Company and verification documents
“Company” is the first item of the “Account” group in “Settings”. It holds two cards: “Legal information”, who your company is, and “Verification documents”, the documents Next Horizon may ask for to prove it. Each card saves on its own, outside the Settings save bar.
Legal information
“Legal information” is your registered company details, as they appear on your invoices. It is the same form as “Company details” on the “Billing” page, not a copy: a change saved in one place shows in the other. See Invoices.
The fields are “Registered name”, “Trading name”, “Company registration number” with its “Registry”, “VAT number”, “EORI number”, the address (“Address”, “Address line 2”, “City”, “Post code”, “Country”) and “Billing email”. Fields marked with an asterisk are required: the registered name, the first address line, the city, the post code and the country. When one is missing, the form names it, because an invoice cannot be issued without it.
An EU or Northern Ireland VAT number is checked against VIES, the EU’s VAT register, when you save it. The line under the field says what the check found and when; “Check now” or “Check again” checks the saved number once more. A number outside the EU is not checked.
Press “Save” to keep your changes. The account owner and administrators can edit the form; anyone else sees it read only, without the buttons.
Verification documents
Next Horizon is responsible to carriers for the labels you buy and holds your wallet balance, so it may ask you for documents that confirm your company’s identity. You cannot open a request yourself: Next Horizon makes it, and you answer it here.
With nothing asked of you, the card says nothing is needed right now. When a request is made, the account owner gets an email listing what is needed, its button opens this section, and the request shows in the card.
What may be requested
- “Company registration extract”, for example a Kbis less than 3 months old, or a Companies House certificate
- “Articles of association”
- “ID of the legal representative”
- “Proof of the company’s address”
- “Beneficial owners declaration”
- “Proof of bank account”
- any other document, named in the request itself
Each request shows the date it was made, the date to send it by when there is one, and any note Next Horizon added.
Sending a file
Press “Upload a file” on the request and choose the file. It must be a PDF, JPEG or PNG; the largest size accepted is written under the button. Send one file at a time. A request can take several files, up to a fixed number, so “Upload another file” stays available after the first: use it for the back of an ID card, say. Once a request is full, its button goes.
When the file is accepted, the request says “File sent. We will review it.” and lists the file with its size and the date you sent it. A file that is empty, too large, of another type or unreadable is refused with the reason, and nothing is stored; pick another file and try again.
Only the account owner or an administrator can upload. Other team members see the same requests and files, without the buttons, and are told who can.
Statuses
| Status | What it means | What you do |
|---|---|---|
| “Requested” | Nothing sent yet. | Upload the file. |
| “Sent, under review” | At least one file is in; Next Horizon is checking it. | Nothing, unless you want to add a file. |
| “Approved” | Next Horizon accepted it. The request is closed. | Nothing. |
| “Not accepted” | Next Horizon refused the file. The reason shows on the request and is emailed to you. | Press “Upload a new file” and send a corrected one. |
Requests waiting on you, “Requested” or “Not accepted”, come first in the list. While any wait on you, a banner at the top of the section says documents were asked for, the cards swap so the documents come before the form, and “Company” carries a “Documents requested” marker in the Settings list. Sending the last missing file clears the marker.
After review
A file you send moves its request to “Sent, under review”. Next Horizon then approves or refuses it:
- Approved is final. A fresh check later, for example a new registration extract once the old one is too old, comes as a new request.
- Refused keeps the request open. You get an email with the reason, and uploading a new file sends the request back for review.
Answering a request works even if your subscription has lapsed.