case of accident or similar. To register a new employee, we need you to provide us with the following information:

• Name, address, email, and phone number.
• Copy of DNI / NIE / TIE and social security number.
• Date & place of birth and academic education level.
• Bank entity and IBAN bank account number.
• Start date and duration of employment.
• Type of contract, working hours per week and coefficient.
• Gross annual salary, job category and contribution group.
• Indication of preference for 12 or 14 payments per year.

Any changes in the above information should be communicated immediately and changes in working conditions should be documented and signed by both parties. We can assist by providing the needed documents.

 

Disaffiliation must be submitted within 3 days after termination and the following information should be provided:

• End date of employment and reason for termination.
• Amount of untaken leave and accumulated holidays.
• Pending payments (bonuses, overtime…)

 Allow sufficient time for onboarding and offboarding of employees. Notify us as soon as you can and provide all needed information.

Temporary Incapability: Absences due to sickness or accidents are communicated automatically to us through the social security services and will be considered for the monthly payroll. Maternity or paternity leaves should be communicated to us at your earliest convenience so we can notify the social security services

Displacements: Employees based in Spain, who are displaced for several days, weeks or months to provide temporary services in other countries, can continue to be included in the Spanish social security services for a maximum period of twelve months. It is obligatory to inform the social security services in these cases, so please let us know as soon as possible.

The Spanish social security services have very rigid non-negotiable procedures backed up by automated penalty systems. We emphasise the importance of compliance with procedures and deadlines.

Monthly Payroll Run: You will receive a complete payroll file every month by email or through our HR Portal. This file will include all your payslips, cost summaries and the relevant social security documents. If you have contracted the employee portal, contracts, payslips and certificates will be published automatically in the portal for you and your employees.

 

SOCIAL COMPLIANCE AND RESPONSABILITIES

Apart from running the payroll and liquidate social security contributions, there are several additional responsibilities for companies with employees:

• Personal Situation Updates: Model 145 is a form reflecting the personal situation of employees. It is the responsibility of the employee to inform the company at the beginning of the contractual relationship and in case of any changes, so that payslips can be calculated correctly. To this effect, the company, needs to inform its payroll provider accordingly.
• Retained Income Tax Updates: Related to the above, the retained tax in payslips needs to be recalculated frequently depending on personal situation, employment period, income variations, bonuses etc. to assure sufficient taxes are retained by the company to avoid possible fines and surcharges. We do this automatically based on the information provided by our clients.
• Social Security Updates Company Directors: Social Security contributions for resident company directors and shareholders are based on a special regime called RETA and are calculated based on your expected net income in a natural year. It is necessary to periodically update this information to avoid surprises or fines at the end of the year. The contribution base can be adjusted 6 times a year through the social security website. You can either do this yourself or ask us to do this for you.

Update employee family situation and withheld income tax in payslips, as well as the RETA contribution base for company shareholders and directors that are resident in Spain.

• Labour Risk Prevention: Companies with employees have the obligation to contract a labour risk prevention service to assure working environment safety and basic employee instruction. Fines nor non-compliance range from €45 to €984.000 depending on the severity of the infraction. We can assist with contracting the service.
• Time Register RD-L 8/2019: To avoid abuse, this decree establishes the obligation of the employer to ensure that employees record their daily work hours. This can either be done manually or with an application and a report must filed periodically, approved by both employer and employee. It is convenient to check your collective worker agreement for any specific regulations and to include appropriate contract clauses. We offer online time and holiday register applications as part of our employee portal.
• Salary Register (RD 902/2020): determines that all companies should have an annual remuneration register for their entire workforce, including management and senior management. The purpose of this register is to ensure equality and transparency, irrespective of company size.
• Harassment Protocol (Arts. 48.1 y 48.2): To avoid harassment and discrimination in the workplace based on race, religion, gender, sexual orientation and other reasons, all companies have the obligation to have a published protocol outlining how to avoid and denounce this practice.
• Equality Plan (LO 3/2007 y RD 901/2020): All companies are to adopt measures to avoid discrimination and promote working conditions that avoid sexual harassment, but companies with 50 or more workers, must additionally prepare and implement an equality plan, including specific measures for the LGTBI community.
• Whistleblower Channel (LO 3/2007): In harmony with the equality plan mentioned above, the affected companies have the obligation to establish a safe and confidential channel for reporting cases of discrimination, harassment, corruption or other illicit practices.

If you have employees, make sure to respect all social obligations that are relevant in your case. Seek our advice and support in case of need.

If you are subject to a labour inspection or a court case due to, for example, an employee complaint or conflictive dismissal, our legal team is there to assist.

 

Real Estate Services

RECOMMENDATIONS

Buying, selling, renovating and renting of real estate in Spain is complex due to abundant legislation and regulation that may vary depending on the region, municipality and type of operation. Due to this complexity and the challenges of operating in a foreign market with unfamiliar procedures, it is essential to count on a reliable partner to guide you.

 

Trusting upbeat sellers or promotors or being lured to act fast by apparent opportunities can be risky. Besides, each real estate operation is unique and needs to be analysed individually. To avoid surprises, we offer several services to facilitate transparent and safe operations:

• Case Studies: Issues like licenses, contract modality, renovation permits, and applicable taxes can affect your business case considerably. It is therefore recommendable to conduct a case study before taking the decision to review your operation based on the property, location, investment strategy, operational cost calculation and fiscal aspects.
• Due Diligence: Once decided, it is important to go through a due diligence process. Typically, this process covers cadastre, property register, owner’s association, urban planning, building inspections, licenses, residential permits, sustainability qualifications and outstanding debts or legal cases. In the case of renting, we recommend having at least the contracts reviewed.
• Purchase Support: Finally, when preparing and executing the operation (buying or selling), it is critical that the contracts, deeds, documentation, taxes and invoices are complete, correct and prepared in accordance with the specific property and parties involved. This might include last minute negotiation and amendments before the notary in the Spanish language.

Assure professional support for your real estate operations. If we did not review the operations, we will assume everything is correct and do not assume any responsibility for possible damages.

DAILY OPERATIONS

If your company is involved in real estate operations, you need to provide us with the following information to manage your account correctly:

 

Buying or selling:

• Purchase or sales deed (Escritura de Compraventa)
• Transaction invoices (Purchase, notary, agency, lawyer, etc.)
• Transaction tax statements (VAT, ITP, AJD, PVM etc.)
• Mortgage amortization scheme and monthly interest payments

Construction and Renovations:

• Building license
• Invoices of related expenses
• License First Occupancy of municipality, or
• Responsible Declaration First Occupancy Architect

Renting:

• Rental contracts and detail of deposits paid or received.
• Operational expenses (IBI, municipal taxes, cleaning firms, property management services, repairs and renovations, owner’s association, utilities and services included in the rent price (water, gas, electricity, internet…)

Always provide full and detailed information of all your real estate operations.

We need this information during the first 5 working days after closing the quarter. After this time, we will not accept any more documentation and will present the tax declaration based on available information.  We do not accept any responsibility for possible fines, surcharges, or interest payments due to errors or omissions.

 

Essential Services

DIGITAL CERTIFICATES

To manage your interaction with the Spanish authorities your company will need a valid digital certificate. We are an authorized entity for the emission of these certificates and work with a cloud-based system that complies with the latest security and personal data protection legislation.

 

Validity can be requested between 2 and 3 years for personal certificates and between 2 and 5 years for corporate certificates. We operate a convenient remote identification process that eliminates the need for physical displacements. You can find more information regarding digital certificates here.

To proceed with creating your electronic certificate, please confirm the kind of certificate(s) and the number of years of requested validity.

ELECTRONIC MAILBOXES

All communications of the central Spanish authorities like the tax agency and the social security services are conducted exclusively through an electronic mailbox system called DEHU. It is obligatory for all companies to register there.

 

Any notifications, information requests or inspections sent through the system are automatically considered as received, even if they are not read by the designatory. Furthermore, if not attended within set deadlines, the notification will automatically be considered as not answered what in turn can lead to legal complications, fines, seizures, and other unpleasant consequences. It is therefore important to be correctly registered in the system and to attend to all notifications within deadlines.

Provide us with your electronic certificate and password so we can register you in the DEHU system.

As part of our standard services, we will register your email in the system, but you will only start receiving notifications once you verify your email address. When we register your email, you will receive a message from the system with a verification code with 12 hours validity that you should send to us immediately so we can finalize the registration process. Please note we do not assume any kind of responsibility for incorrect or non-verified email addresses and related consequences.

Verify your email address registered in DEHU, by yourself or by sending your Account Manager the verification code as soon as you receive it.

All administrative notifications are in Spanish, often use complex legal and bureaucratic language, and should also be answered in Spanish, paying special attention to the details of the requirements. Since we know this can be a challenge, we offer the Mailbox service.  As part of this service, we will revise all electronic mailboxes daily, check the urgency of the notifications, explain the content, and advise on next steps.

Let us know if you would like to contract our Mailbox service, including daily revision, explanation and / or translation and next steps.

If you do not contract the Mailbox service, please note that you are responsible for checking the mailboxes, reviewing any received notifications and to act accordingly. If you would like us to act on your behalf, you must inform us within 48 hours after notification date latest.

 

BUSINESS ADDRESS DOMICILIATION:

For companies in Spain, it is obligatory to have a physical registered address in Spain. However, not all companies want or need a physical location to conduct their business. To address this issue, we offer a Business Address service that consists of registering your company at our address and to receive your physical mail and visits.

If you do not have a physical address in Spain, we are happy to inform you about our Business Address domiciliation service.

 

Offboarding

If for any reason or circumstances you decide to discontinue our collaboration, you can count on our support to wrap things up. However, please note that we will keep your records, documents and files for a limited period of time before your account and all corresponding documentation and files are deleted in compliance with personal data protection laws. You will need to download all files and information before this period expires.

 

According to Spanish law, it is the taxpayer’s obligation to conserve all fiscally relevant documents and files for a period up to 6 years. This includes all invoices and any other important documentation like contracts, deeds and agreements, as well as bookkeeping ledgers and registers regarding paid and received VAT, retained taxes and other information that facilitates the interpretation of fiscal obligations.

 

We do not accept any responsibility for fines, recharges or other damages for missing documents or files.

 

THANK YOU!

 

Thank you for reading this document. By providing these guidelines, we aim to make our collaboration as transparent and effective as possible.

 

In a complex and foreign bureaucratic environment, we emphasize the importance of knowing the basic rules for compliance and to share them with all relevant people in your organization.

 

For any remaining questions, please do not hesitate to contact us. We are happy to have you as a client and to make your business work!