Request a mandate as a company or an organisation

In Suomi.fi e-Authorizations, as a company or an organisation, mandates for transactions can be requested by

the managing director or deputy managing director of a company
a person entitled to represent a company, association or other organisation alone
a member of the board of directors of a company entered in the trade register
a private trader
a person who has been granted the representative’s right to grant a mandate in Suomi.fi e-Authorizations.

The mandate request will only become a valid mandate after it has been approved by the party receiving it.

More information on acting on behalf of a company or an organisation

When you want to request a mandate for transactions on behalf of a company, association or other organisation in Suomi.fi e-Authorizations:

Go to Suomi.fi e-Authorizations.
Identify yourself with your personal banking IDs, mobile certificate, certificate card or the Finnish Authenticator application. Instructions for identification using different identification tokens
Select Company’s mandates as the service role.
Select the company, association or other organisation on whose behalf you want to request a mandate.
Select Request mandates.

There are four stages to requesting a mandate.

Step 1: Choice of parties

A company, association or other organisation acts as a assignee.

If the assignee has a Business ID, the name information is automatically retrieved from the Trade Register, the BIS or the Register of Associations.
If the assignee is a foreign company or a company that operates abroad without a Finnish business ID, its name information is retrieved from the mandate register. The information can only be found if at least one person has been granted the right to grant a mandate or the representative's right to grant a mandate by means of the mandate service provided by officials. Go to Authorisation with an application

The assignor is the party of whom you are requesting the right to act on behalf of.

When requesting a mandate from a person, you will need their last name, first name or preferred first name and personal identity code or foreigner’s user identifier (UID). The person to whom you are submitting the mandate request must be competent and aged 18 or over.
When you request a mandate from a company or organisation, you need the business ID or name of the company or organisation registered in Finland.

You can also request a mandate from a company or organisation that is not registered in Finland, if at least one mandate has previously been registered for the company using the mandate service provided by officials. To grant a mandate, you will need the VAT ID of the EU country or the national business ID of the country with which the previous mandate is registered.

Step 2: Choice of mandate themes

Familiarise yourself with mandate themes before requesting any mandates. Check also in the instructions of each service you are using to see which mandate themes are in use in them.

When requesting a mandate, select the mandate theme you wish from the list in Suomi.fi e-Authorizations. The list will include all the available mandate themes depending on whether you are requesting a mandate from a person or from a company or community.

You can browse the list or search for mandate themes using search words based on a name, description or theme category. Check from the description of the mandate theme what the company you represent can do on the assignor’s behalf with each mandate.

You can select numerous mandate themes at one time. You will have to select at least one mandate theme before you can go on.

If the mandate theme you have selected uses a mandate specifier, you can, if necessary and before moving on, restrict or target the mandate to apply to certain elements or subjects only. Only use the specifier when you have agreed on its use with the assignor, and you have received more detailed instructions on the e-service in which the mandate is to be used. The use of a specifier is not compulsory, and you may grant a mandate without one.

Step 3: Specifying the period of validity

A mandate must always have a start and end date.

You can specify a mandate’s period of validity by giving the relevant dates or you can select one that lasts 1, 5, 15, 20 or 25 years. The shortest period of validity for a mandate is one day and the longest is 25 years.

If the assignor is a person and their identifier is the foreigner’s user identifier (UID), the mandate will be valid for no more than 3 years.

Step 4: Submitting the mandate request

Check that the information in the mandate is correct.

The assignor is a person, company or organisation on behalf of which your company or organisation can act.
The assignee is the company or organisation on behalf of which you request mandates.
The mandate themes you have selected and the period of validity of the mandate are correct.

If you wish to change the details before the mandate request is submitted, you can go back over these steps.

When you submit a mandate request, the request is transferred to the recipient for validation through the Suomi.fi e-Authorisations.

If the recipient of the mandate request is a person and uses Suomi.fi Messages, the person will be notified of a new mandate request via Suomi.fi Messages.
If the recipient of a mandate request is a company or organisation that does not use Suomi.fi Messages, you will have to notify the recipient of the request yourself.

You can use a mandate specifier to limit or target a mandate to apply, for example, only to a certain property, a client company or its department. Each e-service that uses Suomi.fi e-Authorizations itself determines whether they use specifiers in their services.

Only use the specifier when you have agreed on its use with the assignor, and you have received more detailed instructions on the e-service in which the mandate is to be used. The use of a specifier is not compulsory, and you may grant a mandate without one. A mandate granted without a specifier does not restrict the scope of transactions that can be performed by the assignee (e.g., an individual accountant may act on behalf of all accounting firm's customers).

You can request several mandates for transactions at the same time. There are four options:

You can add several assignees to a mandate if you request a similar mandate from everyone.
On the different pages, you can select multiple parties from the list and then request new mandates from those selected.
You can import multiple mandate request details from a single CSV file.
You can place parties and mandate themes concerning previous mandates from different pages into the selection basket, and then move on to grant new mandates based on your selections.

Importing mandate requests from a CSV file

To import mandate information from a CSV file:

Select Request mandates.
Select Transfer mandates to be requested from the CVS file.
If necessary, download the example file from the end of the pop-up window.
Add your own file.
Check the mandate details by proceeding phase by phase to request the mandate.
If necessary, supplement, edit or delete information.
Validate the mandate requests.

More information: Suomi.fi e-Authorizations: instructions for importing and exporting a CSV file (PDF)

Using the selection basket

You can place either parties or individual mandate themes (or both) from different pages into the selection basket. You can then request mandates with the information you have selected.

To use the selection basket:

On any page, open Search and filters.
Begin use of the selection basket.
Set the filter for the list so that you can see the parties or mandates you want on the list.
Select the desired parties or mandates from the list and place them in the selection basket.
Go to another page to select additional parties or mandates and place them in the selection basket.
When the selection basket contains the information you want, go to request mandates with this information.

For more detailed instructions, go to the Examples of company mandates page.

You can see mandate requests sent on behalf of a company or organisation, when you have chosen Company’s mandates as the service role and

you have the right to represent a company or association alone
you are a member of the board of directors of a company entered in the Trade Register or a private entrepreneur
you have been given the representative's right to grant a mandate.

You will see mandate requests sent on behalf of a company or organisation on the Sent requests page if the assignor has not yet validated the mandate.

If the company or tax partnership must validate the mandate together, you will see the mandate request on the Sent requests page until one of the validators selected by the assignor has validated the mandate on their behalf. When this has been done, you will see the mandate request on the Mandates to be received page.

When you select an assignor, you will see a list of all requests sent to this assignor. Select a mandate request to see the details of a single mandate.

If there is a large number of mandate requests, you can

search for mandates requested from a certain person, company or organisation by name or identifier
search for mandates requested for certain mandate themes or with a certain specifier
limit the list based on the period of validity of the mandates
download all requests as a CSV file and view them in table format.

You can invalidate a mandate request if the recipient has not approved it yet. If the recipient has already validated the mandate, you can invalidate the mandate.

A mandate request can be invalidated by

a person entitled to authorise alone in Suomi.fi e-Authorizations
any member of the company’s board of directors or partner in a tax partnership
a private trader
a person with the representative's right to grant a mandate in the themes for which they have been given the representative's right to grant a mandate.

How to invalidate a mandate request:

Select one or more assignors on the Sent requests page. If you select one, you will see a list of all requests sent to this assignor. If you select more than one, you will see all the mandates of all selected assignors.
Select one or more mandate request from the list for invalidation.
Invalidate the selected mandate requests.

The recipient will not automatically be notified of the invalidation of a mandate request.

You can see all mandates granted to a company or an organisation on the Received mandates page when you have chosen Company’s mandates as the service role, and you have the right to authorise alone in Suomi.fi e-Authorizations based on register information.

Additionally

the members of the company's board of directors entered in the Trade Register see all the mandates received by the company
the person who has been granted the representative's right to grant a mandate may examine the mandates received by the company, association or other organisation regarding mandate themes to which they have been granted the right to grant a mandate.

Select a single mandate to see its details. If there is a large number of received mandates, you can

search for mandates received from a certain person, company or organisation by name or identifier
search for mandates received for certain mandate themes or with a certain specifier
limit the list based on the period of validity of the mandates
download all mandates as a CSV file and view them in table format.

Mandate status data:

Valid: The assignee can act on behalf of the assignor.
Not valid yet: The assignee can act on behalf of the assignor from the start date of the mandate.
Invalid: The assignee cannot act on behalf of the assignor because some of the details of the mandate have changed. Invalidate the invalid mandate and request a new mandate if necessary.
The mandate theme is not in use: The assignee may no longer be able to act on behalf of the assignor because the mandate theme used in the mandate is no longer used for new mandates. Check whether the mandate theme that is no longer in use can be used for acting on behalf of someone in the e-service you need. Request a new mandate if necessary.

The mandates granted in Suomi.fi e-Authorizations are valid for a period specified in connection with the granting.

A received mandate can be invalidated during its period of validity by

a person who has the right to represent the company or association granted the mandate alone in Suomi.fi e-Authorizations
any member of the board of directors in the company that has been granted the mandate
a person given the representative’s right to grant a mandate.

How to invalidate mandates:

Select one or more assignors on the Received mandates page. If you select one, you will see a list of all the mandates this assignor has given. If you select more than one, you will see all the mandates of all selected assignors.
Select one or more mandates from the list for invalidation.
Invalidate the mandates you have selected.

If you want to invalidate a large number of different mandates at one time, begin use of the selection basket. For more detailed instructions on invalidating a mandate using the selection basket, see the Examples of company mandates page.

The assignee will not automatically be informed that the mandate has been invalidated.

You will see the invalidated mandates on the Expired mandates page when you have chosen Company’s mandates as the service role.