Create and edit many legal entities at once with One. Attach a spreadsheet or describe what you need in your own words, check every legal entity in one review table, and approve the changes in the chat.
Overview
Until now, each legal entity had to be created or edited one form at a time in Settings. With One you can:
- Create legal entities in bulk from a CSV or Excel file, or from a sentence such as “Create Brisa Hotels Bilbao SL in Spain”
- Edit legal entities in bulk, for example to change an address or a bank account in several legal entities, or with a sentence such as “Change the city of Brisa Hotels Madrid SL to Alcalá de Henares”
- Create and edit at the same time: One finds the legal entities that already exist by tax ID or name, and shows the current value next to every change
You can include up to 500 legal entities in one review. Nothing is saved until you approve it. This is available for every company with One, with nothing to enable. You need permission to manage legal entities in Settings.
Create and edit legal entities in bulk
- Open One
- Attach your spreadsheet with the legal entities (.xlsx, .xls, .ods or .csv, with a header row), or skip the file and describe what you need in your own words. For example:
- “Create these legal entities” (with the file attached). Any column names work
- “Create Brisa Hotels Bilbao SL in Spain”
- “Change the city of Brisa Hotels Madrid SL to Alcalá de Henares”
- One opens the Review your legal entities table. It shows:
- Legal entities to create: the new legal entities One will add to your company
- Legal entities to change: the legal entities your company already has, with the current value next to each new value
- If a row could match more than one of your legal entities, One asks you which one to change, or whether to create a new one
- Check the Status of each row. Rows marked Ready can be saved. Rows with an error show what is wrong, for example an invalid IBAN. If you change a row that had an error, it shows To check, and One checks it again when you ask to save
- Fix any value directly in the table, or click the bin icon to remove a row
- When everything looks right, ask One to save in the chat and approve
After saving, One confirms how many legal entities were created and updated. Contract types, payroll cycles and accounting finish setting up in the next few minutes. Click View legal entities, or go to Settings > Company details, to see them.
Information you can include: legal name, country, currency, tax ID, SIRET (French legal entities), address, IBAN, SWIFT/BIC and the legal representative's details.
What Factorial checks before you save
Factorial checks every row with the same rules as Settings before anything is saved. For example: a tax ID repeated in the file or already used in your company, an IBAN or SWIFT/BIC code that isn't valid, or a SIRET on a legal entity that isn't French. Each row with a problem says what is wrong.
If some rows still have errors when you save, One saves only the rows that are ready. Correct or remove the other rows in the table, then save again in the chat.
Tips and best practices
- Use the file you already have. You don't need to rename the columns
- Include the tax ID of each legal entity, so One can tell which ones already exist
- Fix small errors directly in the review table instead of editing and re-attaching the file
- Always review both sections of the table before you approve
Good to know
- The country of an existing legal entity can't be changed
- The legal name and tax ID of the main legal entity can't be changed
- One doesn't delete legal entities or move employees between them
- For your security, One doesn't write tax IDs, IBANs or legal representative IDs in the chat. You only see them in the review table
- PDF files and images can't be used. Use a spreadsheet instead
FAQ
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Which files can I attach?
Spreadsheets in .xlsx, .xls, .ods or .csv format, with a header row. Any column names work. PDF files and images can't be used.
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How many legal entities can I include at once?
Up to 500 in one review. For more, split the file.
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Does One save the legal entities immediately?
No. One first shows every legal entity it plans to create or change in a review table. Nothing is saved until you approve in the chat.
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How does One know if a legal entity already exists?
One looks for it by tax ID or name. Existing legal entities appear in the changes section, with the current value next to every change. If a row could match more than one legal entity, One asks you which one to change.
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What happens if some rows have errors?
Each row says what is wrong. You can correct or remove those rows in the table. If you save with errors left, One saves only the rows that are ready.
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Can I import contract custom fields with this?
No. This only creates and edits legal entities.
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Who can use it?
Users who can manage legal entities in Settings, in any company with One.
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Do I need to enable anything?
No. It's available for every company with One.