Documents Required for HotelFriend Payments Activation
To activate HotelFriend Payments, which operates in partnership with Adyen, you need to create an Adyen account.
Adyen, being a payment provider and acquirer, requires rigorous verification to ensure compliance with legal standards. This involves thorough checks on your company, shareholders, and business model before granting live accounts, and during periodic reviews.
Here you will find a detailed breakdown of the essential documents you’ll need to provide during your application. When you apply for a live account, you need to upload digital copies of:
- Company registration document
- Proof of tax information or VAT information
- Merchant bank statement (optional)
- Proof of identity and proof of residency
Company registration document
Your company registration document must be issued by:
- A public authority
- A government agency
- A judicial authority
The document must:
- Be issued within the last 12 months, showing the issuance date
- Or be signed and dated by the entity's authorized signatory within the last 12 months
- Display the legal entity name and your company’s registration number
Important notice: “Doing business as” or “trading as” name is not acceptable as the legal entity name of your company.
To know the specific format needed for registration numbers based on the country or region, please refer to the provided list below.
|
Country/Region |
Registration Number |
Format |
Example |
|
Australia |
Australia Business Number (ABN) or Australia Company Number (ACN) |
ABN: 11 digits or ACN: 9 digits |
ABN: 51 064 874 531 or ACN: 064 874 531 |
|
Austria |
Firmenbuchnummer |
T or FN + 3-6 digits + 1 lower case letter |
FN123456m |
|
Belgium |
Company number or Numéro d'Entreprise |
10 digits |
1234567890 |
|
Brazil |
Cadastro Nacional da Pessoa Jurídica (CNPJ) |
14 digits |
42.318.949/0001-84 |
|
Canada |
Business Number |
9 digits |
123456789 |
|
Czech Republic |
Identifikační číslo (IČO) |
8-10 digits |
123 45 678 |
|
Denmark |
CVR-nummer |
8 digits |
22756214 |
|
Estonia |
Registrikood |
8 digits |
10345833 |
|
Finland |
Y-TUNNUS |
8 digits with optional dash - that precedes the last digit |
1234567-8 or 12345678 |
|
France |
SIRET number or SIREN number |
SIRET: 14 digits with optional character - or SIREN: 9 digits |
SIRET: 542051180-00066 or SIREN: 542051180 |
|
Germany |
Handelsregisternummer |
2-3 letters + 1-6 digits + 0-5 letters Optional: - + 1 letter + 4 digits |
HRB 100484 |
|
Greece |
GEMI number or ΑΡΙΘΜΟΣ Γ.Ε.ΜΗ (Γενικού Εμπορικού Μητρώου) |
12 digits |
757001000000 |
|
Hungary |
Cégjegyzékszám |
2-digit number + - + 2-digits + - + 6-digits |
01-17-000705 |
|
Ireland |
Company number |
Up to 7 digits |
1012345 |
|
Italy |
Codice fiscale or CCIAA number |
Codice fiscale: 11 digits or CCIAA number: 2 letters + 6-7 digits |
Codice fiscale: 00470400011 or CCIAA number: TO0091712 |
|
Latvia |
Reģistrācijas numurs |
11 digits |
50003251661 |
|
Lithuania |
Įmonės kodas |
6-9 digits |
210316340 |
|
Luxembourg |
RCS number, Registernummer, or Numéro RCS |
1 letter + number of variable length |
B123456 or B12345 |
|
Netherlands |
Kamer van Koophandel nummer (KvK) |
8 digits |
34179503 |
|
Norway |
Organisasjonsnummer |
9 digits |
923609016 |
|
Poland |
Numer KRS or Numer identyfikacyjny REGON |
Numer KRS: 10 digits or REGON: 9 digits |
Numer KRS: 0000123456 or REGON: 610188201 |
|
Portugal |
Número de Identificação de Pessoa Colectiva (NIPC) |
- | - |
|
Spain |
Número de Identificación Fiscal (NIF) |
9 digits |
123456789 |
|
Slovakia |
Identifikačné číslo (IČO) |
8 digits |
- |
|
Slovenia |
Matična številka |
10 digits |
- |
|
Sweden |
Organisationsnummer |
10 digits Optional character - |
- |
|
Switzerland |
Unternehmens-Identifikationsnummer (UID), Numéro d'identification des entreprises (IDE), Numero d'identificazione delle imprese (IDI), or CH-number |
- | - |
|
United Kingdom |
Company Number |
8 characters |
04366849 |
|
United States |
Employer Identification Number (EIN) |
9 digits |
101002749 |
Public companies
Public companies can provide a published annual report as their registration document. The annual report must contain:
- The legal entity name
- The country/region of registration
- The national ID (i.e. registration number)
- The independent auditor’s firm name
- The date of signing by the firm/auditor, and the date must be within the past one year.
Company types
As a part of the registration process for a live account with Adyen, you are required to provide details on your company's type.
The list below represents local names for different company types in various specific countries/regions and how they align with Adyen's specified legal entity categories.
|
Country/Region |
Local Names |
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Australia |
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Austria |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
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Hungary |
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Ireland |
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Italy |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
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Portugal |
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Romania |
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Spain |
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Singapore |
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Slovakia |
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Slovenia |
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Sweden |
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United Kingdom |
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United States |
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Country/Region |
Local Names |
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Australia |
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Austria |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
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Hungary |
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Ireland |
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Italy |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
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Portugal |
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Romania |
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Spain |
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Singapore |
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Slovakia |
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Slovenia |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
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Country/Region |
Local Names |
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Austria |
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Australia |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
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Hungary |
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Ireland |
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Italy |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
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Portugal |
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Romania |
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Singapore |
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Slovakia |
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Slovenia |
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Spain |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
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Country/Region |
Local Names |
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Austria |
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Australia |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
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Hungary |
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Ireland |
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Italy |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
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Portugal |
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Romania |
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Singapore |
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Slovakia |
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Slovenia |
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Spain |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
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Country/Region |
Local Names |
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Austria |
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Australia |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
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Hungary |
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Ireland |
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Italy |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
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Portugal |
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Romania |
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Singapore |
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Slovakia |
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Slovenia |
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Spain |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
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Country/Region |
Local Names |
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Austria |
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Australia |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
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Hungary |
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Ireland |
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Italy |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
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Portugal |
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Romania |
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Singapore |
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Slovakia |
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Slovenia |
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Spain |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
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Country/Region |
Local Names |
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Austria |
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Australia |
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Belgium |
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Brazil |
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Canada |
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Croatia |
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Czech Republic |
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Denmark |
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Finland |
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France |
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Germany |
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Hong Kong |
- |
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Hungary |
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Ireland |
- |
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Italy |
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Lithuania |
- |
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Netherlands |
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Norway |
- |
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Poland |
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Portugal |
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Romania |
- |
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Singapore |
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Slovakia |
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Slovenia |
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Spain |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
- |
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Country/Region |
Local Names |
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Austria |
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Australia |
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Belgium |
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Brazil |
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Canada |
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Croatia |
- |
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Czech Republic |
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Denmark |
- |
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Finland |
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France |
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Germany |
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Hong Kong |
- |
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Hungary |
- |
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Ireland |
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Italy |
- |
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Lithuania |
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Netherlands |
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Norway |
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Poland |
- |
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Portugal |
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Romania |
- |
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Singapore |
- |
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Slovakia |
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Slovenia |
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Spain |
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Sweden |
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Switzerland |
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United Kingdom |
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United States |
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Proof of tax information or VAT information
Proof of tax information
The tax document should:
- State the organization name and tax ID number
- Be issued by a reliable source, such as the local tax authority of the country/region where the business is registered in
- Be issued within the last 12 months, or it must contain a signature and a state of affairs with a date not older than 12 months
File format and size requirements:
Formats: JPEG, JPG, PNG, or PDF (maximum 1 file)
Size for PDFs: 1 KB to 15 MB
Size for other formats: 100 KB to 15 MB
VAT Information
Submit one of the following VAT-related documents:
- Tax registration form
- Residence certificate from local tax authority
- Confirmation of tax position from local tax authority
- Recent corporate income tax return in local country/region
- Recent VAT/GST or similar tax return
- Copy of tax assessment
- Notarial/legal declaration
If your firm doesn't have a valid VAT number, create a VAT exemption form in your Customer Area. A person with the right permissions should fill it out and send it to Adyen.
Make sure the VAT paperwork:
- Was issued by a public authority, government agency, or judicial authority. If you have the same number for company registration and VAT, you need a confirmation from your local tax authority saying the VAT number is active.
- Has the name of the legal entity and the VAT number.
- State the country/region where the business is registered.
Important notice: “Doing business as” or “trading as” name is not acceptable as the legal entity name of your company.
The VAT paperwork should also either:
- Be issued within the last 12 months and show the corresponding issuance date
- Be signed and dated by the entity's authorized signatory within the last 12 months
The list below displays the layout for VAT numbers in chosen countries or regions. Take into account that in certain locations, the VAT number and the tax ID number aren't the same.
|
Country/Region |
Format |
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Albania |
ALJ + 8 letters or digits + 1 letter or ALK + 8 letters or digits + 1 letter |
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Argentina |
AR + 11 digits |
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Australia |
11 digits |
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Austria |
ATU + 8 digits |
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Belarus |
BY + 9 digits |
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Belgium |
BEO + 9 digits or BE1 + 9 digits |
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Bolivia |
BO + any amount of letters or digits |
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Bulgaria |
BG + 9 digits or BG + 10 digits |
|
Brazil |
14 digits or 2 digits + . + 3 digits + . + 3 digits + / + 4 digits + - + 2 digits |
|
Canada |
9 digits |
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Chile |
CL + 8 digits + - + 1 digit |
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Colombia |
CO + 10 digits |
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Costa Rica |
CR + 9-12 digits |
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Croatia |
HR + 11 digits |
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Cyprus |
CA + 9 letters or digits |
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Czech Republic |
CZ + 8-10 digits |
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Denmark |
DK + 8 digits |
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Dominican Republic |
DO + any amount of letters or digits |
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Ecuador |
EC + 12 digits |
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El Salvador |
SV + any amount of letters or digits |
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Estonia |
EE + 9 digits |
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Finland |
FI + 8 digits |
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France |
FR + 11 digits or FR + 2 digits + SIREN number (9 digits total) |
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Germany |
DE + 9 digits |
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Greece |
EL + 9 digits |
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Guatemala |
GT + 7 digits + - + 1 digit |
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Honduras |
HN + any amount of letters or digits |
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Hungary |
HU + 8 digits |
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India |
IN + 11 digits + V or C |
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Ireland |
IE + 8-9 characters |
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Isle of Man |
GB + 9-12 digits |
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Italy |
IT + 11 digits |
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Japan |
13 digits |
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Latvia |
LV + 11 digits |
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Lithuania |
LT + 9-12 digits |
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Luxembourg |
LT + 8 digits |
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Malta |
MT + 8 digits |
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Mexico |
3 letter + 6 digits + 3 letters |
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Netherlands |
NL + 9 digits + B + 2 digits |
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Nicaragua |
NI + any amount of letters or digits |
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Norway |
NO + 9 digits + MVA |
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New Zealand |
8-9 letters or numbers |
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Panama |
PA + any amount of letters or digits |
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Peru |
PE + 11 digits |
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Philippines |
12 digits |
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Poland |
PL + 10 digits |
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Portugal |
PT + 9 digits |
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Paraguay |
PY + any amount of letters or digits |
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Romania |
RO + 2-10 digits |
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Russia |
RU + 10-12 digits |
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San Marino |
SM + 5 numbers |
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Serbia |
RS + 9 digits |
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Singapore |
9-10 digits or letters |
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Spain |
ES + 9 digits or letters |
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Slovakia |
SK + 10 digits |
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Slovenia |
SI + 8 digits |
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Sweden |
SE + 10 digits + 01 |
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Switzerland |
CH + 6 digits or CHE + 9 digits + 3-4 letters |
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Turkey |
TR + 10 digits |
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Ukraine |
UA + 12 digits |
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United Kingdom |
GB + 9-12 digits |
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United States |
SSN (9 digits) or EIN (9 digits) |
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Uruguay |
UY + any amount of letters or digits |
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Venezuela |
VEE + 8-9 digits or VEJ + 8-9 digits or VEG + 8-9 digits or VEV + 8-9 digits |
Merchant bank statement (optional)
Adyen needs to verify the existence and ownership of your bank account, which should match your legal entity name. Accepted documents include:
- Bank statements
- Deposit tickets/forms
- Screenshots of the online banking environment
- Official letters issued by a bank
- Cheques
Location-specific documents:
- Relevé d'Identité Bancaire (RIB): bank document in France
- TAMIEYTHPIO: bank document in Greece
- Singaporean bank passbooks: bank document in Singapore
Important notice: Refrain from uploading photos of cards issued by banks, like credit or debit cards, as they carry sensitive information.
Requirements for all documents
The document should display:
- Your name, which should align with your legal or trade name.
- The account number or IBAN.
- The issue date, which must be dated less than 12 months ago. This applies to all documents except RIBs, cheques, online banking environment, or TAMIEYTHPIO.
Note: Certain RIBs and online banking environments contain a date of issue. For these, the issue date must be less than 12 months ago.
- The country/region where your bank account is held. For EU bank statements, Adyen determines this from the IBAN.
- An indicator that a bank issued the document, like the bank's name, its logo, or a bank-specific font.
Adyen won't accept:
- Pictures of bank cards such as credit or debit cards.
- Modified or customized documents.
- Documents older than 12 months.
- Documents where required data points are missing.
- Documents with unclear, incomplete, or poor-quality images.
- Documents from third-party software or programs.
Requirements for particular document types
Direct deposit tickets and forms:
- Must contain a bank logo or bank letterhead.
- Can only be accepted with a stamp or signature from the bank.
Cheques:
- The account holder's name, account number, and the financial institution's name or logo should be printed but not handwritten.
- Security features need to be visible for cheques in the US and CA.
- The account and routing numbers should be completely visible.
- Only electronic cheques from banks in CA are accepted.
- Cheques from AU banks are not acceptable.
Bank letters or account agreements:
- Should include a bank logo or a bank letterhead.
- All letters should have a bank stamp or signature.
The uploaded document needs to comply with these format and size requirements:
Formats: JPEG, JPG, PNG, or PDF (maximum 1 file)
Size for PDFs: 1 KB to 15 MB
Size for other formats: 100 KB to 15 MB
Proof of identity and proof of residency
The following individuals need to provide identity verification:
- The representative signing the contract with Adyen.
- Anyone who owns 25% or more of the company shares or voting rights (in India, those owning 10% or more).
For identity verification, any of the following photo IDs can be used:
- Passport: Create a copy of the data page, ensuring your photo, personal information, and machine-readable zone are clearly visible.
- ID card: Copy the front and back, saving them as separate files.
- Driving License: Copy the front and back, saving them as separate files.
Proof of identity requirements
The photo ID must:
- Be valid and unexpired.
- Show the machine-readable zone (if applicable).
- Be a hard copy, not digital.
The uploaded document must:
- Include separate files for the front and back of the ID document (only when providing an ID card or driver's license).
- Be a full-color, cropped, and straightened image.
- Be an image or a scan of the physical ID document. Screenshots of photos, photos pasted onto other documents, photos of screens, or photos of printed copies are unacceptable.
Adyen rejects:
- Screenshots of ID documents. Instead, submit a photo or PDF of the document.
Important notice: The uploaded file should be a maximum of 15 pages.
|
Country |
Notes |
|
France |
The validity of French national ID cards issued between 2 January 2004 and 31 December 2013 has been extended for 5 years beyond the original expiration date. The original period of validity of these cards was set at 10 years. Following the extension, they are now valid for 15 years from the year of issue. Note that if the card holder was under the age of 18 when the ID was issued, this extension does not apply. The extension does not apply to any other document types. |
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Poland |
Polish driving licenses do not show an expiration date. Any licenses issued before 2013/19/01 are valid until 2033. They must be exchanged for a new license prior to this date. |
|
Ukraine |
Ukrainian passports are considered valid for 5 years from the original submission date for the extension of its validity period. A signed and stamped passport page must be included. |
The uploaded file must conform to the following size and format specifications:
Formats: JPEG, JPG, PNG, or PDF (maximum 1 file)
Size for PDFs: 1 KB to 15 MB
Size for other formats: 100 KB to 15 MB
Adyen cannot accept documents that are:
- Expired.
- Broken or damaged.
- Dirty, unreadable, or watermarked.
- Blurry or overexposed.
- Black and white.
- Multiple sides or documents in the same file.
- Not cropped, or have a white background.
- Angled, rotated, sideways, or upside down.
- Overcropped or cut off.
Proof of residency requirements
The listed documents can be used to verify the place of residency, but should not be older than the specified timeframe:
| The listed documents can be used to verify the place of residency, but should not be older than the specified timeframe: | |
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Cannot be older than… |
Type of document |
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3 months |
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12 months |
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The proof of residency must:
- Contain the person's name.
- Show the full residential address, the country or region of residence, and include the state if relevant.
- Present a date not exceeding the past 3 or 12 months, depending on the document type.
For additional details, visual examples, and specific requirements for each type of document, please refer to the official guidelines for the account setup process provided by Adyen: Requirements for your live account application.
