The world of entity management, compliance, and risk can be confusing to navigate. Browse the questions we hear most, by software, services, or administration, or look up a term in the glossary.
As your entity management solution, we take pride in keeping your organization's data secure, while giving your team the tools to manage entities efficiently and stay compliant.
Does EntityKeeper offer complimentary support?
Yes. Our client success team offers a variety of complimentary support options. You can submit questions to the support inbox, schedule a one-on-one call with your Relationship Manager, or attend an interactive training and Q&A session open to all clients.
Can I upload all my entity information at once?
Yes. You can bulk upload your data with our easy-to-use template, so your data is populated quickly. You can upload everything at once or space it out by section.
Can I export my data out of the platform?
Yes. You can export basic entity information for all your entities in Excel format, and download a PDF of all your organizational charts. You can also request a full export of your account’s information by contacting support.
Do you track personnel associated with entities?
Yes. EntityKeeper has a dedicated section to manage contact information, titles, term dates, and more for personas such as officers and directors, registered agents, and beneficial owners (for the Corporate Transparency Act).
Can I customize my organizational charts?
Yes. The org chart builder lets you select which information is displayed and configure visual elements such as display direction, entity color, and entity shape.
How do I capture details unique to my entities or organization?
Custom fields let you capture details outside of EntityKeeper’s standard fields. This feature is available with Corporate, Enterprise, and Platinum subscriptions.
How are notifications sent?
You can choose to receive notifications by email or access them directly in the platform.
How many users can I have in my account?
EntityKeeper allows unlimited users without increasing the cost of your subscription.
Are there additional fees?
Aside from your software subscription, EntityKeeper charges a one-time implementation fee to help you load your data quickly and easily. If you use Corporate Services, there are fees depending on the chosen services and jurisdiction.
Partnering with a third party to manage corporate services is grounded in trust. Our trained subject-matter experts perform services on behalf of your entities while keeping an open line of communication throughout.
Why should I use EntityKeeper's corporate services?
Our corporate services are automatically ordered, tracked, and delivered within the platform, giving you complete visibility and assurance that you are within compliance. We are also typically less expensive than your current provider.
I have another provider, can I still use EntityKeeper?
Yes, of course. You can allow your provider to access the document section to securely deliver your records.
How do I order services?
Within the platform you can choose from a menu of service items. Simply choose the items you need, add them to your cart, and check out.
Will I be notified of my service order changes?
Yes. You will receive emails confirming that your order was placed, when the status changes, and when it has been paid.
How will I receive my records when I place an order?
Our fulfillment team automatically places any records and sensitive documents within the platform, giving you a secure way to receive your information.
Does EntityKeeper provide registered agent services?
Yes. We offer registered agent services across jurisdictions through our Corporate Services.
Does EntityKeeper pay annual filing fees?
Yes. Through Corporate Services we can help with annual filings and other services needed to manage your entities. If you choose not to use Corporate Services, EntityKeeper will still notify you of filing due dates through the notification system.
Can EntityKeeper automate my annual filings?
Yes. Through the platform you can designate an entity’s annual filing as a recurring order, so you don’t miss future deadlines.
Launching a new solution is exciting, and it helps to understand how you can configure each user's instance. With EntityKeeper, you can tailor user and entity permissions without compromising sensitive information.
How secure is the EntityKeeper platform?
All information is encrypted during transfer using 256-bit SSL and stored using AES 256-bit, the same encryption technology as banks and the military. EntityKeeper is hosted in Amazon Web Services (AWS), the largest cloud infrastructure provider, used by companies such as NASDAQ and Pacific Life. We also maintain a robust data consistency policy to protect your data in the unlikely event of a system issue.
Is EntityKeeper SOC compliant?
Yes. Thirty Capital has successfully completed a SOC 2 attestation for the EntityKeeper platform, reflecting our commitment to enterprise-grade security, availability, and confidentiality standards. This reinforces our focus on protecting customer data and following industry best practices across our products and infrastructure.
Does EntityKeeper perform data backups?
Yes. We back up all client data on a regular basis, so several backups are available at any given time. In the event of a system failure, we can restore your data within a short time frame.
Can I invite users outside of my organization?
Yes. You can invite third-party users to your account and configure their permissions to control which entities they can see.
Can I configure user permissions?
Yes. A user with Master Control can set a view-only profile or grant access to add, edit, or delete entities. You can also control whether users can view entity reports or sensitive information.
Can I control which users can see specific entities?
Yes. A user with Master Control can configure which entities users can see. You can select one, multiple, or all entities depending on your organizational structure.
What happens to my data if I cancel my account?
If you cancel your account, you can request a copy of your data, which will be provided in a secure format.
Glossary of terms
Define and understand the most common terms you will encounter in entity management and compliance.
Annual Report
A comprehensive document an entity files with the Secretary of State, containing details such as the company's legal name, principal office address, names and addresses of certain personnel, and the registered agent's name and office address. Requirements must be met for the formation state and every other state the entity is registered in. Some states use fixed calendar dates; others base the deadline on the entity's formation or qualification.
C Corporation
A legal structure that separates owners' and shareholders' assets and income from the entity itself. Owners and shareholders are taxed separately from the entity and are only liable for the amount invested. Profits are taxed at both the corporate and personal levels.
Capitalization Table
A table, sometimes called a cap table, that details the equity ownership for an entity. Typically used by private businesses, cap tables are essential for managing investor details such as individual cost basis, individual current value, total cost basis, and total current value.
Compliance
An umbrella term for everything involved in following the laws and regulations that keep an entity in good standing and able to conduct business in specific jurisdictions. It can include having a registered agent in every state you operate in or submitting annual filings before the deadline.
Corporate Services
An array of services that meet organizational needs related to entity management and compliance. Leveraging corporate services frees internal resources and reduces the cost of outsourcing to law firms that charge high hourly rates. Common examples include registered agents, filing services, and UCC services.
Corporate Transparency Act (CTA)
A law requiring domestic and foreign legal entities to register certain personal information about their beneficial owners and company applicants with FinCEN, to prevent money laundering. Only reporting companies must file; some entities are exempt. The CTA took effect January 1, 2024.
Corporation
A legal structure that separates the personal responsibility of its owners or shareholders from the entity. Two of the most common are C Corporations and S Corporations.
Dissolution
Sometimes called cancellation, the process that legally terminates an entity. It can result from failing to file an annual report or from a decision by the entity's owners and investors. If caused by missed filings, the entity may apply for reinstatement through the Secretary of State.
Due Diligence
A methodical process of reviewing or auditing certain details of an entity, such as financial health, debt obligations, and legal matters. It can be performed before purchasing stock in a private company or before acquiring another business.
E-Filing
Electronic filing, the process by which entities submit tax returns over the internet rather than using physical documents.
Employer Identification Number (EIN)
A unique nine-digit number assigned to an entity, formatted as XX-XXXXXXX. Most commonly used by the IRS to identify entities for tax reporting purposes.
Entity
A business created by an individual or group with the goal of conducting business or engaging in a trade. The type of entity dictates its organizational structure and how it is taxed.
Entity Committee
A practical way to structure and manage the board of directors' work, such as managing a board meeting's agenda or providing counsel. Committees make sense for some organizations and not others, so it helps to clearly define their areas of responsibility.
Entity Management
The process of governing an entity's information and maintaining compliance across its jurisdictions. It requires proper documentation to ensure internal alignment and to protect sensitive details such as investors and banking information, so entities stay compliant and can keep operating.
Entity Management Software
A web-based solution that lets organizations securely manage all the necessary information for their entities. It alleviates back-office inefficiency by centralizing information and eliminating spreadsheets. Some solutions include integrated corporate services to automate compliance using data already in the platform.
FinCEN
The Financial Crimes Enforcement Network, a branch of the U.S. Department of the Treasury that collects and analyzes financial information to safeguard the financial system and protect against crimes such as money laundering and terrorist financing
Investment Fund
A pool of capital from multiple investors used to collectively purchase equity in an entity. Investors in a fund generally do not make decisions on how the entity operates.
General Partnership
A structure between two or more individuals who share responsibilities across the entity and its assets. Income flows directly to the individuals, who are also personally responsible for potentially unlimited liability such as debts or legal matters.
Good Standing Status
An entity that has filed the necessary reports with the Secretary of State and has no outstanding fees. Generally verified with a Certificate of Good Standing, it indicates the entity is authorized to conduct business in the state. Losing good standing can have downstream impacts, such as a lender not releasing funds.
Incorporation / Formation
Formation is the proper term for setting up a business as its own legal entity by registering it with a state. It could mean setting up an LLC, a corporation, or another structure. You pay fees to set it up, comply with regulatory and tax requirements, and file reports.
Individual Current Equity Value
The present value of an individual's or entity's ownership in a stock. It is calculated by dividing the entity's current equity value by the total available shares, then multiplying by the shares owned. For example, $1,000 total value with 100 shares and 25 owned equals $250.
Individual Equity Cost Basis
The original price paid by an individual or entity to realize ownership in a stock. It is calculated by multiplying the shares purchased by the price per share. For example, 25 shares at $5 each equals a cost basis of $125.
Jurisdiction
The part or level of government with authority over a business entity. The federal government has jurisdiction over federal taxes, while the state of incorporation has jurisdiction over corporate law. The key concepts are the place of incorporation and the principal place of business.
Limited Liability Company (LLC)
A structure that combines elements of a corporation and a partnership. Owners get the taxation of a sole proprietorship and the liability protection of a corporation, so they are not held individually liable for company debts while still merging business profits with personal income for tax purposes.
Limited Liability Limited Partnership (LLLP)
A sophisticated entity designed primarily for investment. It shares the characteristics of a limited partnership, except the general partner gets additional limited liability protection against lawsuits and the misconduct or negligence of other general partners.
Limited Liability Partnership (LLP)
A relationship in which one partner is not responsible for the negligent acts of another partner or of employees outside their supervision. It is essentially a general partnership where each partner is shielded from certain acts of the others. State laws vary, and only about half of states recognize them.
Limited Partnership (LP)
A structure with a general partner (GP) and at least one limited partner (LP). The GP retains management authority and liability for the partnership's conduct, while each limited partner's liability is capped at their investment. LPs are popular for project-based businesses such as real estate development.
Organizational Chart
A visual representation of a firm's structure, detailing the roles, responsibilities, and relationships between individuals and entities, often as boxes or shapes. For legal entity management, org charts make planning and defining complex structures easier in a single view.
Ownership Structure
The internal organization of a business entity and the rights and duties of those holding a legal or equitable interest in it. Private companies can control who buys and sells shares; public companies allow investors to buy and sell shares on the open market.
Parent/Child Entity Relationship
A parent company holds a controlling interest in another company or companies, often through a spin-off, carve-out, acquisition, or merger, giving it decision-making power over the subsidiary. Child entities can exist independently but inherit attributes from their parent, and may have their own children, creating a multi-level hierarchy.
Partnership
A formal arrangement by two or more parties to manage and operate a business and share its profits.
Professional Limited Liability Company (PLLC)
A special type of LLC designed for licensed professionals such as accountants, lawyers, and doctors. It protects personal assets, so if the business is sued, only business assets are at risk rather than the individual assets of the professional.
Registered Agent
A legal point of contact that ensures a firm receives important legal documents and notifications from government agencies and courts on time. A registered agent helps establish credibility, offers privacy by shielding personal addresses from public records, and aids compliance with state filing requirements.
S Corporation
A corporation whose shareholders elect to be treated as a partnership for tax purposes, so they are taxed once and the business becomes a pass-through entity. Shareholders must be U.S. individual investors (certain estates and trusts are also permitted). Shares are simpler to transfer than LLC membership.
Secretary of State
The state office that registers and authenticates business entities and trademarks when you form a business, and that processes, files, and maintains records related to business entities.
Total Current Equity Value
The present value of a specific stock class or all stock classes combined. Many factors can increase or decrease it, and it is not dependent on the total quantity of shares held by individuals or entities.
Total Equity Basis Value
Cost basis is the original value or purchase price of an asset for tax purposes, used to calculate capital gains or losses. It is critical for understanding whether an investment is profitable and what its tax consequences are. Cost basis can change over time, for example through depreciation or capital improvements.
Trustee
A person or entity that manages property or assets placed in a trust, handling both daily and long-term management and distributing assets per the trust's terms. A trustee has a fiduciary responsibility to act with the utmost care and loyalty in the best interests of the trust and its beneficiaries.
Uniform Commercial Code (UCC)
A comprehensive set of laws governing all commercial transactions in the United States. It is not federal law but a uniformly adopted state law, so businesses can enter contracts knowing the terms will be enforced in every jurisdiction. This standardization is especially important for companies doing business in multiple states.
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