Why corporate service providers in Cyprus move client registers to Ekvi

A corporate service provider that keeps registers for fifty or two hundred Cyprus companies has one recurring problem: knowing, today, which client is late with what. Each register may be in order, in a spreadsheet, in a folder of Word files, or in a former employee's head. This guide sets out why providers move registers into Ekvi and what they should check before they do.

One view across all clients

Ekvi's Attention page lists what is overdue, what is due soon and what is worth watching, company by company, with the section of the Law each item rests on. Signals include the HE12, HE57 and HE14 deadlines, UBO notices, directors' authority, option and pool headroom and authorised-capital headroom. For a firm that means the Monday question "which of our clients has something overdue?" is answered by one screen instead of by opening fifty files. Counts are shown per company and are deliberately never added up across clients.

Deadlines come from events

The deadlines follow from what happened. HE12 is due within one month of an allotment (s.51), HE57 within 14 days of a transfer being entered in the register (s.113A), HE14 within 15 days after the resolution increasing capital (s.62), and a copy of a special resolution within 15 days of its passing (s.137). Ekvi works out each date from the recorded event, so the clock starts when the event is recorded and not when someone remembers. A filing done late keeps its marker, so the firm can see which ones were late. The Registrar charges administrative penalties for late filing of these forms, which is the commercial reason to care.

Ekvi does not file for you; the Registrar has no filing interface. It prepares the data sheet, the reminder (a calendar feed any calendar application can subscribe to) and records the proof once you have filed.

Clients stay separate

A provider's worst risk is showing one client another's shareholders. Ekvi holds a company's identifier in every table and uses Postgres row-level security, so a query that names no company fails instead of returning an empty page. A filter in each query is not the mechanism; the database refuses. Roles match the work: administrators record, viewers and auditors read everything, and an employee sees only their own shares and grants.

Client-consented visibility for the firm

Partners see a client company in Ekvi in two separate ways. A company that the firm brought appears in the partner console with its status (demo, trial, active, archived), which the firm already knows. Beyond that, the firm sees the company's Attention counts only if the company's administrator grants consent on the company's Partner page, and can withdraw it at any time. The console shows counts, never the register. To work inside a client's cap table, the firm's staff become members through the ordinary invite flow, with the same roles as everyone else.

What it costs

On the landing page, the Company plan is €49 a month or €490 a year per company. The Partner plan is graduated per company per month: €25 for the first 10 companies, €18 up to 50, €12 up to 200 and €8 beyond, with a minimum of €150 a month, and archived companies are free. The firm sets its own price to its clients. A referral model is also available, in which clients pay Ekvi directly. Importing an existing register and the health check are free, so a firm can load a client's register before deciding.

What to check before moving

• Can the firm's register be loaded with the original dates? See Moving your register into Ekvi.
• Does the firm need its own server? Ekvi can be installed on-premises; see Ekvi on-premises.
• Who in the firm needs write access, and who only needs to read?

A register is kept at an office of the company or of the person who maintains it on its behalf, and for a company registered in the Republic not at a place outside the Republic (s.105(2)-(4)). How that applies to electronic data and where it is hosted is a question to settle with the client's adviser before the move.

Ekvi is a record-keeping tool and does not provide legal or tax advice.