Opening a licensed business account is one of the most important steps in turning a business initiative into reality. It is a process that involves several stages and authorities, and often people find that the bureaucratic part can be more exhausting than the setup itself. But in practice, when you understand the system and legal requirements, the process becomes much clearer.
In this guide, we have compiled in an organized manner everything you need to know to start operating legally and properly with the tax authorities and national insurance, and to avoid mistakes that could cost you money and valuable time later.
When do you need to open a licensed business account?
The decision of whether to register as a licensed business is determined by two main parameters: the field of business and the expected turnover volume.
There are professions for which the law requires opening a licensed business account regardless of income. For example, professionals such as doctors, architects, psychologists, accountants, and lawyers. Anyone engaged in such a profession cannot register as an exempt business even if their turnover in the first year is relatively low.
At the same time, there is an examination of the level of income. Anyone expected to exceed the annual exempt business threshold must register as a licensed business already at the account opening stage, even if the numbers are not yet actual but only estimated.
Beyond these two criteria, there are additional circumstances that require registration as a licensed business, for example when the business is conducted through a private company or when there is an intention to employ workers. In each of these cases, the law requires full VAT registration as a licensed business, periodic report filing, and maintaining an organized accounting system. Therefore, it is important to understand in advance what the weight of the expected activity is and what conditions apply to your business.
The substantial differences between a licensed business and an exempt business
One of the central differences between the two tracks is the issue of VAT. A licensed business charges customers VAT and transfers it to the tax authority after deducting the VAT it itself pays to suppliers. This means there is an accounting flow that requires organized management and recording of recognized expenses to reduce periodic VAT payments.
An exempt business, on the other hand, does not charge VAT and therefore does not deduct input VAT. This sounds simpler, but in many cases a licensed business actually enjoys greater flexibility and deduction options that reduce the effective tax.
The additional difference is in the scope of reporting. An exempt business files only an annual report, while a licensed business reports every month or two. The reporting frequency is determined according to annual turnover, and the higher the turnover, the more frequent the reporting. Anyone working as a licensed business must file a report even if there was no activity in the reported period. Such a report is called a zero report and is a full obligation just like a regular report.
Opening a licensed business account in VAT
The first step in registering the business is opening an account with the VAT authority. Here the initial registration is performed, the business status is determined, and approval is given to start issuing tax invoices. The registration process includes filling out an appropriate form and presenting basic documents such as an ID card, confirmation of bank account management, and sometimes also a lease agreement for the business location or a professional license.
Upon submission of the documents, the business owner receives a temporary approval that allows them to start operating. The permanent licensed business certificate will be sent by mail and will serve as official identification with customers, suppliers, and tax authorities. It is important to display it in the business in a visible place as required by law.
In recent years, the tax authority has significantly expanded its online services and the process has become much simpler. Today, most documents can be submitted digitally and communication with the regional office can be managed without the need for a physical visit. However, in some cases, the authorities may request a visit for identification purposes, clarifications, or document completion.
Opening an account with the income tax authority
After registration with the VAT authority, you must open an account with the income tax authority. At this stage, you formally declare the beginning of business activity, mark the field of business, and assign the business to the relevant branch.
The income tax authority uses the information you provided to determine tax advances, bi-monthly payments intended to reduce the annual debt. Later, you can update the advances according to the actual scope of activity. It is important to report accurately to avoid unnecessary debts or overpayments.
In addition to a sole proprietor, anyone operating through a private company is required to submit complete incorporation documents and documentation showing shareholders and authorized signatories. This has high regulatory importance and it is highly recommended to ensure that the documents the company submits match exactly with the company registrar's records.
Opening an account with the National Insurance
The final step in registration is opening an account with the National Insurance and defining your status as self-employed. Here the amount of monthly advances and insurance rights are determined according to declared income. National Insurance also checks the scope of working hours and the degree of economic dependence on the business to define the type of insured person.
Contributions to National Insurance and health tax are mandatory and calculated as a percentage of expected income. Towards the end of the year, an adjustment is made according to final reports. In cases of insufficient contributions, the difference must be made up, and in cases of excess contributions, a refund is received.
At this stage, many people feel lost because each authority requires different information and expects different forms to be filled out. Therefore, many prefer to entrust the entire process to an accountant who is well familiar with legal requirements and ensures that registration is carried out without errors.
What documents are required to open a licensed business account?
ID card and accompanying copies
The primary document that proves the identity of the business owner. You must also present an appendix or supplementary identification document if necessary.
Bank account management confirmation
Tax authorities require an official document from the bank showing the account number intended for business activity. You can present a cancelled check or a bank confirmation.
Lease agreement or ownership document
If the business operates from a physical location, you must show a document proving your right to use the premises. This is part of the business activity verification process.
License or professional certificate
Relevant for those engaged in fields where the law requires formal certification. This document proves that the activity registered with the VAT authority and income tax authority complies with professional laws.
What does the account opening process look like in practice step by step?
In practice, the process involves moving between three different authorities but they all rely on the same basic documents. In most cases, you start with the VAT authority, continue with the income tax authority, and finish with the National Insurance.
Anyone performing the process independently must ensure that the documentation is complete, contracts are signed, and all declarations match reality. Tax authorities examine documents carefully and in cases where there is a discrepancy, they may delay account opening or request additional documents.
The process for those working with an accountant is more precise and faster. The accountant coordinates with the authorities, prepares forms, attaches documents, and ensures that registration is carried out without deviations.
Opening a licensed business account is not just a bureaucratic step but a critical foundation for starting proper business activity. When you perform the process professionally, you can avoid future problems, unnecessary tax charges, and unpleasant surprises.
If you are at the stage where you are planning to open a business or have already started operating and want to register in a safe and correct manner, you are welcome to contact us and we will guide you every step of the way until your business is up and running.
Contact us to open a licensed business account for you?
At CPA Digital online account opening, we offer full and professional guidance through all stages of the process from document submission to receiving the official certificate. Time savings, accuracy in execution, and peace of mind from day one.
Get in touch and we will ensure that your registration is carried out correctly, properly, and legally.