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Document management

Introduction​

Document management is crucial on Genkibo. Documents prove your company’s identity and legitimacy and are required to obtain validation for fundraising. All documents are encrypted and stored securely.

Why documents matter​

  1. Legal requirement: regulations require company verification.
  2. Investor trust: validated documents reassure investors.
  3. Audit prerequisite: your profile cannot be audited without the required documents.
  4. Invoice generation: transactions automatically generate invoices.

Opening document management​

  1. In the menu, click "Documents".
  2. The list of your uploaded documents appears with their status.

Uploading a document​

From the Documents section​

  1. Click "Add document" or "Upload".
  2. Select the document type from the list.
  3. Choose the file from your device.
  4. Add a description if needed.
  5. Click "Submit".

From Settings → Required documents​

  1. Go to Settings → "Required documents".
  2. The list of expected documents appears.
  3. Click the document to provide.
  4. Upload the corresponding file.

Accepted document types​

File formats​

  • PDF: recommended for official documents
  • JPG / JPEG: for document photos
  • PNG: for scanned images

Document types as needed​

TypeUse
Trade registerProof of legal existence
Articles of associationFounding document
Legal representative IDVerification of the legal representative
Proof of addressProof of location
Financial statementsCompany financial position
Business planPresentation of the project to finance
ContractContractual documents linked to offers
InvoicesFinancial documents generated by the platform

Document statuses​

StatusDescriptionAction required
PendingUploaded; under admin reviewWait
ApprovedValidated successfullyNone
RejectedRefusedRead the reason and upload a new file

Common rejection reasons​

When a document is rejected, the admin states the reason. The most frequent are:

  • Document is illegible or poor quality
  • Document is expired (e.g. expired ID)
  • Document does not match the requested type
  • Inconsistent information with the profile
  • Document is incomplete (missing page, etc.)

What to do if rejected?​

  1. Read the rejection reason carefully.
  2. Prepare a new compliant document.
  3. Upload the new file.
  4. It will return to "Pending" status.

Viewing an encrypted document​

Sensitive documents are stored in a secure, encrypted space. To view them:

  1. Go to the Documents section.
  2. Click the document to view.
  3. Click "View document" or open "Documents" → "Secure view".
  4. The document is decrypted and displayed securely.

Encryption ensures no one can access your documents without proper authorization, even if the system is accessed without authorization.

Deleting a document​

If you want to remove a document:

  1. Find it in the list.
  2. Click "Delete".
  3. Confirm deletion.

Caution: Deleting an approved document may invalidate your audit. Replace it if needed.

Automatically generated invoices​

The platform automatically generates PDF invoices for each transaction:

  • Payin invoices (funds received from investors)
  • Payout invoices (funds paid out)
  • Return invoices (repayments)

These invoices are available from the relevant section (e.g. "Returns" → "View invoice").

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