Entity Index
List each legal entity with full legal name, jurisdiction of formation, tax ID, and registration numbers so that identity and filing obligations are unambiguous.
Maintaining a Business Group Structure centralizes corporate governance details, clarifies signatory authority, and supports accurate tax and regulatory filings such as consolidated returns and intercompany agreements. It also facilitates audits, M&A due diligence, and consistent contract execution across entities.
The Business Group Structure is used by multiple internal teams and external advisors who need an authoritative view of entity relationships and signing authority.
Regularly updated structure documents reduce risk and speed approvals for transactions, filings, and third-party onboarding.
List each legal entity with full legal name, jurisdiction of formation, tax ID, and registration numbers so that identity and filing obligations are unambiguous.
A clear ownership chart showing percentage holdings and parent-subsidiary chains to support consolidated reporting and control determinations.
Designated officers and authorized signers for each entity, with delegation limits, required board resolutions, and sample signature blocks.
Summaries and locations of key intercompany contracts, service agreements, and cost-allocation policies that determine internal obligations.
Record of state filings, foreign registrations, tax filings, and relevant filing deadlines or franchise tax responsibilities per jurisdiction.
Version history of structural changes, effective dates, approving resolutions, and attached supporting documentation for audit trails.
| Field | Configuration |
|---|---|
| Entity Index | Required, validated text field; auto-complete from master registry |
| Ownership Chart | Upload image/PDF; link to dynamic diagram storage |
| Signer Assignment | Role-based signer list with conditional fields per jurisdiction |
| Approval Route | Sequential approvals: Legal → Finance → Corporate Secretary |
Choose a platform that supports required authentication, audit trails, and secure storage for corporate records.
Ensure the platform can produce admissible evidence of signature events and integrates with your document repository and corporate systems.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | Yes, 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Varies |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
A private equity firm maintained a single consolidated ownership chart to support quarterly reporting
A multi-hospital system used a structure record to assign billing authority
Often delegated authority for group-wide contracts and legal commitments; signatures should be backed by a board resolution and recorded limits for dollar amounts or contract types.
Entity-level officers (CEO, CFO, Treasurer) typically have authority within prescribed limits; document any delegations and resale or contract-specific restrictions.
Conduct at least once per fiscal year to capture changes and board actions
State annual reports and franchise taxes vary; track each entity's due date
Coordinate entity-level and consolidated schedules before federal filing deadlines
Begin retention clock from effective date or filing date as appropriate
File changes with Secretary of State promptly after material corporate actions