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Submitting your documents

• Updated

Accepted Registration Records

Typically accepted documents include: certificates of incorporation, registry extracts, articles of organization, business licenses, or official digital records.

  • The document must display your legal name, registration or identification number, incorporation date, and issuing authority.
  • If amendments exist (e.g., name changes), upload the newest version.

 

Submission Guidelines

Provide the full document, including all pages and visible seals.

  • Legibility is essential. If the document is in another language, a brief note clarifying key fields may help prevent follow-up requests.
  • Digital originals are preferred when available.

 

1. How do I upload documents correctly?

Upload full documents in PDF, JPG, or PNG format, ensuring all four corners and all pages are visible.

Avoid glare, shadows, cropping, or low resolution. Documents should appear as close as possible to their original form.

 

2. Why was my document rejected?

Common reasons include: missing pages, blurred text, outdated issue date, mismatch with declared information, or incomplete images.

You will receive a specific explanation so you can replace only the affected document.

 

3. What formats and resolutions are accepted?

Standard digital formats (PDF, JPG, PNG) are accepted. High-quality scans or clear photos are both valid.

Ensure text is readable without zooming excessively.

 

KYB Flow Tutorial

  1. Create Your VelaFi Account
  • Use a corporate email — this becomes the primary admin account for your business
  • All KYB notifications (status updates, email invites) will go to this address

  • Additional team members can be added later from settings

  1. Set Up a Password
  • Minimum requirements: 8+ characters, mix of upper/lower case, numbers
  • This password is for the admin user — guard it like a banking credential
  • Lost passwords can be reset via the email you signed up with
  1. Get Started — Let's Get Your Business Verified
  • KYB is required to send/receive payments on VelaFi
  • The flow takes ~10–20 minutes if you have your documents ready
  • You can pause and resume anytime — progress saves automatically
  • Click the verification card to begin
  1. Choose Your Verification Path
  • Pick the option that matches your situation (business vs. individual)
  • Your choice determines which fields and documents you'll be asked for

  • This can't be changed mid-flow — pick carefully

     

  1. Start Your Business Verification
  • This kicks off the dynamic KYB flow
  • Select your country of incorporation
  • Click 'Confirm' to enter the flow
  1. Tell Us about Your Business
  • Enter your registered business name exactly as it appears on incorporation documents
  • Select your country of incorporation — this drives which jurisdiction-specific questions you'll see
  • Pick your industry from the dropdown
  • Click 'Confirm' to move forward
  1. What We'll Need from You
  • We'll ask for company information, shareholders, authorized persons, and documents
  • Have these ready before you start to avoid pausing:
    • Certificate of incorporation
    • Government-issued ID for each director/UBO
    • Proof of business address (utility bill, lease, or bank statement)
  • Click 'I have confirmed' when you're ready

  1. Agree Terms of Services

     

  2. Business Overview
  • Confirm your business name and any trade names (DBAs)
  • Enter your formation date (when the business was incorporated)
  • Add your business website if you have one
  • All fields should match your official registration documents
  1. Business Details
  • Enter your tax identification number (e.g., TIN, RFC, CNPJ)
  • Add the business entity ID from your government registry
  • Briefly describe your business activity — this helps our compliance team understand what you do
  1. Registered Business Address
  • Enter the official registered address from your incorporation documents
  • This may differ from your operational/trading address — use the registered one here

  • Fill all address fields: street, city, state/province, postal code, country

     

  1. Corporate Shareholders
  • Add any company or entity that owns part of your business (typically 25%+ stakes)
  • For each entity, you'll provide: company name, country, ownership %, registration number
  • Skip this section if there are no corporate shareholders — only individuals
  1. Add Corporate Shareholder
  • Enter the company's legal name, country of incorporation, and ownership percentage

  • Provide an email address for the shareholder company

     

  1. Individual Shareholders and Authorized Persons
  • Add all individuals who: own 25%+ of the business, are directors, or are authorized signatories
  • Each UBO will need to verify their identity separately
  • You can add them now and send invites — they'll receive an email to complete their part
  1. Add Individual Shareholder
  • Enter the person's full name, role(s), and email address
  • Select their role(s) — Director, Ultimate Beneficial Owner (UBO), Authorized Representative, etc.
  • Some roles, like UBO, require identity verification — an email invite will be sent automatically when you save

  • Ownership percentage is required for shareholders/UBOs

     

  1. Invite UBOs for Identity Verification
  • Click "Invite via Email" to trigger an email for shareholders' identity verification
  • All listed UBOs must complete their identity verification before submission goes through
  1. Upload Legal Documents
  • Upload the required documents listed on this screen — they vary by jurisdiction
  • Common documents: certificate of incorporation, articles of association, register of directors, register of shareholders
  • Accepted formats: PDF, JPG, PNG (max 5MB per file)
  • Documents must be clear, complete, and current — illegible scans will be rejected
  1. Contact Information
  • Provide a primary contact person for any compliance follow-up
  • This person will be reached if our review team needs clarification
  • Make sure their email and phone are monitored — delayed responses extend review time
  1. Application Submitted — your application is under review
  • Standard review takes 1–3 business days
  • You'll receive an email when there's a decision (approved, rejected, or if more info is needed)
  • Check your status anytime from your VelaFi dashboard

  • If we need additional information, our compliance team will email you directly

     

     

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