Authorized Signers, Approvals & Filing Authorization Intake Checklist

Authorized Signers, Approvals & Filing Authorization Intake Checklist

MOST IMPORTANT AUTHORIZATION RULE

Payment, portal access, ownership, account access, and filing authority are not automatically the same thing.
A person may be able to:

  • Pay for a service
  • Access the Client Portal
  • Receive notices
  • Manage billing
  • Upload documents

without necessarily having authority to:

  • Sign a government filing
  • Change ownership
  • Dissolve the entity
  • Amend the company
  • Change Registered Agent
  • Approve a legal name change
  • Bind the company

Sia should keep these concepts separate.

BASIC AUTHORIZATION INTAKE CHECKLIST

Depending on the service, customers should generally be prepared to provide:

  • Exact Legal Entity Name
  • Entity type
  • Name of person authorizing the request
  • Role or title
  • Relationship to the entity
  • Contact information
  • Filing or service being authorized
  • Applicable governing-person information
  • Signature where required
  • Electronic consent where supported
  • Supporting authority information if requested
  • Required customer approval
  • Date of authorization

Additional information may be required depending on the filing.

ACCOUNT CONTACT

What is an account contact?

An account contact is someone SCILLAN communicates with regarding:

  • Orders
  • Service questions
  • Billing
  • Documents
  • Client Portal activity
  • General account matters

An account contact is not automatically an authorized signer.

PRIMARY CONTACT

What is the primary contact?

The primary contact is generally the main person SCILLAN communicates with for the customer or entity.
Being the primary contact does not automatically establish legal filing authority.

AUTHORIZED USER

What is an authorized user?

An authorized user may have permission to access part of the SCILLAN Client Portal or account.
Portal access does not automatically establish authority to sign government filings.

OWNER

Does an owner automatically have authority to sign every filing?

Not necessarily.
Authority can depend on:

  • Entity type
  • Management structure
  • Governing documents
  • Applicable filing
  • Internal approvals
  • Applicable law

Sia should not make a broad legal conclusion.

MEMBER

Can an LLC member sign?

Possibly.
Whether a member has authority may depend on the LLC's management structure and governing arrangements.

MANAGER

Can an LLC manager sign?

Possibly.
If the LLC is manager-managed, a manager may have authority for certain actions.
Sia should still follow the approved filing workflow.

OFFICER

Can a corporate officer sign?

Possibly, depending on the filing and officer's authority.

DIRECTOR

Can a director sign?

Possibly.
Sia should not assume that being a director automatically authorizes every filing.

EMPLOYEE

Can an employee sign for the company?

Only if appropriately authorized.
Employment status alone does not establish filing authority.

ADMINISTRATIVE ASSISTANT

Can my assistant submit the filing?

The assistant may be able to help with administrative steps where authorized.
That does not necessarily mean the assistant can legally sign or approve the filing.

ACCOUNTANT OR BOOKKEEPER

Can my accountant sign?

Possibly for certain matters if properly authorized, but Sia should not assume that accountant status creates corporate signing authority.

ATTORNEY

Can my attorney sign?

Possibly, depending on the filing and applicable authority.
SCILLAN should still follow required authorization procedures.

REGISTERED AGENT

Can the Registered Agent sign my company filing?

Registered Agent status alone does not automatically give authority to:

  • Amend the entity
  • Change ownership
  • Dissolve the company
  • Approve business decisions
  • Sign unrelated filings

PAYMENT DOES NOT EQUAL AUTHORIZATION

I paid for the service. Isn't that enough?

No.
Payment confirms the financial transaction.
It does not automatically satisfy all required:

  • Signatures
  • Approvals
  • Certifications
  • Filing authorizations

PORTAL ACCESS DOES NOT EQUAL AUTHORIZATION

I can log into the Client Portal. Can I approve anything?

Not automatically.
Portal access and legal authority are separate.

EMAIL REQUEST DOES NOT ALWAYS EQUAL FORMAL AUTHORIZATION

I emailed SCILLAN and told you to file it.

A general email may not satisfy the formal authorization or signature required for a particular filing.

SIGNATURE REQUIREMENTS

Will every service require a signature?

Not necessarily.
Requirements vary by service and filing.
Sia should not invent signature requirements.

ELECTRONIC SIGNATURES

Can I sign electronically?

Where permitted and supported by the approved SCILLAN workflow, electronic signatures may be used.

ELECTRONIC CONSENT

Electronic consent may allow the customer to authorize certain administrative actions or filing steps electronically.
The exact process depends on the service.

SCILLAN DOES NOT SIGN AS THE CUSTOMER

Can SCILLAN sign the filing for me?

SCILLAN should not sign as an owner, manager, officer, member, or authorized business representative unless an approved filing process specifically permits SCILLAN to act in an administrative capacity.
Sia should never invent signing authority.

FORMATION AUTHORIZATION

Who approves an LLC Formation filing?

The customer must provide the information and authorization needed for the applicable formation filing.
Sia should not choose the underlying ownership or management arrangements.

AMENDMENT AUTHORIZATION

Who can approve an Amendment Filing?

The person authorizing the amendment should have appropriate authority for the entity.
If authority is disputed, Sia should not decide.

REGISTERED AGENT CHANGE AUTHORIZATION

Who can authorize a Change of Registered Agent?

The applicable customer or entity representative must have appropriate authority.
Payment for Registered Agent service alone does not automatically satisfy filing authorization.

REINSTATEMENT AUTHORIZATION

Who can authorize a reinstatement?

The person should have appropriate authority to act for the entity.
If ownership or management control is disputed, escalate.

DISSOLUTION / TERMINATION AUTHORIZATION

Can one owner dissolve the company?

That depends on the entity, governing documents, ownership structure, and applicable law.
Sia should not determine this.

FOREIGN QUALIFICATION AUTHORIZATION

Who can authorize Foreign Qualification?

An appropriately authorized representative of the foreign entity should approve the filing.

DBA AUTHORIZATION

Who can authorize a DBA / Assumed Name Filing?

The appropriate applicant or authorized entity representative should provide the required authorization.

IRS BUSINESS UPDATE AUTHORIZATION

Who can authorize an IRS business update?

An appropriately authorized business representative should complete the applicable secure process.
Sensitive taxpayer information should not be provided through Sia.

ANNUAL COMPLIANCE AUTHORIZATION

Does Annual Verification automatically authorize filing?

No.
Annual Verification, filing preparation, authorization, submission, and government acceptance are separate steps.

OPERATING AGREEMENT APPROVAL

Who approves an Operating Agreement?

The appropriate parties to the LLC should review and sign the document as applicable.
SCILLAN should not decide whether a disputed member has authority.

MULTI-MEMBER LLC

Do all members have to approve a filing?

Possibly, depending on the action and governing documents.
Sia should not provide a legal conclusion.

MEMBER-MANAGED LLC

Can any member act?

Not necessarily.
Authority may depend on:

  • Governing documents
  • Internal approvals
  • Applicable law
  • Type of transaction

MANAGER-MANAGED LLC

Can a member sign if the LLC is manager-managed?

Possibly, but Sia should not assume so.

CORPORATION

Does every shareholder have filing authority?

No.
Ownership and corporate authority are different concepts.

BOARD APPROVAL

Does SCILLAN determine whether board approval is required?

No.
That is a governance/legal question.

PARTNERSHIP

Can any partner authorize a filing?

Authority may depend on the partnership structure and agreement.
Sia should not decide disputed authority.

SOLE OWNER

I'm the only owner. Can I sign?

Possibly.
Sia may proceed through the approved workflow but should not make unnecessary legal conclusions beyond the filing requirements.

OWNERSHIP DISPUTE

My partner says I don't have authority.

This is a legal dispute.
Sia should not determine who controls the entity.
Approved response:
“Because authority to act for the company is disputed, SCILLAN cannot determine who may legally approve the filing. Please consult a licensed attorney before proceeding.”

SIGNER DISPUTE

Two people both claim signing authority.

Do not process the request as routine.
Escalate.

AUTHORITY DOCUMENTATION

Can SCILLAN ask for proof of authority?

Yes, where necessary.
Possible supporting information may include:

  • Governing documents
  • Resolutions
  • Written consents
  • Existing company records
  • Other appropriate documentation

Sia should not invent documentation requirements but may explain that verification could be requested.

GOVERNING DOCUMENTS

Does SCILLAN interpret my Operating Agreement to decide who has authority?

No.
Legal interpretation should be handled by a licensed attorney.

RESOLUTIONS

Can a resolution establish authority?

A properly authorized resolution may document a business decision, but Sia should not determine its legal sufficiency in a disputed situation.

INTERNAL APPROVAL VS. GOVERNMENT SIGNATURE

A filing may involve both:

Internal Company Approval

Who has authority to approve the underlying business action.
and

Government Filing Signature

Who is permitted to sign or certify the filing.
These are related but not always identical.

AUTHORIZATION BEFORE SUBMISSION

SCILLAN should not submit a filing requiring customer authorization until the applicable approval or signature has been completed.

DRAFT DOES NOT MEAN AUTHORIZED

A filing may be:

  • Prepared
  • Drafted
  • Reviewed

without being authorized for submission.

APPROVED DOES NOT MEAN SUBMITTED

Customer approval and government submission are separate statuses.

SUBMITTED DOES NOT MEAN ACCEPTED

Government processing and acceptance follow submission.

WRONG PERSON SIGNED

What if someone without authority signed?

Contact SCILLAN Support immediately.
Do not automatically resubmit.
The appropriate corrective step depends on:

  • Filing status
  • Government agency
  • Type of filing
  • Nature of the authority issue

SIGNER NAME TYPO

The signer name is misspelled.

If the filing has not been submitted, contact SCILLAN so it can be corrected.
If submitted or accepted, a formal correction may be necessary.

SIGNATURE MISSING

Can SCILLAN submit without it?

No, if the filing requires that signature or authorization.
Urgency does not override a required signature.

BACKDATED AUTHORIZATION

Can SCILLAN backdate a signature or approval?

No.
Sia should not assist in creating false or misleading records.

FALSE AUTHORITY CLAIM

Can I say I'm the manager just to get the filing done?

No.
Customers should provide accurate information.
Sia should not assist with false statements.

AUTHORIZED CONTACT CHANGE

How do I change who SCILLAN communicates with?

A customer may request an account-contact update through the approved process.
This does not automatically change:

  • Ownership
  • Management
  • Government signers
  • Registered Agent
  • IRS responsible party

RESPONSIBLE PARTY VS. AUTHORIZED SIGNER

Is the IRS responsible party the same as the filing signer?

Not necessarily.
These are separate concepts.

REGISTERED AGENT VS. AUTHORIZED SIGNER

Is SCILLAN automatically authorized to sign because it is the Registered Agent?

No.

ACCOUNT OWNER VS. BUSINESS OWNER

Is the person who created the SCILLAN account legally the company owner?

Not necessarily.
Account creation does not prove ownership.

BILLING CONTACT VS. SIGNER

The person responsible for payment may be different from the authorized signer.

MULTIPLE ENTITIES

I manage several LLCs. Can the same person sign for all of them?

Possibly, if that person has proper authority for each entity.
Authority should not be assumed across separate companies.

PARENT AND SUBSIDIARY

Can the parent company automatically sign for the subsidiary?

Not automatically.
Parent ownership and subsidiary authority may involve separate governance rules.

HOLDING COMPANY STRUCTURE

Sia should not assume that a holding-company officer can sign for every subsidiary.

CLIENT PORTAL ACCESS ACROSS ENTITIES

A person with access to several entities in the portal may still have different levels of legal authority for each one.

BUSINESS SALE

The company was sold. Can the old owner still authorize filings?

That depends on the transaction and current authority.
Sia should not determine this.
Escalate if unclear.

DEATH OR INCAPACITY OF OWNER

The prior owner died. Who can sign now?

This may involve estate, succession, and governance law.
Refer to a licensed attorney.

MINOR OWNER

Can a minor sign business filings?

Sia should not answer broad legal-capacity questions.
Refer to appropriate legal counsel.

POWER OF ATTORNEY

Can someone act under a power of attorney?

Possibly.
The document and scope of authority may require legal review.
SCILLAN should not interpret a power of attorney through Sia.

AUTHORIZATION AND URGENT DEADLINES

I need this filed today but the signer is unavailable.

SCILLAN cannot bypass required authorization because of urgency.

TEXAS EXPRESS DOES NOT WAIVE AUTHORIZATION

Government expedited processing does not eliminate:

  • Signature requirements
  • Authorization
  • Supporting documents
  • Filing eligibility

CUSTOMER AUTHORIZATION CHECKLIST

Before a filing is submitted, confirm as applicable:

SIGNER INFORMATION CHECKLIST

Where signer information is required:

AUTHORIZATION STATUS DEFINITIONS

Awaiting Authorization

The filing is not yet approved for submission.

Authorized

The applicable customer approval has been completed.

Awaiting Signature

A required signature has not yet been completed.

Ready for Submission

Required information, authorization, and applicable processing steps are complete.

Submitted

The filing has been sent to the applicable agency.

AUTHORIZATION QUICK REFERENCE

Payment = Filing Authorization:
No
Portal Access = Signing Authority:
No
Ownership = Automatic Authority for Every Filing:
No
Registered Agent = Corporate Signer:
No
Employee = Automatic Signer:
No
SCILLAN Can Resolve Authority Disputes:
No
Urgency Waives Signature Requirements:
No
Electronic Signatures May Be Used:
Where supported
Disputed Authority:
Escalate / attorney review

COMMON CUSTOMER SCENARIOS

“I paid for the filing. Why are you asking me to approve it?”

Use:
“Payment and filing authorization are separate. SCILLAN must receive any required approval or signature before submitting the filing.”

“My assistant has portal access. Can she sign?”

Use:
“Portal access does not automatically establish government filing authority. The signer must have appropriate authority for the entity and filing.”

“I'm an owner. Can I sign?”

Use:
“Ownership may be relevant, but signing authority can depend on the entity structure, management arrangements, and filing involved. SCILLAN will follow the applicable authorization requirements.”

“My partner says I can't file this.”

Use:
“Because authority is disputed, SCILLAN cannot determine which party may legally act for the company. Please consult a licensed attorney before proceeding.”

“Can SCILLAN sign it for me?”

Use:
“SCILLAN cannot sign as the company's owner, member, manager, officer, or other business representative unless the applicable approved filing process specifically authorizes SCILLAN to act in an administrative capacity.”

“Can we skip the signature because it's urgent?”

Use:
“No. Priority or expedited processing does not waive required signatures, authorizations, or filing requirements.”

APPROVED AUTHORIZATION RESPONSE

Use:
“Before SCILLAN submits a filing, any required signer and filing authorization must be completed. Payment, account access, and portal permissions do not automatically establish authority to sign for the entity.”

APPROVED PORTAL-ACCESS RESPONSE

Use:
“Client Portal access is an administrative permission and does not automatically make someone an owner, manager, officer, or authorized government signer.”

APPROVED DISPUTED-AUTHORITY RESPONSE

Use:
“SCILLAN cannot decide disputed corporate authority through the administrative filing process. If two parties disagree about who may act for the company, please consult a licensed attorney.”

APPROVED EMPLOYEE RESPONSE

Use:
“An employee may assist with administrative tasks, but employment alone does not automatically authorize the employee to sign government filings. Appropriate authority must be confirmed.”

APPROVED REGISTERED-AGENT RESPONSE

Use:
“A Registered Agent receives applicable official notices and service of process. Registered Agent status does not automatically authorize SCILLAN to make business decisions or sign unrelated company filings.”

MOST IMPORTANT WORKFLOW

When Sia is asked:
“Who can sign this?”
Sia should determine:

1. What entity is involved?

Confirm the exact Legal Entity Name.

2. What filing is involved?

Formation, amendment, Registered Agent change, reinstatement, dissolution, IRS update, or another service?

3. Who is proposing to sign?

Owner, member, manager, officer, employee, accountant, attorney, or other person?

4. Is authority undisputed?

If no, escalate.

5. Does the filing workflow specify the required signer?

Follow the approved process.

If yes, refer to a licensed attorney.

7. Has authorization actually been completed?

Do not submit until required authorization is in place.
When authority is unclear:
Do not guess. Escalate.
Support:
support@scillan.com

IMPORTANT DISCLAIMER

This article provides general administrative information regarding SCILLAN's signer, approval, authorization, and filing-consent processes.
Signing authority may depend on entity structure, governing documents, internal approvals, applicable law, filing requirements, and other circumstances.
SCILLAN Business LLC provides administrative corporate services and does not provide legal, tax, accounting, financial, or investment advice.

Updated on: 09/23/2026

Was this article helpful?

Share your feedback

Cancel

Thank you!