[4] Document collection

During your onboarding flow, you might need to collect certain documents from the customer depending on the product and the customer type. Such documents are requested as part of the Know Your Customer (KYC) process and you must ensure that they are collected in your sign-up flow and passed to Solaris before the identification process.

The required document(s) of a person or a business (legal entity) is stored in a document resource on Solaris' system.

Document resource types

There are two types of document resources:

  1. Person documents: Used to store the documents of the following customer types:
  • Retail customers (B2C)
  • Authorized persons on a retail account
  • Freelancers
  • Business' natural persons, such as legal representatives, beneficial owners, and authorized persons.

For more information, check the API reference.

  1. Business documents: Used to store the documents of a business' legal entity.

For more information, check the API reference.

Required documents

The following sections include the required documents you need to collect based on the product, customer type, and country:

Digital Banking & Cards

For Digital Banking & Cards products, you need to collect the following documents:

Retail customers (B2C)

Solaris only requires specific documents from B2C customers in France.

France only:

To open an account with a French IBAN (branch: FR), you must collect a proof of address from your customers.

The following documents are accepted as a proof of address:

Document typeDescription/French equivalent
Utility bill(e.g., mobile phone bill, gas, electricity, phone) - (facture de service (Ex: facture de téléphone fixe, facture de téléphone mobile, facture de gaz, facture d'électricité, facture d'eau, quittance de loyer)
Tax invoice, income tax, housing tax(Avis d'impôt sur le revenu ou certificat de non imposition, taxe d'habitation)
Certificate of Residence provided by a townhallCertificat de résidence fourni par la mairie
Insurance proof with address(Attestation de droits à l'assurance maladie avec les composantes du numéro de sécurité sociale masquées)
Housing insurance premium payments(Attestation ou facture d'assurance du logement)
attention

A proof of address document cannot be more than 3 months old. Documents that are older than 3 months will be rejected.

Business customers (B2B)

For business customers, you need to collect the documents required according to the business' legal form:

The following table includes the required documents for identification for each legal form:

Legal formRequired documents - DescriptionsRequired documents - Enum valuesNotes
ADOR
  • ID or passport of the fictitious Beneficial Owner.
  • Proof of Address of the fictitious Beneficial Owner, not older than 6 weeks.
  • Articles of Association (statute).
  • Organization chart.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
AG
  • ID or passport of all Beneficial Oowners.
  • Proof of Address of all Beneficial Owners, not older than 6 weeks.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • Excerpt from the commercial register.
  • Legitimation documents of the board of directors.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
Document must include a notarial stamp, seal, and signature.
EG
  • ID or passport of the authorized representative.
  • Proof of Address of authorized representatives, not older than 6 weeks.
  • Excerpt from the register of cooperatives.
  • Articles of Association or Articles of Incorporation.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • REGISTER_EXTRACT
  • FOUNDATION_DOCUMENT
EK
  • ID or passport of the business person.
  • Proof of Address, not older than 6 weeks (private and business if different).
  • Excerpt from the commercial register, not older than 2 weeks.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • REGISTER_EXTRACT
EV
  • Identity card or residence permit of all Beneficial Owners.
  • Proof of Address, not older than 6 weeks.
  • List of board members.
  • Excerpt from the register of associations (Vereinsregister), not older than three months.
  • Statutes of the Association (Vereinssatzung).
  • Legitimation documents of the acting board members.
  • Signed founding protocol
  • (For associations in formation) List of members (min. 7 persons).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • REGISTER_EXTRACT
  • FOUNDATION_DOCUMENT
  • OTHER
GBR
  • ID or passport of all shareholders.
  • Proof of Address of all shareholders, not older than 6 weeks.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of association (Gesellschaftsvertrag).
  • Certificate of incorporation (Gründungsurkunde).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
Documents must be signed by all business partners. Solaris may request additional information based on the document contents (e.g., all shareholders, distribution of shares, etc). For GmbH/UG & Co. KGs, these requirements apply to the entity that is registered in the trade register as shareholder (i.e., Komplementär-Gesellschafter ).
GMBH
  • ID or passport of all persons listed in the commercial register.
  • Proof of Address of Legal Representatives, not older than 6 weeks.
  • List of shareholders (of Beneficial Owners, companies, potentially also an overview of the shareholder/owner structure if it extends over several levels).
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
GMBH_I_GR
  • ID or passport of all persons listed in the commercial register.
  • Proof of Address of all persons listed in the commercial register, not older than 6 weeks.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
Documents must be notarized.
GMBH_CO_KG
  • ID or passport of all Beneficial Owners (i.e., general partners and limited partners).
  • Proof of Address of all Beneficial Owners, not older than 6 weeks.
  • Excerpt from the commercial register for the GmbH & Co.KG.
  • Articles of association (Gesellschaftsvertrag) of the GmbH & Co. KG.
  • Certificate of incorporation (Gründungsurkunde).
  • Excerpt from the commercial register of the general partner GmbH.
  • List of shareholders or founding agreement of the general partner GmbH.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
  • SHAREHOLDERS_LIST
Document must include a notarial stamp, seal, and signature.
KDOR
  • ID or passport of the fictitious Beneficial Owner.
  • Proof of Address of the fictitious Beneficial Owner, not older than 6 weeks.
  • Articles of Association (statute).
  • Organization chart.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
KGAA
  • ID or passport of all shareholders.
  • Proof of Address of all authorized representatives and managing directors, not older than 6 weeks.
  • Commercial register extract.
  • Articles of Association (Gesellschaftsvertrag).
  • List of shareholders.
  • Legitimation document of the authorized representatives and managing directors.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • REGISTER_EXTRACT
  • FOUNDATION_DOCUMENT
  • SHAREHOLDERS_LIST
LTD
  • ID or passport of all Beneficial Owners.
  • Proof of Address of all shareholders, not older than 6 weeks.
  • Apostille by the English Ministry of Foreign Affairs + certificate from an officially appointed/sworn translator.
  • Memorandum/Articles of Association.
  • Certificate of Incorporation (for an Ltd. that is registered in the English House of Companies).
  • Excerpt from the commercial register (for an Ltd. that is registered in the German commercial register).
  • Legitimation documents of the managing directors.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • OTHER
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
Document must include a notarial stamp, seal, and signature.
MUNICIPAL_COMPANY
  • ID or passport of all Legal Representatives.
  • Proof of Address of all Legal Representatives, not older than 6 weeks.
  • Certificate of Incorporation.
  • Further documents may be required, such as a commercial register extract, company agreement, business registration, etc., depending on the legal form of the municipal company.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • FOUNDATION_DOCUMENT
The document requirements are dependent on the legal form of the company. For the onboarding of a municipal company, please check the relevant requirements in this table for the specific legal form.
MUNICIPALITY
  • ID or passport of the Mayor.
  • Proof of Address of the Mayor, not older than 6 weeks.
  • A resolution of the municipal council in regards to the Mayor's power of representation.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • OTHER
NEV
  • List of board members.
  • Statutes of the Association.
  • Minutes of last meeting of members.
  • REGISTER_EXTRACT
  • FOUNDATION_DOCUMENT
  • OTHER
OHG & KG
  • ID or passport of all shareholders.
  • Proof of Address for all shareholders, not older than 6 weeks.
  • Commercial register extract.
  • Articles of Association (Gesellschaftsvertrag).
  • List of shareholders.
  • Legitimation document of the managing directors.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • REGISTER_EXTRACT
  • FOUNDATION_DOCUMENT
  • SHAREHOLDERS_LIST
PARTG
  • ID or passport of all Beneficial Owners and all partners authorized to represent.
  • Excerpt from the Partnership Register.
  • Partnership agreement.
  • ID_DOCUMENT
  • REGISTER_EXTRACT
  • FOUNDATION_DOCUMENT
Document must include a notarial stamp, seal, and signature.
PRIVATE_PERSON
  • ID or passport.
  • Proof of Address, not older than 6 weeks.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
SAVINGS_BANK
  • ID or passport of all Legal Representatives.
  • Proof of Address for all Legal Representatives, not older than 6 weeks.
  • Approval of the higher legal supervisory authority. The permission to conduct banking business can be found on the BaFin website (BaFin ID).
  • Further documents may be required, such as an extract from the commercial register, company agreement, business registration, etc., depending on the business' legal form.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • OTHER
SE
  • ID or passport of all Beneficial Owners and board members.
  • Proof of Address for all board members, not older than 6 weeks.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • Excerpt from the commercial register.
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
Document must include a notarial stamp, seal, and signature.
SELF_EMPLOYED
  • ID or Passport.
  • Proof of Address, not older than 6 weeks (both private and business addresses if they are different).
  • Gewerbeanmeldung (for self-employed entrepreneurs).
  • Excerpt from the commercial register (for self-employed entrepreneurs).
  • Proof from the tax office (Finanzamt) regarding freelancing activity (Freiberufler).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
  • VAT_CERTIFICATE
SOLE_PROPRIETORSHIP
  • ID or Passport.
  • Proof of Address, not older than 6 weeks (both private and business addresses if they are different).
  • Business registration (for self-employed entrepreneurs).
  • Excerpt from the commercial register (for self-employed entrepreneurs).
  • Proof from the tax office (Finanzamt) regarding freelancing activity (Freiberufler).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
  • VAT_CERTIFICATE
UG
  • ID or passport of the managing director.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • Excerpt from the commercial register.
  • ID_DOCUMENT
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
Document must include a notarial stamp, seal, and signature.
UG_CO_KG
  • ID or passport of the managing director.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • Excerpt from the commercial register.
  • ID_DOCUMENT
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
  • REGISTER_EXTRACT
Document must include a notarial stamp, seal, and signature.
UG_I_GR
  • ID or passport of all persons listed in the commercial register.
  • Proof of Address for all persons listed in the commercial register, not older than 6 weeks.
  • Shareholder lists of Beneficial Owner companies. Possibly also an overview of the shareholder/owner structure if it extends over several levels.
  • Articles of Association (Gesellschaftsvertrag).
  • Certificate of Incorporation (Gründungsurkunde).
  • ID_DOCUMENT
  • PROOF_OF_ADDRESS
  • SHAREHOLDERS_LIST
  • FOUNDATION_DOCUMENT
Documents must be notarized.

Freelancers

For freelancers, a proof of profession is required in all branches. In your sign-up flow, collect a proof of profession from the customer either during onboarding or within 30 days and create a document resource with a document_type of PROOF_OF_PROFESSION.

Solaris will manually review the submitted documents, and a successful onboarding will depend on Solaris' approval.

note

In case the customer cannot provide a proof of profession (e.g., founders of start-ups), a 90-day grace period will be granted after which the customer should submit a proof.

Please provide any of the following documents as a proof of profession:

  • Anmeldung/Zulassung bei der Berufskammer (professional chamber)
  • Anmeldung beim Finanzamt (registration with the tax office)

In the event that the customer does not have any of the documents mentioned above, the following documents may be requested instead:

  • Tax identification number (TIN) assigned by the Federal Central Tax Office (BZSt)
  • VAT identification number
  • Company tax number (for small businesses only)

For certain professions, the Customer may provide their Chamber Certificate of Admission. The following table provides examples of professions, but is not exhaustive

Job titleProof of profession
  • Freelance medical professions
  • State Examination
  • Chamber Certificate of Admission
Other professions e.g.
  • Freelance technical professions
  • Freelance scientific professions
  • Freelance legal professions
  • Freelance professions in business consulting
  • Freelance tax advisory professions
  • Chamber Certificate of Admission

University diplomas are not acceptable.

Job titleProof of profession
Doctors/physiciansThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the medical order
Dentists/OrthodontistsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the order of dental surgeons
VeterinariansThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the national order of veterinarians
PharmacistsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the national order of pharmacists
PhysiotherapistsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the order of massage therapists (masseurs-kinésithérapeutes)
ErgotherapeuticsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the Regional Health Agency (ARS)
NursesThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the national order of nurses
ChiropodistsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the national order of pedicure-podologue
Psychologists, Psychotherapists, Speech therapists, Gardians such as medical attendants or caretakersThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate
LawyersThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the national order of lawyers (or Bar Certification)
NotariesThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the national order of notaries
Auditors/AccountantsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration on a list drawn up by the Haut conseil du commissariat aux comptes
Patent lawyers, Tax advisors, Business Consultants, Management Consultants, Pension Advisors, Sales Promoters/TrainersThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate
ArchitectsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate + Proof of registration with the Conseil régional de l'Ordre des architectes (CROA)
Landscape Architects, Interior Architects, Sea and harbour pilots, Engineers, Sworn experts, Chemists, Biologists, Geologists, Environmental assessors, Computer ScientistsThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate
Artists, Bloggers, Influencers, Musicians, Dance Instructors / teachers, Qualified pedagogues, Translators / Interpretors, Authors, Bloggers, Influencers, Designers, Restorers, Recording studio Engineers, Journalists, LecturersThe Certificate of Registration in the Register of Companies and Establishments (extract K) or The URSSAF certificate
Certificate of VAT number attribution (Certificato attribuzione partita IVA)
Model 036 or 037

France:

The Sirene status notice Declaration of turnover.

Lending standalone

Depending on the lending product you're integrating, additional documents might be required, which are specifically used for the credit risk and scoring processes.

For more information, check the individual integration guides for each of the lending products here.