Neubase Onboarding

Welcome to Neubase. We’re excited to support you on your journey to launch and run your US company from anywhere around the globe.

This guide is your companion through the entire setup process: from forming your company to getting it fully operational with a bank account, payment processor, and ongoing compliance. It breaks down each step clearly so you’ll always know:

• What’s happening,
  
• Why it matters,
  
• What Neubase will take care of,
  
• And what you need to do.

Please keep in mind that we strive to take as much work off your shoulders as possible; however, it is impossible to do everything on your behalf. As an example, the bank will never let us open you an account. The laws require them to verify you, and you must do it yourself.

Even if you’re new to the US legal and tax environment, this PDF will give you the clarity and confidence to move forward with ease.

Our goal is to keep things professional but simple, so no legal jargon here unless it helps. And when there’s something important you need to act on, we’ll make it obvious.

Step-by-Step Timeline: From Incorporation to Operational Company

The process of setting up your US company follows a clear, proven sequence. Here’s a high-level overview of the journey you’re on:

1. Company Incorporation

We file for incorporation and your company is officially formed. From this point, it can sign contracts and operate as a legal entity.

2. Sign the SS-4 Form

You can generate the SS-4 form from the client portal. If you cannot handle it, we will prepare your SS-4 form. That’s the request for your company’s EIN (Employer Identification Number, which is the company’s tax number). You’ll review and sign it (ideally electronically).

3. EIN Application & Approval

We submit the EIN application to the IRS. Once approved, you’ll receive your EIN. the tax ID needed for banking and payments.

If you have no SSN or ITIN (which most people don’t) you need to wait for the EIN for 3-4 weeks. If you have SSN or ITIN, give the numbers to us and we’ll obtain it in a day.

4. Bank Account Opened & Activated

You apply with our support and open your business bank account. Once verified and activated, your company is officially operational. Keep in mind that you must provide sufficient documentation (we’ll help) and to verify your identity with the bank yourself. You also need to activate the bank account yourself. More on that later.

5. Stripe (If Needed)

For clients who plan to accept online payments via credit and debit cards, Stripe (or another processor) is linked to your bank account and activated. The process is similar to the one with the bank. It takes less than 24 hours.

6. Bookkeeping Setup

We help you onboard to your accounting software, so your financials are tracked from day one.

7. Ongoing Maintenance

Your company is now live. We’ll handle (with our help, if you choose):

• Annual reports
  
• Tax filings
  
• Bookkeeping (if you choose the adequate package)
  
• Any company changes (like member updates or address changes)
  

We’ll now walk you through each of these steps — what happens, what we do, what you do, and why each part matters.

1. Company Incorporation

This is the first step, where your US company is officially born.

What Neubase Does:

• We prepare and file your Articles of Organization with the Secretary of State
  
• We pay the state fees
  
• We prepare resolutions, resignations, and other paperwork
  

What You Need to Do:

Nothing at this stage. We take care of the entire filing process and prepare all necessary documents for you.

Why This Step Matters:

Once the company is incorporated, it becomes a legal entity. That means:

• It can enter into contracts and agreements
  
• It can apply for an EIN and open a US bank account
  
• It limits your personal liability in business dealings
  
• It gives your business legitimacy and structure
  

Documents You’ll Receive:

• Articles of Organization – proves your company is registered
  
• Operating Agreement – outlines the structure and rules of your LLC. You can generate it in the client portal.
  
• Decision for Capital Contribution – documents your funding of the company and helps you in sending money from your local bank account to the one in the United States
  
• Resignation of Organizer – transfers control to you as the founder
  

Each of these will be explained in detail in the next chapter.

2. The Legal Documents Explained

After incorporation, you’ll receive several documents that confirm your company’s existence and structure. Here’s what each document is, why it matters, and what you need to do with it.

Articles of Organization

What it is
The official filing that creates your LLC under state law. It’s submitted to the Secretary of State and includes basic company info like name, registered agent, and formation date.

Why it matters
This is your company’s birth certificate. It proves to banks, payment processors, and partners that your business exists legally.

What to do with it
Keep a copy for your records. You’ll need it to open a bank account and verify your business when requested.

Operating Agreement

What it is
An internal contract that outlines how your LLC is owned and managed. It defines roles, responsibilities, ownership percentages (if there’s more than one member), and other internal rules.

Why it matters
Even if you’re the only member, this document helps establish the company as a separate legal entity. It also helps with banking and investor trust.

What to do with it
Keep it signed and stored, just in case. You may be asked for it during due diligence or by your bank, although highly unlikely. In the case of multiple co-founders, this agreement regulates the relationships between you regarding your ownership of the company (how it makes decisions, how it distributes profits, etc.).

SS-4 Form

What it is
The application for your company’s Employer Identification Number (EIN), submitted to the IRS.

Why it matters
The EIN is your company’s tax ID. You’ll need it to open a US bank account, file taxes, and register for payment services.

What to do with it
Review and sign it if required. We’ll let you know when action is needed.

EIN Letter (CP 575)

What it is
The confirmation letter from the IRS that your company has been assigned an EIN.

Why it matters
Banks, Stripe, and other institutions may request this letter as proof of your tax registration.

What to do with it
Save a copy. You’ll need to provide it when opening a bank account or setting up online services. This is one of the most important documents you’ll ever have.

Decision for Capital Contribution

What it is
A formal record showing that the company has been funded by its owner(s), typically with a specific amount of money or assets.

Why it matters
It documents your investment into the company, which is important for internal records and legal clarity.

What to do with it
Keep a copy. You don’t need to submit it anywhere unless requested. In some countries, your local bank may ask for it when you try to deposit money from your personal account to your business bank account in the US.

Resignation of Organizer

What it is
A document where the person who filed the company (the organizer) steps aside and appoints you as the official manager or member. Not all registered agents issue it. 

Why it matters
It formally transfers control from the filing agent (Neubase) to you.

What to do with it
Store it with your company documents. It shows you are the rightful owner and operator of the business. It is highly unlikely that you will ever need it, unless you need to prove your ownership to someone.

3. EIN Filing

Once your company is incorporated, the next step is obtaining your Employer Identification Number (EIN). It is a tax ID issued by the IRS.

What Neubase Does

• Helps you generate the SS-4 form or prepares it on your behalf on your behalf
  
• Submits the EIN application to the IRS via fax
  
• Follow up until your EIN is issued
  
• Sends you the official IRS confirmation letter (CP 575) when received
  

What You Need to Do

• Sign the SS-4 form. The more you delay the signing, the more you’ll wait for the EIN.
  
• Wait while we handle the process (typically 15-20 business days)
  

Why This Step Matters

The EIN is your company’s federal tax identification number. It is essential for:

• Opening a US bank account
  
• Setting up payment processors (like Stripe)
  
• Filing tax returns
  
• Hiring employees (if applicable)
  

Until you receive your EIN, you cannot proceed with most financial steps.

Common Questions

• Do I need to contact the IRS myself?
  No. Neubase handles the full EIN application process for you.
• Can I speed up the process?
  No, there is no way to speed it up. The IRS does not offer expedited EIN processing for foreign applicants. We monitor the timeline closely and follow up if needed.
  

4. Bank Account Setup

With your EIN issued, your company can now apply for a US business bank account. This is the final step before your company becomes fully operational.

What Neubase Does

• Recommends trusted fintech banks and platforms suitable for international founders
  
• Fills out the bank account application for you or guides you through the application process via screen share
  
• Advises on required documentation and verification steps
  
• Assists if the bank asks for additional clarification
  

What You Need to Do

• Complete the bank’s application form (we’ll guide you)
  
• Upload identity and company documents (passport, EIN, Articles of Organization, etc.)
• Verify your identity
• Activate your account once approved — this step is often missed
• Notify us once the account is live. Please note that we have no access to your bank account. It is your account, not ours. That’s why the bank doesn’t notify us when the account is opened or activated, so you have to inform us.

Why This Step Matters

Your company becomes operational once the bank account is open and active. That means:

• You can receive payments from clients
  
• You can pay expenses and contractors
  
• You can link the account to payment processors like Stripe
  

Common Mistakes to Avoid

• Completing the bank application but forgetting to activate the account
  
• Not informing Neubase when the account is live, which delays the next steps
  
• Skipping verification within 30 days – your account won’t function until fully verified
  

From this moment on, we can help only with advice on how to keep your account open or to open more accounts.

If you have any questions about how to send money, how to add your team members to the app, and other technical questions related to your banking, you need to reach out to the bank’s customer support.

As we mentioned above, your bank account is yours, not ours. Now you have a relationship with the bank. We just help you set it up.

5. Stripe Setup (Optional)

If you plan to accept online payments from customers’ debit or credit cards (e.g., for SaaS, ecommerce, services), setting up a Stripe account is often the easiest and fastest route.

What Neubase Does

• Advises whether Stripe is suitable for your business model
  
• Provides guidance on how to sign up via screen share
  
• Assists in resolving Stripe onboarding issues if they arise
  

What You Need to Do

• Arrange a suitable time for applying over screen share or simply apply yourself in accordance to our instructions

Why This Step Matters

Stripe allows your US company to:

• Accept payments from clients worldwide
  
• Integrate easily with most e-commerce platforms and websites
  
• Get paid quickly and reliably in USD

Please note that you do not need Stripe to have your invoices paid. You need Stripe only for accepting card payments.

Important Notes

• You cannot apply until your EIN and bank account are both active
  
• Not every business model is accepted — reach out if you’re unsure
  

6. Bookkeeping Setup

Once your company is operational, it’s essential to track all financial activity accurately. Proper bookkeeping helps you stay compliant, understand your numbers, and file taxes without issues.

Some of our clients do not pay us to do their bookkeeping. If you are one of them, keep in mind that at the end of the year you’ll need to show us your financial statements, such as balance sheet, income statement, or profit/loss statement. Otherwise, we won’t be able to prepare your tax forms.

If you pay us to do your bookkeeping, here’s what you can expect:

What Neubase Does

• Guides you on choosing the right bookkeeping software
  
• Sets up your chart of accounts and connects key integrations
  
• Manages your books, prepares financial reports, and ensures you’re ready for tax season
  

What You Need to Do

• Sign up for a bookkeeping software. We recommend:
  
  • Puzzle.io – our preferred option. Modern, founder-friendly interface. Free and paid tiers.
    
  • Zoho Books – more robust free option for small companies, but more complex to use
    
    
• Give our team full access to the bookkeeping software so we can manage your finances (give the access to [email protected]). Here are the instructions for Zoho, and here are for Puzzle.
  
  
• Integrate your bank and other payment accounts to the accounting software
  
  
• Provide view-only access to your bank account, which lets us:
  • Review transactions
    
  • Download monthly bank statements
    
  • Ensure reconciliations are accurate

Why This Step Matters

Accurate bookkeeping is the foundation for:

• Compliant tax filings
  
• Financial clarity
  
• Avoiding penalties or surprises
  

It also helps you make smarter decisions and confidently present your numbers to partners, clients, or investors.

Common Issues to Avoid

• Forgetting to invite our team into the software (delays the setup)
  
• Not granting access to the bank account (prevents us from reconciling transactions)
  
• Mixing personal and business expenses (causes confusion and tax issues)
  

7. Company Maintenance

Your company is now live, but keeping it compliant and healthy requires a few ongoing tasks. Neubase is here to help you stay on top of them.

What Neubase Does on Your Behalf

• Annual state filings (required to keep your company in good standing)
  
• Federal tax filings and estimated tax calculations
  
• Bookkeeping and financial reports
  
• Paying due taxes, if applicable
  
• Company changes, such as:
  • Switching from single-member to multi-member
    
  • Updating ownership or management
    
  • Changing the company name or address
    

What You Need to Do

• Respond to any document or update requests we send
  
• Upload invoices or financial data if not synced automatically
  
• Notify us of any changes in your business structure or plans
  

Why This Step Matters

Keeping your company compliant avoids:

• Penalties from the IRS or state authorities
  
• Losing access to your bank or Stripe account
  
• Delays in securing funding, working with partners, or growing your business
  

You’re Not Alone

You can contact us at any time through the Neubase platform. We’re here to support your company at every stage, not just the beginning.

Are you planning a new activity? It may affect your tax status, so consult us first. 

You want to add a co-founder? There is some paperwork involved, so let’s talk about it.

You can call us just about anything related to your company.

Customer Support & Expectations

We’re here to support you throughout the journey — but to serve you best and maintain quality across all clients, we follow clear communication standards.

How to Contact Us

• Please communicate exclusively via the Neubase platform. This keeps all conversations organized and ensures nothing is missed.
  
• Avoid using phone messaging, email, or social media DMs. Those channels are not monitored for support as often as the support tickets in the portal.
• If you reach out to any of the Neubase owners with a customer support request, in virtually all cases they will forward the request to the support team.
• You may have access to us over the phone or email, but keep in mind that this is not our preferred method of communication.
  

Response Times

• We respond during European business hours, Monday to Friday
  
• We do not respond on weekends or late at night
  
• Most queries are addressed within 24–48 hours (often much faster)
  

Support Prioritization

• We handle multiple clients at the same time
  
• Requests are prioritized based on urgency and impact, not order received
  
• That said, we move efficiently and make sure no one is left behind
  

No Emergencies

• The issues we handle — company setup, banking, Stripe, compliance — are never urgent
  
• There’s no need to worry if something takes a day or two.
  
• We’ll guide you through everything with clarity and care
  

Thank you for trusting Neubase. We’re committed to helping your business grow, without stress or chaos.

Checklist: What You Need to Do

Use this checklist to stay on track and ensure your company setup moves smoothly from start to finish.

What Happens Next

You’re at the starting line, your company is being formed, and we’re handling the paperwork.

At this stage:

• Your Articles of Organization are being filed
  
• We’ll prepare your internal documents (Operating Agreement, Organizer Resignation, etc.)
  
• Once approved, we’ll move straight to applying for your EIN
  

While you wait, take a moment to read through this guide. It will walk you through every step ahead, what we’ll handle, what you’ll need to do, and what each part means for your business.

When your company is officially incorporated, we’ll notify you and help you proceed with confidence.

We’re glad to have you with us. Let’s build your business the right way.