KYC Checklist: Documents, Do’s and Don’ts

✅ Do’s (clear scans, correct matches, add VAT, etc.)

• Provide complete information from the start. Incomplete submissions often delay verification.

• Match your registration documents exactly - even small spelling differences (e.g., “Ltd.” vs. “Limited”) can trigger a review.

• Upload a Photo of an ID. Scans will not be accepted

  • Ensure all ID’s are:

    • Valid and not expired

    • Must be clear and in color

    • Full document (no cropping, marks, covering of information or blurs/reflections)

    • For Driving Licence or Residency card:

      • Provide both sides of IDs (front & back), even if one side seems blank.

• Use recent documents only:

  • Bank statements: issued within the last 3 months

  • Proof of address: issued within the last 12 months

• Ensure the bank account holder in the system matches the bank account holder on the statement

  • If the bank account is in a company’s name, make sure this matches

• Add phone numbers for your company and representative. Even though Payyo doesn’t offer phone support, this helps us reach you quickly if something needs clarification.

• For Swiss merchants, Include your VAT number if applicable. This ensures smoother tax handling.
  
  

❌ Don’ts (abbreviations, covered info, screenshots, etc.)

• Don’t submit documents with fingers, shadows, or glare covering information.

• Don’t use abbreviations in names (e.g., “J. Smith” instead of “John Smith”). Banks reject payments with mismatched names.
  Don’t upload screenshots or photos of a screen. Only original scans, PDFs, or clear photos of the physical document are accepted.

• Don’t rush the confirmation step - review all information carefully. Mistakes can delay approval and payouts.

• Don’t upload the same document in multiple fields (e.g., using a utility bill as both proof of address and proof of business). Each field requires a unique document.

  • A duplicated document will be rejected, regardless if it is valid.

Documents by Business Type

Individual/Sole Trader 

• Proof of Identity (Passport, Driver’s License, or National ID)

• Proof of Address (utility bill or government letter, <12 months)

• Bank Statement (<3 months)

• Sole trader or Tax ID (if applicable)

• VAT number (if required)

Registered Company 

• Proof of Identity (of representative and Owner/Shareholder/Executive)

• Proof of Business Registration

  • Screenshot from Registered Beneficial Ownership (RBO) website for incorporated entities only. Screenshot should contain a list of beneficial owners and company information. Examples:

    • Ireland - https://rbo.gov.ie/

    • UK -  https://find-and-update.company-information.service.gov.uk/

    • EU - https://e-justice.europa.eu/topics/registers-business-insolvency-land/business-registers-eu-countries_en

    • Switzerland - https://traderegistry.ch/tag/swiss-ubo-register/

  • Company incorporation documents / Proof of Registration (e.g. Articles of Association, Memorandum of Association)

  • Corporate / Company Filings with regulators (e.g. Annual returns, Change of Directors)

  • Audited Financial Statements (financial statements certified by a third party audit firm or law firm)

• Proof of Business Address - Ensure it matches the address in the business registration

• Bank Statement (<3 months)

• VAT number

• Declaration of Beneficial Ownership (if applicable)

• Letter of Authorization (if representative is not listed on registration docs)

Partnership/Non-Profit 

• Proof of identity is required for all legal representatives, beneficial owners, and each partner holding 25% or more. Acceptable documents include:

  • Passport (photo page)

  • National ID card (front & back)

  • Driving License (front and back)

• Proof of address (e.g., utility bill or bank statement, not older than 3 months)

• Shareholder Register or Partnership Agreement or Company Structure document

  • Must show company name, legal form, and registered address

  • This ensures transparency on ultimate beneficial ownership (UBO) as required by EU/Swiss regulations.

• Bank Statement (<3 months)