Entity management software that keeps every subsidiary in step with its public register
Every subsidiary matches its public register, and every change is filed on time.
See one case, screen by screen ↓Software that keeps a group's record of its legal entities — ownership, directors and officers, registered details, filings due and the minutes behind each decision — current and auditable. Entity Management keeps that record from the source documents themselves: seven agents read every set of minutes, compare every subsidiary with its public register each week, plan and draft each filing and check it against the minutes, and the Corporate Secretary approves.
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A decision about a subsidiary is taken locally. Local counsel or a corporate services provider drafts the minutes, they are signed, and the scan often reaches the central team weeks later — sometimes only when the bank or the auditor asks. Someone types the change into the entity system or a spreadsheet, works out from memory which register filing it needs and by when, and drafts it by copying the last one. Signatory lists, bank mandates, insurers and websites are updated if someone remembers.
So the record and the register drift apart. A UK director change has 14 days to reach Companies House, an Australian one 28; in Germany a removed managing director stays on the commercial register until the filing is made, and a counterparty who does not know may rely on the register. At Kestrel & Vane, a managing director removed with effect from 31 August signed a EUR 460,800-a-year lease on 2 October. Once a year the auditors want the directors' registers and the tax team wants the entity list for CbCR and Pillar Two, and both are rebuilt by hand.
Estimated split for a single change of managing director in one subsidiary, by hand and with the solution.
Seven specialist agents read every minute, compare every subsidiary with its public register, plan and draft each filing and check it against the minutes; the Corporate Secretary approves.
Botstrand Holdings GmbH, Hamburg — HRB 148213, held 100% by Kestrel & Vane Europe B.V. On 12 August its shareholder removed Stefan Kroll as managing director and appointed Elena Novak. The signed resolution reached the vault on 9 October. Here is Wednesday 14 October, screen by screen, in the working solution.
Tom answers for 412 companies. His home screen says the agents compared all 412 with their public registers on Monday and read 18 new minutes and resolutions: 9 mismatches, 2 closed by the agents, 4 decisions for him, 27 filings due in 60 days with 1 overdue. Beside his list, each agent posts what it did in plain sentences, with the source behind every claim.
Authority sentinel: “I escalated it to Hannah Okafor; I have not contacted anyone.”
The group structure shows every company with three marks — officers, filings, minutes — and Botstrand Holdings is amber on two of them. Tom asks in his own words. The answer: Jonas Petersen with Elena Novak, or either with the Prokurist Lukas Brandt. Stefan Kroll cannot — but the register still shows him with sole representation, so a counterparty who does not know may rely on it.
Every answer cites the resolution, the register extract and the rule — and offers the next step: “Open the comparison”.
The weekly comparison read 412 entities against 23 registers and sorted every difference: 2 filings never made, 2 where our record is behind the register, 1 leaver still on a board, 1 change waiting at the register, 1 register flag, and 2 formatting differences closed under rules FMT-1 and FMT-2. Poland was compared from Friday's extracts after the court register timed out.
Formatting-only differences are closed with the rule shown, and can be reopened with a note.
On the left, the Gesellschafterbeschluss of 12 August, signed for Kestrel & Vane Europe B.V. by Ruth Achterberg and Daan Visser, with the two decisions marked. On the right, the commercial register extract read Monday: Kroll, sole representation, no entry since 4 March 2022. The field table shows what differs and what matches; the class is “A filing was never made”, due 30 October for Nordhafen Bank's KYC refresh.
The Minutes reader read the resolution at 98% on 9 October; Priya Raman accepted its 3 decisions the same day with reason code RC-01, “Matches the signed minutes”.
From that one decision the planner lists every task it triggers, each with an owner and a date: the register filing through the notary (Tom, 30 Oct), Elena Novak's declaration with Dr. Clara Lindholm (Jana Wilke, 21 Oct at 10:00), the Nordhafen Bank mandate, the group signatory list (done 9 Oct), the website imprint once the register changes, and the directors' and officers' insurance list (Priya, 23 Oct).
“Transparency register — Not needed: no change of beneficial owner.” The planner explains with the rule the task it left out; a person approves the plan as a whole or task by task.
Matching every signature in the contract system against who could sign on that day, the sentinel finds that Stefan Kroll signed a lease extension for warehouse 7 at Elbtor Logistikpark on 2 October — EUR 38,400 a month, EUR 460,800 a year, contract K-88412 — a month after his removal. He is still a sole signatory on the Nordhafen Bank mandate; no payment was released by him after 31 August.
The decision belongs to Hannah Okafor, General Counsel: ratify, notify the landlord, or note only. Tom can prepare it; he cannot decide it.
The Anmeldung zum Handelsregister under § 39 GmbHG is drafted in seven fields — company, leaves office, takes office, representation, effective dates, enclosures, filed by — each with an English reading and a citation to its source. The authorising resolution sits beside the draft, so Tom reads both at once.
“Why due 30 Oct 2026: Nordhafen Bank needs a current register extract by 30 Oct; the law says without delay (§ 39 GmbHG).”
A second agent, which did not draft the filing and cannot approve it, checks every field against the resolution, the record, the enclosures the law asks for and the authority of the two Dutch directors who signed for the shareholder. The representation field fails: the draft gives Elena Novak sole representation, copied from Kroll's entry; the resolution says she represents the company jointly.
“Filed as drafted, the register would give Elena Novak more authority than the shareholder granted.” A failed check blocks approval.
Tom asks the drafter to correct it. The drafter re-reads item 2 of the resolution — “gemeinsam mit einem anderen Geschäftsführer oder einem Prokuristen” — changes the representation to jointly with another managing director or a Prokurist, and the checker runs all seven checks again. Seven of seven pass, and both runs stay on the record.
Prepared by Priya Raman, decided by Tom. He ticks that he has read the draft against the minutes that authorise it and approves with AP-01, “Matches the authorising minutes”. He then sends the pack to notary Dr. Clara Lindholm in Hamburg for the appointment on 21 October, Jana Wilke copied, and Botstrand's marks move from amber to waiting.
The Registry watcher re-checks the register daily while the change is open, until it shows Elena Novak.
The same change of managing director, seen by the five people who carry it — what their week looked like, and what it looks like now.
Seven specialist agents read every minute, compare every subsidiary with its public register, plan and draft each filing and check it against the minutes; the Corporate Secretary approves.
Reads minutes, resolutions, written consents and register extracts as they arrive, in any language and including handwritten annexes, and extracts each decision with its page and a confidence.
Turns accepted decisions into changes to officers, directors, shareholdings and addresses, keeps the old value with its end date, and links each change to its source and the acceptance.
Compares every entity with its public register every Monday, and daily while a change is open; classifies each mismatch and explains it with both sides cited.
Plans every task one decision triggers across registers, notaries, banks, signatory lists, insurers and websites, gives each an owner and a date, and explains with the rule the tasks not needed.
Drafts register filings, annual returns and confirmation statements in the register's language, with an English reading and a citation for every field.
Compares each draft field by field with the minutes that authorise it, the record, the enclosures the law requires and the signatories' own authority, before any person approves.
Matches signatures in the contract system and the bank mandates against who could sign on that day, and escalates any signature made after authority ended to the General Counsel with the legal effect explained.
Approves; General Counsel decides authority. The agents propose; a named person decides.
On every screen, ask about any company, person or filing in your own words. Answers come from the record, cite the source and offer the next step.
Who can sign for Botstrand Holdings today?
Two people acting together: Jonas Petersen with Elena Novak, or either of them with the Prokurist Lukas Brandt. Stefan Kroll cannot: he was removed with effect from 31 Aug. The register still shows him with sole representation, so a counterparty who does not know may rely on it. The register filing closes that gap.
Why did the checker stop the Botstrand draft?
The draft gave Elena Novak sole representation, copied from Stefan Kroll's register entry. The resolution says she represents the company jointly with another managing director or a Prokurist. Filed as drafted, the register would have given her more authority than the shareholder granted. The drafter has corrected it.
Which leavers still hold appointments?
Two leavers. Wiktor Lis left on 30 Sep and still holds 5 appointments: 4 board seats and 1 power of attorney. Pieter Dekker resigned at Vane Industrial; the register already shows it and our record does not. One removal to watch: Stefan Kroll was removed at Botstrand Holdings only, and the register still shows him there.
What is due this week?
Three filings, and one is overdue. F-2287, the annual director KYC for Kestrel & Vane India, overdue since 30 Sep; F-2301, the Polish financial statements, tomorrow, ready to file; F-2294, the KV Services UK director notice by 19 Oct, the 14-day clock. I have filtered the calendar to the next 7 days.
13 screens from the working solution, on its sample data. Pick one to see it large.
The thresholds, schedules and jurisdiction rules the agents work to are settings — saved to the audit trail, and the rule library changes only with a second approver.
| Setting | Default | Choose from |
|---|---|---|
| A person confirms decisions read below | 90% | Any level from 70% to 99% |
| Compare with the registers | Every Monday at 06:00, daily while a change is open | Every Monday at 06:00, daily while a change is open · Every day at 06:00 |
| Remind a filing's owner after | 2 business days | Any number of business days |
| Escalate to the Corporate Secretary | 5 days before the due date | 5 days before the due date · 10 days before the due date |
| Authority alerts go to | Hannah Okafor, General Counsel (instant) | The General Counsel, instantly |
| Daily digest | 08:00, to Tom Becker and Priya Raman | 08:00, to the Corporate Secretary and paralegal · Off |
| Jurisdiction rules | Version 2026.3 · 187 rules for 30 countries | Each rule sets the clock, who files and the law — e.g. UK-01 14 days (s167), DE-02 without delay with a group rule of 30 days from the signed minutes, AU-01 28 days |
| Reason codes to approve a filing | AP-01 Matches the authorising minutes | AP-01 Matches the authorising minutes · AP-02 Approved with an edit I made · AP-03 Approved on legal advice (note attached) |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (Association of Corporate Counsel 2023 report, as summarised by a software vendor and not independently checked — 66% run entity management with 1–3 people, 25% lack a process to update company records; Companies Act 2006 s167 — 14 days to notify a director change). Other clocks named on this page: ASIC officeholder changes, 28 days; § 39 GmbHG and § 15 HGB in Germany. Kestrel & Vane Group, its subsidiaries, and the people, notary, bank and landlord named on this page are fictional — characters and sample data in the working solution.
Software that keeps a group's record of its legal entities — ownership, directors and officers, registered details, filings due and the minutes behind each decision — current and auditable. Entity Management keeps that record from the source documents themselves: seven agents read every set of minutes, compare every subsidiary with its public register each week, plan and draft each filing and check it against the minutes, and the Corporate Secretary approves.
The Registry watcher compares every entity with its public register every Monday, and daily while a change is open. Each mismatch is classified — a filing never made, our record behind the register, a leaver still appointed, a change waiting at the register, a register flag, or formatting only — and opens the minutes and the register extract side by side.
No. The Filing drafter prepares the filing in the register's own form and language and the Filing checker compares it field by field with the authorising minutes. The Corporate Secretary approves with a reason code, and a person sends it. The agents never contact a register, notary, bank or counterparty.
The leaver from the HR system is matched to every appointment the person still holds. For Wiktor Lis, who left on 30 September, that was 5 appointments in 5 countries; the planner proposed a replacement and a filing for each, for the Corporate Secretary to approve.
Yes. Ask in your own words and the answer comes from the record with every value cited — who signs alone or jointly, and who cannot. The Authority sentinel also checks signatures in the contract system and bank mandates against who could sign on that day, and escalates any made after authority ended to the General Counsel.
Yes. Reports are built from the reconciled record: the constituent entity list for CbCR and Pillar Two with the group's effective share, the register of directors and officers, the signatory matrix, the filings made this year, and an audit evidence export with a hash for each file.
Yes. Nothing changes the record without a person's acceptance and reason code, no filing is approved until the checker passes it, the Corporate Secretary approves with four eyes, and the General Counsel decides authority alerts. Every step is on an append-only audit trail.
The Agentic Solution Engine builds and deploys it from your requirements and documents — your entity list, your minutes and resolutions, and the registers and systems to connect — and it goes live once every quality gate has passed. A guided first-time setup imports the entities, connects the registers, loads the vault and runs the first comparison for you to review.
NDAs back the same day, every change inside the limits counsel set.
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1-min demoWe'll run Entity Management on your own entity list, a sample of your minutes and the registers they should match.