Employee Self-service Status

Terms of Service

CompanioEstonia OÜ is a registered Estonian company with registration number 14522788 and operating license FIU000295. Our headquarters are in Harju maakond, Tallinn, Lasnamäe linnaosa, Lõõtsa 5, 11415, Estonia.

We offer professional accounting and business consulting services to our clients. Therefore, it is essential to read the following contract carefully to ensure a clear understanding of our services. This document outlines the terms and conditions governing the provision of our services.

As a user, client, or potential client of CompanioEstonia OÜ, you must read this contract, our legal notice, our use policy, and our privacy policy before accepting and contracting our services.

Company Registration

1. Company Registration Activities

Companio provides company registration services exclusively to digital businesses that do not have a permanent establishment outside Estonia. We welcome companies of all sizes and structures, including sole proprietors, partnerships, limited liability companies, and corporations. Our services cater to various digital activities, such as freelance programming, SaaS startups, FBA and dropshipping online shops, marketing agencies, and any other legally recognized digital business in Estonia.

2. Company Registration and Activation Process

2.1 Company Registration

Companio offers a streamlined company registration process consisting of the following steps:

Step 1: Choose your company name.

Step 2: Add company information.

Step 3: Pay the registration fee.

Once you have completed these three steps, you can manage your company through the online dashboard.

2.2 Company Activation

Upon completing the preceding steps, you’ll need to navigate to the online dashboard to activate your company. Here are the steps to be undertaken within the dashboard:

  • Contract Signing: Utilize your e-Residency card to sign the contract within the dashboard digitally.
  • Email Confirmation: Confirm your contact email in the Estonian registry as instructed within the dashboard.
  • Signature of Members: All members must provide their digital signatures using their e-Residency cards within the dashboard.
  • Company Incorporation: Companio will handle the incorporation of your business in the Estonian registry on your behalf.
  • Corporate Bank Account Opening: Follow the dashboard instructions to initiate opening a corporate bank account.

2.3 Processing and Timelines

Once the following steps are completed within the dashboard: contract signing, email confirmation, and signature of members Companio will proceed with the incorporation process at the Estonian Registry. This process typically takes 24 hours to complete. Upon completion of the registration, a confirmation will be sent to you. During this period, a copy of all members’ passports will be requested as part of our anti-money laundering protocols.

2.4 Company Registration Document

Once your company is registered, you will receive a document containing your company’s registration code. This code and your company name and address must be included on all customer invoices.

3. Estonian e-Residency

The e-Residency card is essential for all company partners to become clients of Companio. It enables digital identity and signature for international entrepreneurs, which is crucial for operating an Estonian company remotely. Detailed information on how to apply for e-Residency, timelines, costs, and other relevant details can be found here.

Companio does not have the authority to approve or deny Estonian e-Residency applications as it’s not the granting entity. We are not liable for any e-Residency denial, and the company registration fee will not be refunded in such cases.

4. Deadlines

4.1 Estonian e-Residency Application: The e-Residency application process typically lasts between 2 to 5 weeks on average, with rejections being uncommon. Clients have a total time frame of 3 months to apply for and obtain the e-Residency card. After this period, Companio will assume that the client does not wish to continue with the company registration process and will conclude the contract and service without any kind of refund.

4.2 Contract Signing: Clients can carry out this process immediately from the dashboard once they have acquired their e-Residency card.

4.3 Email Confirmation: This process can be completed by the client in no more than a day, often within a few hours, by following the instructions on the dashboard.

4.4 Signature of Members: Each member can complete their signature instantly from the dashboard through a process called Signing in the Registry, provided they have their e-Residency card. According to our terms and conditions, this signing process must be completed within 5 days; otherwise, the registration process will be canceled without a right to refund. If the member is unable to sign due to an issue with their e-Residency card, they should follow the provided instructions. If the issue persists, they may contact e-Residency technical support at (+372) 666 8888 or visit e-ID support.

4.5 Company Incorporation: This process typically takes 24 hours to complete.

4.6 Corporate Bank Account Opening: This process typically takes an average of 5 days depending on the chosen banking solution. It is a client-driven process. Companio does not take responsibility for this process or for the granting or denial of the corporate account as it exclusively depends on the chosen banking solution. Clients must link their corporate bank account with the dashboard following the provided instructions. Moreover, if a corporate bank account is not opened and linked within one month, the client will automatically move to the ON ACCOUNTING status, and the monthly fee for contact person services, company contact address, accounting, and compliance will commence.

4.7 Annual Report: The requirements needed to submit in order for us to do the Annual Report must be presented before the 31st of May, otherwise we cannot guarantee it will be ready on time.

5. Contact Us

If you have any questions or concerns about the company registration process, Estonian e-Residency, or any other matters, please contact us at contact@companio.co.

By using Companio’s services, you agree to these Terms of Service. Please read them carefully before proceeding with company registration and e-Residency application.

Switching Provider

1. Admission Criteria

Welcome to Companio, where we make switching providers a seamless process. Below, we outline the procedures, options, and costs of transitioning to our platform.

We reserve the right to admit or deny a client onto our platform based on several criteria, including the company’s history, financial status, and business activities. Our due diligence process, conducted by our accounting department, is as follows:

  1. Eligible Business Activities: Initially, clients wishing to switch to Companio’s platform will be verified to ensure their business activities fall within the accepted categories mentioned in our Acceptable Use Policy.
  2. Financial Review: Our financial department will review the e-Business Registry to ensure that the company meets the following three conditions:
    • No outstanding debts.
    • Submission of all corresponding tax reports.
    • Submission of all required annual reports.
  3. Required Documentation: Upon confirmation of meeting the above criteria, the client will be asked to provide the following four financial documents: Nominal Ledger, Trial Balance, Purchase and Sales Ledgers, and assets or any loan balances.
  4. Due Diligence Review: Our accounting department will conduct a due diligence review of the company. If approved, the client will transition to an “on-accounting” status.

2. Provider Switching Process

Switching providers to Companio is a straightforward process with three easy steps:

  1. Sign Up: Create an account and enter your company’s registration code so we can locate your business.
  2. Confirm Information: Verify your company’s information.
  3. Payment Summary: On the screen, you’ll see a payment summary of €0. We do not charge any fees for switching to Companio. You will only pay the monthly fee once the transition is complete and we have taken over your monthly accounting.

3. Transition Timing

The transition process typically takes 3-5 business days after we have received all required documents and your previous provider has been informed. While you can switch to Companio anytime, it is advisable to do so at the beginning of the month. This allows us to start working on your accounting from the first day of the month.

4. Free-of-Charge Switching Offer

Our free-of-charge switching offer includes the following services since you sign up:

  • Virtual office service.
  • Accounting services.

Please note that your previous provider remains responsible for all prior accounting obligations, including monthly, quarterly, and annual reports.

5. Switch Commitment Period

When you switch to Companio, you commit to a 3-month contractual obligation. This means that you will be our client for a minimum of three months and must pay the monthly fee.

6. Switch Cancellation Policy

Suppose you decide to cancel our services before the 3-month commitment period ends. In that case, you will be subject to the early termination fee. This fee amounts to three months’ worth of our accountancy services, which is €79 + monthly VAT.
By choosing to switch to Companio, you agree to these Provider Switching Terms. Please review them carefully before initiating the transition process. If you have any questions or need further assistance, please contact us at contact@companio.co.

Switching Plan

At Companio, we offer a seamless process for switching between our monthly plans, namely Virtual, Pro, and Premium. This section outlines the procedures, options, and associated conditions when transitioning between these plans. Please refer to our Pricing page for detailed information regarding specific plan changes.
If you wish to switch between plans, please get in touch with our customer support team. They will guide you through the process and help you choose the plan that best fits your needs.

Minimum Commitment Period

When you switch to Companio, please be aware that a minimum commitment period is three months. This means that once you switch to a Companio plan, you are committed to using our services for at least three months.

Transitioning to the Virtual Plan

Please note that if you decide to switch to the Virtual Plan, the following services will not be included: monthly accounting, VAT and TSD report submissions, compliance services, bank reconciliation, and invoicing. However, you will receive the virtual office service, which includes a designated contact person, a legal address, and mail forwarding.

Transitioning to the Pro Plan

Switching to the Pro Plan from the Virtual Plan or another service provider requires a 3-month contractual commitment period. This means you commit to using the Pro Plan for at least three months after making the switch.

Transitioning to the Premium Plan

If you switch to the Premium Plan from the Virtual, Pro, or another service provider, a 3-month contractual commitment period is also applicable. This commitment period ensures that you are using the Premium Plan for at least three months from the date of your plan change.
We encourage you to review our Pricing page for specific information about plan changes’ conditions, procedures, and costs. By switching to Companio or between our plans, you agree to these Plan Switching Terms. Please read them carefully before initiating any plan transitions.
If you have any questions or require further assistance, please contact us at contact@companio.co
Companio Virtual
Companio Pro
Companio Premium
Annual Report
Companion

These Terms of Service (“Terms”) govern the provision of Companio Virtual, a virtual office service, (“Service”) by CompanioEstonia OÜ (“PROVIDER”), a company registered in Estonia with registration number 14522788, FIU 000295, and address Lõõtsa 2A, 11415, Tallinn, Harju Maakond, Estonia, to the client (“CLIENT”) who uses the Service through the website https://companio.co and associated subdomains (“Website”). These Terms constitute a legally binding agreement between the CLIENT and the PROVIDER. By using the Service, the CLIENT agrees to be bound by these Terms.

  1. Service. The Service provides virtual office services including legal address and person of contact in Estonia for businesses established in Estonia. The Service is offered through the Website. The Service does not include accounting, compliance, taxes, or reports. The CLIENT is liable to make sure the accounting of the company is done in due time to the Estonian authorities. Companio Virtual does not include any accounting service.
  2. Fees and Payment. The fee for the Service is 29 euros per month plus VAT if applicable. The payment is due on the first day of the month, and will be paid through bank card or direct debit through PROVIDER’s dashboard. If the CLIENT fails to fulfill payment obligations, a late payment penalty fee of 0.5% of the amount to be paid will apply starting from the invoice due date. The Provider reserves the right to apply an additional fee to the Client due to disputes caused by the Client that correspond to the legitimate invoice for the service provided by the Provider. The Client must pay this disputed payment, plus the additional fees, unless they prove it should not be charged by the Provider.
  3. The fee for the service provided by the Provider to establish the business for the Client is a one-time payment as specified on our pricing page at https://companio.co/pricing/. This fee is non-refundable, even in the event that the Client is unable to continue the process for reasons beyond the Provider’s control, such as denial of the e-Residency ID or failure to collect it from any pick-up location. The Client acknowledges and agrees that this fee is for the service rendered in initiating the business setup process and is not subject to refund or credit under any circumstances.
  4. Obligations of the Parties.
    1. The obligations of the CLIENT include paying in due time and answering the communications from the PROVIDER.
    2. The obligations of the PROVIDER include offering the legal address and person of contact services, and communicating the CLIENT any message or notification to the company of the CLIENT.
  5. Package Forwarding and Scanning. The virtual office service of Companio Virtual includes the forwarding any package received to the legal address provided to the CLIENT by the PROVIDER to the address specified by the CLIENT. Shipping costs will apply when forwarding packages. The virtual office service of Companio Virtual also includes scanning letters received for the CLIENT and making them available in digital format to the CLIENT via the platform of the PROVIDER at no extra cost.
  6. Confidentiality. The Parties shall maintain the utmost confidentiality in developing this contract and respect the duty of diligence and professional secrecy.
  7. Activation. The contract is effective as soon as signed by both parts.
  8. Termination. Either Party may terminate the contract by providing written notice to the other Party at least two months in advance, in accordance with the notification procedure established in the contract.
  9. Personal Data Processing. The CLIENT consents to the processing of their personal data collected on Companio’s website (https://companio.co), as well as any information collected in the future for the provision of services by the PROVIDER. This data will not be shared with third parties.
  10. Notifications. For any notification between the Parties under this contract, the PROVIDER will use the email address that the CLIENT provided during the registration for Companio services on the Website. The CLIENT will use the email address contact@companio.co for any notifications.
  11. Governing Law and Jurisdiction. This contract supersedes any previous agreement for the same services between the CLIENT and the PROVIDER. Any disputes related to the formation, validity, interpretation, execution, or termination of this contract, and generally to the relationship between the Parties, shall be governed by Estonian law and subject to the jurisdiction of Estonian courts.
  12. Limitation of liability.
    1. CompanioEstonia OÜ shall not be held liable for any wrongdoing, illegal or punishable activity, or any omission of information or incorrect or false information provided by the Client. The Client shall be solely responsible for complying with all applicable laws and regulations, including but not limited to the laws of the Republic of Estonia. The Client agrees to indemnify and hold harmless CompanioEstonia OÜ from any and all claims, damages, liabilities, costs, and expenses arising from any such wrongdoing, illegal or punishable activity, or omission of information or incorrect or false information provided by the Client
    2. In no event will company be liable for damages arising out of or in any way connected to this agreement exceeding fees paid in respect of the services under this service agreement. The existence of one or more claims under this agreement will not increase the maximum liability amount. In no event shall company‘s suppliers or third party providers have any liability arising out of or in any way connected to this agreement.
    3. In no event shall company be liable to customer for any (i) special, indirect, incidental, punitive or consequential damages, (ii) lost savings, profits, data, use, or goodwill, (iii) business interruption even if notified in advance of such possibility, or (iv) personal or property damage arising out of or in any way connected to this agreement, regardless of cause of action or the theory of liability, whether in contract, tort (including negligence, gross negligence, fundamental breach, breach of a fundamental term) or otherwise.
    4. In no event shall company be liable for procurement or costs of substitute products or services. The foregoing limitations will apply notwithstanding any failure of essential purpose of any limited remedy herein.
    5. To the extent that company may not, as a matter of law, disclaim any implied warranty or limit liabilities, the scope and duration of such warranty and the extent of company liability will be the minimum permitted under such law. Company shall not be liable for any claims, losses or liabilities related to any product, client or third party.
  13. If your company is subscribed to the VIRTUAL plan and wishes to file the Annual Report with us, please take note of the following requirements:
    1. Value Added Tax (VAT): If your company has a VAT number, it is mandatory that you have submitted VAT declarations throughout the year. Companio does not include the preparation or filing of VAT reports for the virtual plan. If you have not filed your VAT declarations with us, they should have been submitted through another service provider. In such cases, the responsibility for filing your Annual Report lies with the respective service provider.
    2. No VAT Number: If your company does not possess a VAT number, the consideration is based on the level of activity you had during the year while being under the VIRTUAL plan. If your company remained inactive during that time, we can proceed to file your Annual Report without complications, and you may initiate the payment process.
    3. No VAT Number and activity in the Year: If your company had any activity during the period it was under the VIRTUAL plan, Companio cannot provide the Annual Report service.

Terms of Service for the Annual Report

These Terms of Service (“Terms”) govern the annual report service, a service to prepare and submit the Annual Report of an Estonian company (“Service”), provided by CompanioEstonia OÜ (“PROVIDER”), a company registered in Estonia under registry code 14522788, FIU license 000295, with its registered address at Lõõtsa 5, 11415, Tallinn, Harju Maakond, Estonia, to the client (“CLIENT”) using the Service through the website https://companio.co/ and associated subdomains (“Website”). These Terms constitute a legally binding agreement between the CLIENT and the PROVIDER. Using the Service, the CLIENT agrees to be bound by these Terms.

Service

The PROVIDER will prepare and submit the CLIENT’s Annual Report to the Commercial Register by the requirements of the Estonian Commercial Code and other applicable laws and regulations. The service includes:

  • Reviewing the financial information provided by the CLIENT.
  • Prepare the annual report based on the information provided.
  • Submitting the Annual Report to the Commercial Register.

Exclusions: The service does not include audits, tax consultancy, or assistance with requests from authorities after submission.

Fees and Payments

Annual Report Service Fees:

  • Early Bird Fee: €250 + VAT, if the payment is made before March 31 of the submission year.
  • Standard Fee: €500 + VAT, if the payment is made between April 1 and June 30 of the submission year.
  • Late Submission Fee: €1000 + VAT, if the payment is made after June 30 of the submission year.

Eligibility for the Reduced Fee:

To be eligible for the reduced fee, the CLIENT must meet the following conditions:

  • Be a user of a monthly plan (PRO or PREMIUM) provided by the PROVIDER throughout the entire financial year for which the service is rendered.
  • Make the payment before March 31.

Additional Fees for Pending Documents:

For reports submitted after the deadline (after June 30 of the submission year), the PROVIDER will apply an additional fee for each document not uploaded to the platform in the corresponding month if the number of pending documents exceeds 100. These fees compensate for the extra work related to reconciling prior months.

Payment Conditions:

Full payment must be made before the preparation of the Annual Report begins.

All payments are non-refundable, even if the CLIENT fails to provide the necessary information or does not respond to the PROVIDER’s requests to complete the service.

Client Responsibilities

The CLIENT must:

Provide all necessary, relevant, and accurate information for the service, including:

  • Personal and business details.
  • Sales and purchase invoices for the financial period.
  • Bank connections on our Dashboard and transactions are required for bank reconciliation.
  • Ensure that all documents provided are correct and complete.
  • Respond promptly to the PROVIDER’s communications and make all payments within the specified deadlines.
  • Ensure that the company’s activities comply with legal and regulatory requirements in Estonia and the European Union.
  • Avoid situations that may incur additional costs, such as failing to submit documents on time or providing incorrect information.

Provider Responsibilities

The PROVIDER:

  • Prepare and submit the Annual Report based on the information provided by the CLIENT.
  • Ensures compliance with applicable laws and regulations in Estonia.

Limitation of Liability:

The PROVIDER will not be responsible for:

  • The results of the Annual Report or any audits or requests from authorities arising from the company’s financial or economic information.
  • Errors or penalties resulting from incorrect, incomplete, or late documents provided by the CLIENT.

Confidentiality

Both parties will maintain strict confidentiality regarding the information shared for the preparation of the Annual Report.

Termination of Contract

The PROVIDER may terminate the service if the CLIENT:

  • Fails to make payment within the specified deadlines.
  • Fails to provide the necessary documentation within the agreed timeframes.
  • Engages in illegal or fraudulent activities.

Termination Procedure:

The PROVIDER will notify the CLIENT of any breach and allow 10 business days to rectify the issue before proceeding with the termination.

Deadlines and Penalties

Final Deadline: The CLIENT must provide all required documentation by December 15 of the submission year. After this date, the PROVIDER reserves the right to cancel the service.

  • Pending Documents: Annual Reports with pending documents will incur an additional cost for each invoice requiring a rework of the corresponding month’s accounting.

By current legislation (Income Tax Act of Estonia § 51.3), invoices that are not justified or submitted on time will be classified as “non-business-related expenses,” resulting in net tax liability as specified in the Estonian financial acts and legislation.

Limitation of Liabilities

The PROVIDER will not be liable for:

  • Errors, omissions, or irregularities in the information provided by the CLIENT.
  • Penalties or fines imposed by authorities due to incomplete or incorrect information.
  • Financial losses related to the preparation or submission of the Annual Report.

The PROVIDER’s liability is limited to the value of the fees paid by the CLIENT for the service.

Processing of Personal and Business Data

The CLIENT consents to the processing of their data collected on the Companio website (https://companio.co/) and any future data collected for the provision of services by the PROVIDER. The data will not be shared with third parties without the explicit consent of the CLIENT.

Communications

Communications between the parties will take place through the “Annual Report” section within the CLIENT’s company dashboard.

The CLIENT may contact the PROVIDER through the online chat available on the website during business hours.

Applicable Law and Jurisdiction

This agreement supersedes any prior agreements for the same services between the CLIENT and the PROVIDER. Any disputes related to the formation, validity, interpretation, execution, or termination of this agreement, and in general to the relationship between the parties, will be governed by Estonian law and subject to the exclusive jurisdiction of the courts of Estonia.

Canceling Service

At Companio, we understand that circumstances may change, and clients may need to cancel our services. We aim to clarify the cancellation process and its associated policies in a legally comprehensible language. Here, we outline the steps and policies regarding canceling services and subscriptions.

How Does the Cancellation Process Work at Companio?

  1. Notification: If you want to initiate the cancellation process, it is required that you provide notice of your intent to cancel our services. This notice should be submitted before the 25th month you wish to terminate the services.
  2. Waiting Period: Upon submitting your cancellation notice, we observe a waiting period until the end of the accounting month, typically falling between the 25th and 30th. This waiting period allows for the accurate accounting of the previous month’s financials. It ensures the proper submission of all tax-related documentation, including TSD and VAT reports.
  3. Final Payment: You are obligated to make the payment for the last month of service by the 25th of the month in which you communicated your desire to cancel.
  4. Update of Business Registry: After your cancellation notice, promptly updating your company’s address and contact person in the Estonian Business Registry is of utmost importance. Until such updates are made, Companio will continue to bill accordingly for the provision of these monthly services. We kindly request that you inform us of these changes to ensure accurate billing.
  5. Receipt of Final Accounting Reports: After completing the above-mentioned steps and verifying the changes in the Estonian Business Registry, Companio will provide you with the final accounting reports.

Refund Policy

Please be advised that our refund policy is contingent upon the terms agreed upon at the commencement of our services. We strongly encourage you to review the contract for comprehensive information on refund eligibility and procedures. It is essential to note that if you have a credit balance on your account upon canceling our services, this credit is non-refundable as it does not constitute a payment made by you.
Our primary objective is to ensure a smooth transition during your service termination. If you have further inquiries or require assistance with any facet of the cancellation process, our customer support team can assist you via chat.

For additional information and to gain a comprehensive understanding of the complete cancellation process, we kindly direct you to our Terms of Service.

By using Companio’s services, you consent to these Service Cancellation Terms. It is advisable to thoroughly review them before initiating any service cancellation.