Company legal data and documents

Each company's legal details, tax numbers, registrations, outlet licences, documents and logo, kept under Setup › Organisation › Entities, with expiry reminders.

Each company your people are employed by is an entity. Its legal details, tax numbers, registrations, licences and documents live in one place: Setup › Organisation › Entities. Open a company from the list to see its page.

To change anything here you need permission to manage the organisation. People who can read people but not manage the organisation see the same page with no edit buttons.

The company page

The page has four tabs. A tab shows a count when something on it is expiring soon.

Overview

Legal name and trade name (the name on the board, if different).
Company type, such as private limited company, LLP, partnership or proprietorship.
CIN for a company, or LLPIN for an LLP.
Date of incorporation.
Registered address, city, state and PIN code.
Logo. Upload a PNG or JPEG of up to 2 MB. The logo prints on payslips and on ID cards. Remove takes it off; payslips then print the name only.

The company’s name and the states it is registered in are still changed with Edit on its row in the Entities list.

Tax & registrations

PAN and TAN, the TDS circle, and the person who signs tax forms (name, designation and father’s name).
Salary bank account: account number and IFSC.
Registrations, one section each: GST, PF, ESI, PT, LWF, Udyam and CLRA. A CLRA licence can name one outlet.

Each registration has its number, the state where needed, the date it was issued and, where it has one, the date it is valid until.

Outlet licences

Shops and establishments, FSSAI and trade licence belong to one outlet each. Only outlets that belong to this company are offered. Each licence has its number, issue date and valid-until date.

The outlet’s own page shows its licences too, read-only.

Documents

Keep the company’s papers here: incorporation certificate, PAN card, GST certificate, licences, and so on. Upload a PDF, JPEG or PNG of up to 10 MB. Give each one a type, and if you like a number, issue date and valid-until date. A document of type Other needs a title. A document can be linked to one outlet.

Switch between Current, Expiring soon and Archived.

Replace uploads a newer copy. The old one is kept as an earlier version, and History shows every version. Fields you leave blank carry over from the old copy.
Archive hides a document you no longer need. Restore brings it back.
Opening a file needs permission to see private values.

Checks on these numbers

Every number is checked as you type, with the same rules used everywhere in HR. See Input checks. A few checks look across fields:

The 4th letter of the company PAN must match the company type, for example C for a company and F for an LLP or a partnership. Changing the company type is checked against the PAN already saved.
Characters 3 to 12 of a GSTIN are the company PAN, so the two must match.
The first 2 digits of a GSTIN are its state. You don’t type the state; it is read from the number. It must be a state the company is registered in.
A company can have only one GSTIN per state.
If you change the PAN and a saved GSTIN no longer matches it, the PAN still saves, with a warning to fix the GSTIN.

Who sees the full numbers

PAN, TAN, CIN, LLPIN, registration numbers and document numbers show in full only to people who can see private values, and to the tenant admin. Everyone else sees the last 4 characters, like •••• 1234. Setting the PAN or the bank details also needs that permission.

The full salary bank account number is never shown to anyone after it is saved. To change it, type the new number; leaving the box blank keeps the old one.

Expiry reminders

A registration, licence or document with a valid-until date shows a chip:

Valid till DD-MM-YYYY when it is more than 30 days away.
Expires in 12 days or Expires today in the last 30 days.
Expired on DD-MM-YYYY once the date has passed.

Items in their last 30 days, and items that have expired, also show:

on Home, under Needs you, up to 3 at a time with a link to the rest;
in the Inbox, as a one-line note on Take action with Show which.

Each reminder reads like “FSSAI licence for Indiranagar expires on 15-12-2026”. An expired item stays on the list until you add the renewed date, replace the document, or archive it.

Payroll reads from here

Payroll › Settings › Filing details now only shows these details. To change the PAN, TAN, signatory, PF, ESI, PT or LWF numbers, use Edit in Organisation there, which opens the Tax & registrations tab. See Payroll settings.