Business Registry
Last updated: 2026-07-14
Business Registry is accessible to Super Admins and admins with the business_registry.read IAM permission. Sensitive fields (masked account numbers, DLNs) require the additional business_registry.sensitive permission.
Overview
The Business Registry is a centralised record of every legal entity SONAN operates. Navigate to Admin → Business Registry in the sidebar. For each entity you can manage:
- Entity details — formation date, EIN, registered agent, addresses, fiscal year end
- DBAs — trade names with jurisdiction and renewal tracking
- Registrations — state tax accounts, permits, SOS registrations
- Filings — recurring compliance obligations with due dates
- Banking — bank account references (masked) per entity
- Document Links — Corporate Documents attached to this entity
Entity List
The main page lists all entities. Filter by:
- Search — legal name, entity code, or SOS file number
- Status — Active, Inactive, Dissolved, Planned, In Formation, Suspended, Merged
- Type — LLC, C-Corp, S-Corp, Sole Proprietorship, Partnership, Non-Profit, Trust, Holding Company
Click any row to open the entity detail page. The status badge colour reflects the current lifecycle stage.
Creating a New Entity
Click New Entity (requires business_registry.create). Required fields are marked with an asterisk.
| Field | Notes |
|---|---|
| Legal Name * | Official registered name. Used as the primary display name throughout the CRM. |
| Entity Code * | Short internal identifier, e.g. AUW-TRADING. Auto-uppercased. Must be unique within the workspace. |
| Entity Type * | LLC, C-Corp, S-Corp, Sole Proprietorship, Partnership, Non-Profit, Trust, or Holding Company. |
| Status | Defaults to Active. |
| Formation Country / Date | Country and date of formation. |
| EIN (masked) | Federal EIN — store as **-***1234. |
| SOS File Number | Secretary of State file number. |
| Registered Agent | Name of registered agent. |
| Registered Office / Principal Address | Legal addresses on file. |
| Fiscal Year End | e.g. 12/31. |
| Website / NAICS Code | Optional additional details. |
| Ownership Notes / General Notes | Free-text internal notes visible in the Overview tab. |
Entity Detail Tabs
Overview
Displays all entity-level fields in a two-column card layout. Click Edit (top-right) to update any field. Leave date fields blank to clear them — they will be saved as null rather than empty string. The Delete button permanently removes the entity and all its sub-records.
DBAs (Doing Business As)
Trade names this entity operates under. Each record tracks:
| Field | Description |
|---|---|
| DBA Name | The trade name |
| Jurisdiction Type | State, County, City, or Federal |
| Jurisdiction Name | e.g. "Texas" |
| Registration Number | Assigned by the jurisdiction |
| Filing Date / Expiration Date | Filing date and renewal deadline |
| Status | Active, Expired, Pending, or Cancelled |
| Notes | Free-text |
Registrations
Government registrations, tax accounts, and permits. Common examples: Texas Sales Tax Permit, Franchise Tax account, SOS foreign qualification, employer account, business licence.
| Field | Description |
|---|---|
| Agency | e.g. "Texas Comptroller", "IRS", "TX SOS" |
| Registration Type | e.g. "Sales Tax Permit", "Franchise Tax", "Foreign Qualification" |
| Account / Permit Number | Masked — last few digits only |
| DLN / Webfile Number | Texas-specific IDs (masked, requires sensitive permission to view) |
| Status | Active, Pending, Expired, Cancelled, or Revoked |
| Effective / Expiration Date | Validity window |
| First Taxable Sales Date | Texas Sales Tax specific |
| Filing Frequency | Monthly, Quarterly, Annually, etc. |
| Portal URL | Direct link to the agency filing portal |
| Secure Credential Reference | Pointer to where full credentials are stored — never paste passwords here |
| Responsible User | Admin user assigned to manage this registration |
Account numbers, DLN numbers, and webfile numbers are hidden for users without business_registry.sensitive. Only Super Admins and roles with that permission can see these fields.
Filings
Compliance filing obligations — annual reports, franchise tax returns, BOI reports, payroll filings, etc.
| Field | Description |
|---|---|
| Filing Type | e.g. "Annual Report", "Franchise Tax Return", "BOI Report" |
| Agency | Filing authority |
| Due Date | Filing deadline |
| Filing Frequency | Annual, Biennial, Quarterly, etc. |
| Status | Pending, Filed, Overdue, Waived, or Not Required |
| Filed Date / Confirmation Number | Record once completed |
| Linked Registration | Optional — ties the filing to a specific registration record |
Banking
Bank account references for this entity. Store masked references only — never full account numbers.
| Field | Description |
|---|---|
| Institution Name | Bank name |
| Account Purpose | e.g. "Operating", "Payroll", "Savings", "Merchant" |
| Account Ref (masked) | Last 4 digits or a short reference code |
| Merchant Account Ref | Payment processor merchant account ref (masked) |
| Payment Processor | e.g. "Stripe", "Square", "PayPal" |
| Status | Active, Closed, or Frozen |
| Secure Credential Reference | Points to where full credentials are stored |
Documents
Lists Corporate Documents linked to this entity. Links are created from within the Corporate Documents module (open a document → Link to Entity). From this tab you can:
- See each link's label, record type, and visibility setting
- Click the external link icon to open the source document in Corporate Documents
- Remove a link using the unlink button (requires
business_registry.update)
IAM Permissions
| Permission | What it grants |
|---|---|
business_registry.read | View all entities, DBAs, registrations, filings, banking records, and document links |
business_registry.create | Create new entities and sub-records (DBAs, registrations, filings, banking) |
business_registry.update | Edit entities and sub-records; unlink documents |
business_registry.delete | Delete entities and sub-records |
business_registry.sensitive | View masked sensitive fields — account numbers, DLNs, webfile numbers |
Go to Admin → Access Management → Roles, open the role, and enable the required business_registry.* permissions. See the IAM documentation for full instructions.
Frequently Asked Questions
- Where should I store actual passwords or API credentials?
- Do not store credentials in Business Registry. The Secure Credential Reference field holds a pointer to where credentials live — e.g. "LastPass → Texas Comptroller". Keep actual secrets in a password manager.
- Can one Corporate Document be linked to multiple entities?
- Yes. Open the document in Corporate Documents and link it to as many entities as needed. Each entity's Documents tab shows all its links independently.
- How do I track upcoming compliance deadlines?
- Add a Filing record with a Due Date and Status "Pending". Check the Filings tab periodically and update Status to "Filed" with a confirmation number once submitted.
- What is Entity Code used for?
- Entity Code is a short, unique internal identifier (e.g.
AUW-TRADING) used in audit logs, search, and reporting. It is auto-uppercased on save and must be unique across your workspace. - Can I delete a registration that has linked filings?
- Yes — deleting a registration does not cascade to filings. Filing records remain and retain their Registration reference field, which will show as unlinked after the registration is deleted.