Companies & people

The company profile

What each tab and card on a Spyral company profile shows, which fields come from the RCS extract and are read-only, and which you can edit yourself.

The company profile is the centre of everything Spyral knows about a client. Open Companies and choose a company to reach it.

The five tabs

Overview holds the identity of the company: what the RCS extract says, who is involved, and your own notes.
Shareholders holds the ownership structure and the ownership diagram. See Shareholders and ownership.
Documents lists the documents in your library that relate to this company.
Finance holds the annual accounts workspace, where cycles are configured, sent for signature and packaged for filing.
Bookkeeping holds the company's year ledger.

Above the tabs sits a row of quick figures: how many documents are on file, the entity type, the jurisdiction, and when the record was last updated.

Everything sourced from the official Luxembourg RCS extract: legal form, share capital, registered office, financial year end, the shareholder and shareholder email recorded on the extract, incorporation date, NACE code, corporate purpose and duration.

If the card says there is no RCS data on file yet, the company has never had an extract imported. See How companies are created.

RCS Extract Timeline

Every extract you have imported for this company, with the one currently in force marked Current and the earlier ones marked Superseded. This is where you check which extract a value came from.

Auditor

The réviseur d'entreprises agréé, the approved statutory auditor, where the extract names one. It shows the firm, its legal form and address, the type of mandate, when the auditor was appointed and when the mandate ends.

Shareholders

The associé(s), the shareholders recorded in the latest RCS extract, each tagged as an Entity or a Person with the number of shares held.

Note

This card is a read-only reflection of what the extract said. It is not where you manage ownership. Percentages, share classes, subsidiaries and the primary signer live on the Shareholders tab.

Mergers & Acquisitions

Corporate restructuring recorded in the extract, shown as a Merger, a Demerger or an Asset transfer, together with the other entities involved.

People

Everyone linked to the company, grouped as Managers & Directors, Shareholders, Beneficial Owners and Auditors. Each person shows whether the mandate is Active or Inactive, the date it started and, where it has ended, the date it ended.

From each person you can open their profile, edit them, add an email address, or mark the mandate inactive and reactivate it later. See People and their roles.

Careful

A person shown with No primary email cannot receive anything from Spyral. That matters most for the shareholder who has to sign the annual accounts, so add a primary email as soon as you see that label.

Custom Fields, Notes and Project workspace

Custom Fields are free-form pairs of a field name and a value, for anything your firm tracks that Spyral has no box for. Field names must be unique within a company.

Notes is a free text area that saves as you type.

Project workspace appears when the company is covered by a project you belong to, and links straight into it.

What you can edit, and what you cannot

Open Edit company from the actions menu. You can change the name, the RCS number, the entity type, the jurisdiction, the internal notes, and two identifiers used for electronic filing: the Matricule (national ID), which is 11 or 13 digits, and the VAT number, entered as 8 digits without the LU prefix.

Note

Fields that came from the RCS extract stay read-only. Share capital, registered office, financial year end, corporate purpose and the rest are not editable here by design, because the next extract you import would overwrite whatever you typed.

To correct an RCS-derived field, import a newer extract. If the extract itself is out of date, the correction belongs at the register rather than in Spyral.

The matricule and VAT number are worth filling in early. Electronic filings identify the company by them, and an export will stop and tell you they are missing if they are blank.

The Documents tab

Every document in your library that relates to this company, with a search box and a filter for how the company appears in each one.

Choose Add files to link documents that are already in the library to this profile, and use Remove to unlink one that does not belong. Linking and unlinking here changes only the relationship. The document itself stays in your library either way.

Most links are made for you when a document is uploaded and read, so the manual controls are for corrections rather than routine work.

The Finance tab

This is the annual accounts workspace for the company: the fiscal year chain, the cycles, and the buttons that configure, generate, dispatch and package them.

If the tab says no annual accounts entity is linked, the company has no RCS extract behind it yet. Import one and the workspace appears. Start with Import a company from an RCS extract, then Configure the cycle and confirm signers.

The Bookkeeping tab

The company's ledger for each financial year, with journal entries posted automatically from the documents you upload for it. There is a switch for Automatic bookkeeping on this tab, and the same control sits in the actions menu as Enable bookkeeping and Disable bookkeeping.

Turning it off does not affect entries that are already posted, and it does not stop documents uploading or being read. It only stops new entries being posted for this company. That is useful for a counterparty whose books you do not keep, such as a lender that appears on every loan agreement.

Change status between Active, In Liquidation and Dissolved. Edit company. Delete company. Enable or Disable bookkeeping.

What you see here depends on your role. A consultant can do all of it. A viewer can read the profile but the actions are unavailable.