Onboarding Guide
Preparing for Your
Payment Account
Everything you need to activate your payment account with your partner via the Rootline platform. Please have the following information and documents ready.
Your partner partners with Rootline to enable card payments for your business. To activate your payment account, we need to collect some information about your company and its owners — this is legally required as part of the mandatory identification and verification process.
The onboarding form consists of 7 steps and can be completed in one sitting. You will receive a link from your partner.
Documents — please prepare in advance
These documents will need to be uploaded during onboarding (PDF or image, max. 10 MB).
Document 1
Business Registration Required
A current registration document for your company (e.g. trade registration certificate, chamber of commerce extract).
Document 2
Passport / ID Required
A valid passport or official ID for all Ultimate Beneficial Owners (UBOs) and the person signing the form.
Document 3
Ownership Structure Optional
UBO register or ownership structure documents. Alternatively, you can describe the structure in the form.
Search for your company in the trade register and select your legal form.
| Field | Details | Status |
|---|
| Company Search |
Enter your company name — the system automatically searches the trade register and pre-fills most fields in step 2. |
Required |
| Legal Form |
Sole trader, partnership, limited company, or other. |
Pre-filled |
Auto-fill
When your company is found in the trade register, most fields in step 1 and 2 are automatically pre-filled. Please review the details for accuracy and complete any missing fields.
General details about your company.
| Field | Details | Status |
|---|
| Company Name |
The legal name of your company. |
Pre-filled |
| Trade Name |
The name under which you do business (if different from legal name). |
Optional |
| Street and House Number |
Business address of the company. |
Pre-filled |
| City |
City of the registered office. |
Pre-filled |
| State |
State or province of the registered office. |
Pre-filled |
| Postal Code |
Postal code. |
Pre-filled |
| Country of Registration |
Country where the company is registered. |
Pre-filled |
| Trade Register Number |
Your registration number at the trade register. |
Pre-filled |
| Website URL |
Your company's website. |
Pre-filled |
| VAT ID Number |
Your VAT identification number. If no VAT ID is available, you may provide your tax number instead. |
Required |
Upload a valid registration document for your company and describe the ownership structure.
| Field | Details | Status |
|---|
| Registration Document |
Trade registration certificate, chamber of commerce extract, or comparable document. Upload
Accepted: PDF, image — Max. 10 MB |
Required |
| UBO Register / Ownership Structure |
Documents showing the organisation and ownership structure and UBO register. Upload
Multiple files allowed. |
Optional |
| Describe Ownership Structure |
Describe who owns the company, ownership percentages, and any parent/subsidiary relationships. |
Required |
Tip
If you cannot upload ownership structure documents, a text description in the form is sufficient (e.g. "John Smith holds 100% of the shares").
List all Ultimate Beneficial Owners (UBOs) — individuals who hold 25% or more of the shares or voting rights.
Per Ultimate Beneficial Owner (UBO)
At least 1 person required. Up to 4 persons can be entered.
| Field | Details | Status |
|---|
| First Name |
Official first name as shown on ID document. |
Often Pre-filled |
| Last Name |
Official last name as shown on ID document. |
Often Pre-filled |
| Date of Birth |
Date of birth of the person. |
Required |
| Country of Residence |
Current country of residence. |
Required |
| Country of Birth |
Country where the person was born. |
Required |
| Role |
Role in the company (e.g. Managing Director, Shareholder). |
Required |
| Email |
Email address of the person. |
Required |
| Phone |
Phone number (e.g. +49 176 12345678). |
Required |
| Ownership Percentage |
Percentage of shares held (25–100%). |
Required |
| Passport / ID |
Copy of passport or official ID document. Upload
For non-European passports, also upload a residence permit. |
Required |
What is a UBO?
An Ultimate Beneficial Owner is a natural person who directly or indirectly holds 25% or more of the shares or voting rights in a company. All UBOs must be declared.
Details about the person signing the form. Fields are automatically carried over from step 4.
| Field | Details | Status |
|---|
| First Name |
Carried over from UBO details. |
Auto |
| Last Name |
Carried over from UBO details. |
Auto |
| Email Address |
Email of the person signing. |
Required |
| Phone Number |
Phone number of the person signing. |
Required |
| Date of Birth |
Carried over from UBO details. |
Auto |
| Country of Residence |
Carried over from UBO details. |
Auto |
| Country of Birth |
Carried over from UBO details. |
Auto |
| Role in Company |
e.g. Managing Director, Director. Not required for sole traders. |
Required |
| Passport / ID |
Carried over from UBO details. Upload |
Auto |
Note
This step concerns the person who was marked as the signer in the previous step. Most fields are automatically carried over.
Provide the bank account to which Rootline should send your payouts.
| Field | Details | Status |
|---|
| Account Holder Name |
Should match the legal company name. |
Required |
| IBAN |
Your IBAN. Verified in real time. |
Required |
IBAN Verification
The IBAN is automatically verified in real time.
Review your details and confirm the agreement.
| Field | Details | Status |
|---|
| Merchant Agreement |
Confirm acceptance of the Rootline Merchant Agreement. |
Required |
| Signing Authority |
Declaration that you are authorised to sign on behalf of the company. |
Required |