Governance and Compliance Due Diligence Features

What this Online Governance and Compliance Due Diligence Intake does (plain English):

• Collects facts needed to draft or update governance documents and binder schedules.
• Organizes owners, officers, and authority so KYC and compliance documents match reality.
• Validates bank profile readiness by confirming entity name, address, EIN, ownership proof, and signatory authority.
• Creates an audit trail using electronic signature, date/time, and IP capture.
• Supports document uploads at the right step, so records stay attached to the correct section.

Before you click “Apply,” do this first (10 minutes):

• Set aside 30-60 minutes (longer if you have multiple entities, multiple owners, or licensing items).
• Create one folder on your computer called: Governance_Compliance_Due_Diligence
• Create subfolders (copy and paste from the list below).
• Put every file you plan to upload into one of those folders first.

Folder names (copy and paste):

Governance_Compliance_Due_Diligence
1_Entity_Filings
2_Governance_Documents
3_Ownership_Ledger
4_Banking_KYC
5_Tax
6_DBA_Licensing
7_Financials_Underwriting
8_SOPs_Disclosures_Scripts
9_Other

Simple file naming (copy and paste format):

• Format: EntityName_DocumentType_YYYY-MM
• Examples (copy and paste):

EntityName_ArticlesOrCertificate_YYYY-MM.pdf
EntityName_AnnualReport_YYYY.pdf
EntityName_GoodStanding_YYYY-MM.pdf
EntityName_EIN_CP575_or_147C.pdf
EntityName_Bylaws_or_OperatingAgreement.pdf
EntityName_Resolutions_Minutes.pdf
EntityName_OwnershipLedger.xlsx
EntityName_BankResolution_SignatoryMatrix.pdf
EntityName_DBA_Filing.pdf
EntityName_License_Approval_or_Receipt.pdf
EntityName_BankStatements_12Months.pdf
EntityName_MerchantStatements_12Months.pdf
EntityName_PL_YTD.pdf
EntityName_CashFlow_Monthly.pdf

Quick tip: If a document is paper-only, scan it into a PDF before you start. Combine multi-page papers into one PDF whenever possible.

Fast reality check: In governance and compliance due diligence, if you can answer these 5 questions, you are already organized:

• What is the exact legal name, entity type (LLC or Corporation), and formation state?
• Who are the current owners and what are the percentages or units?
• Who are the current officers/managers/directors and who has signing authority?
• Do you have an EIN confirmation letter and current annual report or good standing proof?
• Do you have bylaws or an operating agreement, plus basic resolutions and minutes?

Governance and Compliance Due Diligence Checklist

1) Entity formation and status records (have these ready)

• Articles of incorporation, certificate of organization, or equivalent formation filing.
• Current annual report filing, statement of information, or proof of good standing (if available).
• Registered agent details and principal business address.
• EIN assignment letter (CP 575 or IRS 147C confirmation).

2) Governance documents (even if they are drafts)

• Bylaws (corporation) or operating agreement (LLC).
• Organizational resolutions, banking resolutions, and ongoing resolutions (if any).
• Minutes (if any) and any appointment letters for officers/managers.
• Records retention policy (if any).

3) Ownership evidence (what proves who owns what)

• Share ledger and certificates (corporation) or membership ledger and certificates (LLC).
• Cap table (if maintained), subscription documents, investor schedules, or unit allocation records.
• Any buy-sell agreements, transfer restrictions, or redemption agreements (if applicable).

4) Bank profile validation for governance and compliance due diligence (bankability)

• Confirm the legal entity name, address, and formation state match filings and bank records.
• Confirm ownership percentages or units match your ledger and any subscription or transfer records.
• Confirm officer/manager appointments match what you represent to banks, processors, and counterparties.
• Confirm signatory authority is documented (bank resolution and signatory matrix).
• Prepare owner and officer IDs if requested by the bank (driver license or passport).
• Upload any KYC requests already received from a bank or processor.

5) Tax and filings support records (coordination with your tax provider)

• IRS notices related to EIN, account status, or filings.
• EFTPS enrollment confirmation (if available).
• Any back-filing or penalty notices (if applicable).

6) DBA and licensing records (if you operate under names or in regulated services)

• DBA filings (fictitious name filings) and local business tax receipts (if any).
• License approvals, renewals, agency receipts, or correspondence.
• Consumer disclosures, scripts, marketing compliance checklists, complaint handling SOP, and do-not-call procedures (if applicable).

7) Underwriting package inputs (only if requested)

• 12 months of bank statements (operating and reserve, if applicable).
• 12 months of merchant processor statements (if applicable).
• YTD and prior-year P&L and a monthly cash flow summary.

8) Protect access to your records

• Use a secure password vault for business logins (state portals, IRS/EFTPS, banking, CRM), not sticky notes or spreadsheets.
• Store your organized binder in a secure folder with controlled sharing permissions.

Governance and Compliance Due Diligence Uploads

Upload size guidance: scan at about 150 DPI, use black-and-white when possible, and combine multi-page documents into one PDF.

• Upload Step A: Entity Records
  • Formation filing, annual report or good standing, EIN letter, bylaws or operating agreement, existing resolutions and minutes
• Upload Step B: Ownership Evidence
  • Share or membership ledger, cap table, certificates, subscription documents (optional but helpful)
• Upload Step C: Supporting Compliance Records
  • Licenses, DBA filings, banking requests, tax notices, disclosure templates, scripts, SOPs, and related records (optional)

Recommended upload settings: Max 10 files per upload field, Max 20MB per file, types: pdf, doc, docx, xls, xlsx, csv, jpg, jpeg, png. If your WordPress maximum upload is lower, match WordPress.