Roadmap
Who does what, from decision to active company?
Incorporating a company isn't a one-person job. Your bank, notary and government bodies each play their part. Here's who does what, and when.
Phase 1
Before incorporation
While your file is being prepared
Lock in your choices
Decide on the company name, shareholders, directors, starting capital and share split.
Financial plan
Draw up the financial plan, a requirement for the notary.
Deposit the initial capital
Deposit the initial capital (starting capital) into the blocked "in formation" account.
Draft the articles of association
The notary drafts the articles of association, which you review and approve before signing.
Phase 2
During incorporation
The moment of the deed
Issue the bank certificate
Proof that the capital is blocked. Without it, the notary cannot execute the deed.
Sign the deed
Digitally via power of attorney (eID/Itsme), or in person at the notary.
Execute the deed
The deed of incorporation is executed and filed with the National Bank.
Shareholders' agreement
A lawyer can help draft or review the shareholders' agreement, alongside the notarial deed.
Phase 3
After incorporation
Once the company exists
Crossroads Bank registration
The company receives its company number and is registered with the Crossroads Bank for Enterprises (KBO). This is not yet a VAT number.
VAT activation (if applicable)
If you're liable for VAT, the company number is now activated as a VAT number. VAT-exempt professions (e.g. certain medical professions) skip this step.
UBO register & shareholders' register
Activate the UBO register and draw up the company's shareholders' register.
Director's enrolment
The director(s) enrol with a social insurance fund and pay their social contributions there. *Only mandatory for new self-employed individuals.
Phase 4
Setting up further
Sorting out admin and protection
Payroll processing
Once there's a salary or staff: payroll calculation, payroll withholding tax, social security filings.
Professional liability
Take out professional liability insurance, optionally supplemented with guaranteed income cover.
Supplementary pension
Take out an IPT or VAPZ policy via an insurer for a tax-friendly top-up to your pension.
Bookkeeping & Peppol
Set up your bookkeeping and activate Peppol for electronic invoicing.
Roles
Who's who?
Founder
Decides on the structure and signs the deed.
Bank
Blocks the capital and issues the bank certificate.
Notary
Drafts the articles of association, executes the deed of incorporation and files it with the National Bank.
Enterprise counter
Handles the KBO registration (company number) and, if you're liable for VAT, the VAT activation.
Social insurance fund
Where the director(s) enrol after incorporation and pay quarterly contributions.
Payroll agency
Processes payroll once there's a salary or staff.
Insurer
Insures professional liability and offers a supplementary pension (IPT/VAPZ).
Lawyer
Helps with contracts and the shareholders' agreement, separate from the incorporation phases above.
Accountant/Software
Sets up your bookkeeping and activates Peppol for electronic invoicing.
Ready to get started?
We coordinate the bank, notary and registrations in parallel wherever possible.