Keep company registers and ASIC notices up to date
Keep each client company's officeholders and members, track the ASIC changes you need to notify, and work through each annual review.
- Company details
- Officeholders
- Members
- ASIC notices
- Annual review
For a company client, Billbook keeps the registers ASIC expects and lists every change you need to tell ASIC about, with its due date. ASIC is the Australian company regulator.
How do I set up a company?
- Open the company's ClientCompany secretarial.
- Under Details, choose Set up and enter what ASIC holds: the registration date, annual review date, company type and addresses.
- Under Officeholders, choose Appoint for each director and secretary.
- Under Shares & members, choose Add class, then Add member for each shareholder.
- Record their shares with Share change.
Loading an existing company? Tick ASIC already knows so no notices are raised for history.
Tick Special purpose company for a company whose only job is to be an SMSF trustee, as its ASIC fee is lower. The section only shows for company clients.
What does Billbook check on the registers?
The top of the section warns when something's off, like no director in office, a proprietary company without a director who lives in Australia, too few directors or no secretary for a public company, or a director with no director ID.
How do I record an officeholder?
When you appoint someone, add their Director ID, date and place of birth, residential address and whether you've had their consent. From the row's menu:
- Edit details: change their details. A new address for a current officeholder raises an ASIC notice.
- Record ceasing: when they resign or leave. This raises a notice too.
- Consent to act (PDF): a consent form for them to sign.
How do I record share changes?
- Choose Share change.
- Pick an issue, a transfer or a cancellation, and enter the shares, amounts paid and unpaid, and the certificate number.
- Save.
Billbook updates the register and the client's ownership, and raises an ASIC notice. Each issue or transfer in Share history has a Share certificate (PDF).
Entered one by mistake? Choose Remove (entered in error). You can't remove a change that later changes depend on, or one ASIC already knows about. Record a correcting change instead.
Where do ASIC notices come from?
Appointments, ceasings, address changes and share changes add a notice under ASIC notices automatically, with the form, what changed, the due date and any late fee. Once you've lodged it with ASIC, open its menu and choose Mark lodged, with the date and ASIC's document number if you have it. Choose Not needed if it doesn't apply, or Reopen to undo either.
Billbook doesn't lodge with ASIC for you. Lodge in ASIC's own system, then mark it lodged here.
How do I do the annual review?
- Under Annual review, start the review for that year's review date.
- Choose Record on Annual statement checked once you've checked ASIC's statement and fixed anything wrong.
- Record the review fee once it's paid.
- Record the Solvency resolution: Can pay its debts or not.
- Print the resolution from Resolution (PDF) if you need it signed.
A resolution that the company can't pay its debts, or none passed in time, means ASIC must be told. Choose Add Form 485 to raise that notice. No solvency resolution is needed if the company lodged a financial report with ASIC in the year before the review date.
How do I see every company at once?
Open ComplianceCompany secretarial. It counts Notices to lodge, overdue notices, Open annual reviews and Directors without an ID. Switch between the notices, the open reviews and the list of companies, and search by company name.
Registers (PDF) prints the company's details, officeholders, share classes, members and share history. You need the company secretarial permission for the PDFs, and the buttons only show if you have it. Staff have it by default.
Next
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Track obligations, due dates and the calendar
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