Accounting firms or other parties managing affairs on behalf of another: how to grant authorisations

If you manage the affairs of another person, a company or an organisation in the Incomes Register’s e-service, you will need authorisation to use the service.

The mandate for transactions, i.e. authorisation (e.g. “Reporting earnings payment data”), defines what you can do on behalf of your customer in the Incomes Register. In most cases, the customer authorises your company on the basis of the Business ID.

If necessary, you can also request authorisation from your customer. Authorisation requests can be submitted by employees who have been granted a representative’s right to grant mandates by the company.

For your employees to be able to use the authorisations your company has received, you must grant them a mandate to represent the company.

If you want an employee to be able to both use authorisations and submit requests for authorisations, you must grant them a representative’s right to grant a mandate in addition to the mandate to represent the company.

How to grant a mandate

Give authorisations inside your accounting firm

For employees to be able to use the authorisations granted by customers, they need to have a mandate to represent the accounting firm.

You may issue such a mandate if you are the managing director of the accounting firm or otherwise authorised to sign for the company.

Visit Suomi.fi to check who can grant authorisations on behalf of a company

Go to Suomi.fi and log in to the e-Authorisations service:

- Select “Company’s mandates” and the accounting firm on behalf of which you want to grant a mandate.
- Grant the employee a mandate to represent the company.
- At the same time, select the authorisations the employee will need to be able to manage the customer’s affairs (e.g. “Reporting earnings payment data”).
- If you want to limit which customers each of your employees can view in the Incomes Register’s e-service, add one or more customer IDs as specifiers to the mandate to represent. Read more about the mandate specifiers used in the Incomes Register.

Instructions on Suomi.fi: Examples of organisational mandates

Use the Incomes Register’s e-service

Your employees will now be able to use the Incomes Register’s e-service on behalf of the customer companies that have granted the accounting firm the authorisation to use the Incomes Register.

Sign in to the Incomes Register’s e-service using your personal Finnish online banking codes, a mobile certificate or a certificate card.

After logging in, select “Act on behalf of a company” or “Act on behalf of someone else”, depending on whether you want to manage the affairs of a company or a private individual.

If you don’t have the required authorisation, request it

You can request authorisations from your customers under e-Authorizations in Suomi.fi.

To do this, you will need a representative’s right to grant a mandate that can be granted by the managing director of the accounting firm or any other person authorised to sign for the company in Suomi.fi.

Determine what type of authorisation you will need.

- For example, with the “Reporting earnings payment data” authorisation, you will be able to report and view the customer’s earnings payment reports and request related transcripts.
- Read the descriptions of different authorisations to decide which authorisation you need

When you have been granted the representative’s right to grant a mandate, go to Suomi.fi and log in to the Suomi.fi e-Authorisations service:

- Select “Company’s mandates” and the accounting firm.
- Select “Request mandates” and enter the customer’s details and the authorisations you are requesting.
- Submit the request.

Instructions on Suomi.fi: How an organisation requests mandates

Ask the client to accept your authorisation request

Procedure to use when the customer has personal online banking codes, a mobile certificate or a certificate card

Ask the customer to log in to the Suomi.fi e-Authorizations service and accept the request there.

Please note that the person to accept the request depends on who has the right to sign for the customer company.

Instructions on Suomi.fi: Approving a mandate request as an organisation

Instructions on Suomi.fi: Approving a mandate request as a person

Procedure to use when the customer does not have any electronic means of identification

Ask the customer to visit a tax office and to take a passport, photo ID card, driving licence or some other identification with a photo with them.

Your client must be identifiable from the photo. Your client can accept the authorisation request at the tax office, but they must go there in person.

If one person goes to the tax office on all shareholders’, co-owners’, etc. behalf, he or she must also have:

a power of attorney showing that he or she has the right to sign on all the shareholders’ behalf (the power of attorney cannot be more than 6 months old)
photocopies of the passports or photo ID cards of all the shareholders who signed the power of attorney and who are not present at the tax office
if the authorisation concerns an estate of a deceased person and the estate has a Business ID, a photocopy of the list of parties to the estate.

Addresses and opening hours of tax offices

You can manage the client's Incomes Register matters online

When your request is accepted, Suomi.fi Authorizations will show your mandate.

You can now log in to the Incomes Register’s e-service to manage your customer’s Incomes Register affairs.

Page last updated 8/16/2023