This article is available in English only. The French version is coming soon!
To set up your merchant account and begin accepting payments, you must complete the onboarding form hosted by Adyen. This form includes the required KYC (Know Your Customer) check to verify your identity and business information in compliance with financial regulations.
Follow the steps outlined in this article to complete your onboarding. After submission, the Amilia team will reach out to finalize your merchant account setup.
❗ Read this first - How it works
Have on hand your business registration, contact, and banking details
A signatory must complete the merchant onboarding form
Amilia will send you a KYC link to start the merchant onboarding form
Use the link to verify your contact info and receive a 6-digit code by text
Use the code to log in to the platform & select your business setup
Complete all 3 sections to set up your account
Afterwards, the Amilia team will contact you to go over next steps
Use the link to verify your contact info and log in
To access the onboarding platform, the signatory must use the link from Amilia to verify their contact information. This verification is required at each login.
Step 1 - Click the KYC link to verify your contact info
Step 1 - Click the KYC link to verify your contact info
Use the KYC link from Amilia to redirect to the hosted onboarding platform page. If it's expired, get a new one.
The first time you log in, enter the mobile number we have on file. Note that for future logins, you will need to provide the email address and mobile phone number we have on file. Have your mobile phone on hand.
Example of link
Step 2 - Verify your phone number & input the 6-digit code
Step 2 - Verify your phone number & input the 6-digit code
First, enter the CA or US area code and phone number provided during sign-up and click Verify phone number to receive a 6-digit code by text.
Next, enter the 6-digit verification code, and click Submit code to log in.
If you don't get the code or it expires, click Resend code.
If you don't receive the 6-digit code, contact us.
Step 3 - Select your business setup the first time you log in
Step 3 - Select your business setup the first time you log in
The first time you log in, select the description that best fits your business. This determines what details we'll need you to provide.
If your business is a partnership or association, select your legal arrangement.
After logging in, you will see the Overview page to set up your account.
You can edit your business setup before you start completing the form by clicking the ✏️ icon. If you've already begun completing the form and need to change the business setup, please reach out to your contact at Amilia.
Complete each section to set up your account
To complete your merchant onboarding, you must fill out all three sections on the Overview page. Each subsection must then show a ✔️ Verified status.
Sections | How to complete each section |
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If the session times out or you refresh your browser, use the original link to repeat the verification process. |
1. Business details & Decision-makers
Details required during the merchant onboarding vary by country and business type, so not all organizations see the same form.
You may notice fields in this article that don’t appear on your form—just focus on the sections relevant to your questionnaire.
👇 Click to expand the steps for each subsection you must complete 👇 |
Basic details
Basic details
- You will need -
If you're established in Canada or the United Sates:
Business legal name
If you're established in the US, you must also provide:
Employer Identification Number (EIN)
Business number and Business incorporation number (optional)
Tax document (if you have a tax ID)
1. First, verify the Country/region of establishment.
2. Next, verify your Business legal name (CA and US) as it appears on your government or legal forms. Click here for examples.
In the US, you must also provide your Employer Identification Number (EIN), and the state which the business is registered.
In the US, you may add your State registration number (optional). This field is the secretary of state registration number. You only need to complete this section if your business is registered with the state and has a different number than your federal tax ID (EIN). This typically applies to corporations and LLCs.
For Quebec clients, your NEQ can be inputted into the Business incorporation number (optional) field. The Business number field is meant for the Canada registration number. If you do not have one, you can enter your GST number.
3. Click Next.
Company structure
Company structure
1. Select the type of company that describes your business (private, public, non-profit or governmental organization).
2. Click Next. If unsure, click Finish later and return with the details.
Additional details
Additional details
- You will need -
If you're established in Canada or the United States:
Doing Business As (DBA) name (if applicable)
Registered business address
Principal place of business address
If you're established in CA, you must also provide:
Business incorporation number (optional)
Business number
❗ Missing details? Click Finish later and return once you have them.
1. Enter your Doing Business As (DBA) name, if applicable. This is the name your business operates under, if different from its legal name - for example, 'Sunshine Cafe' as a DBA for 'ABC Holdings LLC'.
In Canada, you must also enter your 9-digit Business number, and your Business incorporation number (optional). Click here for examples.
If you don't have a business number, check I don't have a Tax ID. If you're unsure whether a Business Number exists, click Finish later and confirm before selecting I don't have a Tax ID. Once selected, you won’t be able to add one later.
❗ These details are not required by partnerships and associations.
2. Enter your registered business address.
This is the physical address listed in your business registration or incorporation documents (where your business or registered agent receives legal and government correspondence). P.O. Boxes are not accepted.
3. Enter your principal place of business.
This is the main location (a physical office or operational facility) where your business operates, usually where your leadership team or key activities are based - not just where mail is received. It may differ from your registered business address.
4. Click Next. If unsure, click Finish later and return with the details.
Review Summary
Review Summary
1. Review the details you provided (Basic details, Company structure, and Additional details.
2. To edit, click the ✏️ icon to jump back to the relevant form field(s).
3. Click Submit when finished. You will be redirected to the Overview page.
Registration and/or tax document
Registration and/or tax document
- You will need -
An official document to verify your organization's details. This includes:
For a private company - Certificate of incorporation (CA and US), Certification of formation (US), Secretary of State filing (US)
For a non-profit - Articles or certificates of incorporation (CA and US), Board of director's meeting records of decisions (CA and US), Proof of charity registration (CA and US), Registration document from Secretary of State (US)
For a government agency - Statutory Act/Legal Charter (CA and US)
This document must meet Adyen's registration document requirements
1. From the Overview, you'll see that you can still add Business details. Therefore, click Add to return to the Business details so you can upload a document.
2. Upload a registration document.
This document must meet Adyen's registration document requirements
3. If no document is uploaded, click Finish later and return with the details.
4. After a registration document is uploaded, click Next to review the Summary once more and ✏️ edit if necessary.
5. Click Submit when finished.
Decision-makers
Decision-makers
Decision-makers required during the merchant onboarding vary by business type, so not all organizations must add the same decision-makers.
- You will need -
Each decision-maker's full name, as seen on their ID.
Each decision-maker's personal address and contact information.
❗ The person completing the form must be listed as a Signatory.
❗ ❗ This section is complete once all required decision-makers are verified.
1. To start, + Add decision-maker.
2. Next, select one or more roles the decision-maker holds.
3. Enter the decision-maker's first and last name, country/region of residence, date of birth, main email address, SSN/SIN main contact phone number, and job title. In the US If you do not have a SSN to provide, you will be prompted to upload an ID.
4. Click Next.
5. Now, provide the decision-maker's personal address. If unsure, click Finish later and return with the details.
6. Click Next.
7. Review the summary and click Submit.
8. When successful, you'll see the decision-maker added and verified.
You may add another decision-maker, or Save and go to overview.
In this example, the signatory is also the owner and controlling person.
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2. Payout bank accounts
A payout bank account is where funds from processed payments are deposited. After being held in your Amilia Payments balance account, they’re transferred via scheduled payouts (in CAD or USD) to your verified business-linked account.
- You will need -
Your online banking details OR A valid bank statement
Add at least one verified ✔️ payout bank account to receive deposits.
The account holder and bank account must be linked to the legal business.
👇 Click to expand the steps for your selected verification method 👇 |
Steps to verify via mobile banking app
Steps to verify via mobile banking app
Verification takes place through Plaid, a trusted partner that instantly verifies banking information. Here's how:
Choose the instant verification method, and click Next.
Enter your mobile phone number to receive a code by text.
Enter the code you receive by text to + Add new account.
Select from the list of available banking institutions.
If your banking institution isn't on the list, you will need to upload a bank statement instead.
Enter your online banking username and password.
You will see your bank's logo appear. Enter your client card number or username and password. Click Submit.
Select the account your to receive deposits.
When the bank account has been shared on Plaid, you will see the bank account appear on the 'Select account' page.
You may only choose one account at a time. Click Continue.
When successful, review the Summary and click Submit.
The bank account is added after it's been verified.
You may repeat the process to add more bank accounts,
but only one bank account can be used at a time for payouts.
Steps to upload a bank statement
Steps to upload a bank statement
To verify your payout bank account, you'll need to provide a bank document that confirms the account belongs to your organization. Here's how:
Enter your bank account details.
Fill out the required fields in the Bank account section. Make sure the format matches what's requested for your country.
In the US, you'll need the routing number and account number.
In CA, you'll need the transit, account, and institution number.
❗ The account must be in your organization's name. It can receive payouts in CAD or USD.
Click Next when finished.
You may click Finish later to save your progress and return later.
Upload a supporting bank document.
Under the Bank document section, upload a document that confirms your bank account details. The document must include:
Bank account must be in your company's name
Your full account number (routing + bank account number)
The bank logo, bank name, or bank-specific font
Dated in the last 12 months
- Bank document requirements -
Accepted formats: bank statement, deposit slip, screenshot of online banking, letter from your bank, and void check.
The document must contain:
- The account holder name (must match the legal name provided)
- The bank name and/or logo of the RIS
- The account number or IBAN
- A date of issuance that is less than 12 months before verification unless the document is a RIB (bank identity statement) or check
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3. Review & sign legal disclosures
Before activating your merchant account, a signatory from your organization must sign the services agreement and submit a PCI DSS compliance questionnaire based on how you process card payments.
📝 You must have at least one signatory in the Decision-makers section!
Sign services agreement
Sign services agreement
The Adyen for Platforms Terms & Conditions includes important legal terms around payment processing, refunds, liability, and more.
Only a signatory (in the Decision-makers section) may complete this step.
The signatory must review and sign the Payment Processing Terms online.
Once signed, the system will show a confirmation with the signer's name and the date (e.g., 'Signed on July 29, 2025 by John Smith').
PCI DSS questionnaire
PCI DSS questionnaire
To accept credit card payments through your SmartRec store, your organization must complete the PCI DSS (Payment Card Industry Data Security Standard) requirements. This ensures you're handling payment information in a secure and compliant way.
What you need to do
You'll be asked to complete a Self-Assessment Questionnaire (SAQ). The questions you need to review depend on how you accept card payments:
Ecommerce (SAQ A): Clients enter card details in your online checkout.
POS (Point of Sale): You use a terminal to accept in-person payments.
MOTO (Mail Order/Telephone Order): Admins enter card info manually on behalf of clients (e.g., over the phone).
You may be asked about...
How you collect and store cardholder data
Security measures in place (e.g., firewalls, encryption)
Who has access to payment information
Before you begin
Make sure you've added your Decision-makers (at least 1 signatory and 1 director) in the Overview section.
Only a signatory may review and submit the PCI questionnaire.
It's your responsibility to ensure your organization remains PCI DSS compliant.
Once submitted, a confirmation will say: ✔️ PCI signed successfully.
Glossary
Business incorporation number
Your business incorporation number is the official number assigned when your company was registered. It's typically found on your Certificate of Incorporation.
In Canada, this could be a federal or provincial number (e.g., 1234567 or BC1234567).
- In Quebec, use this field to enter your NEQ number.In the US, it’s assigned by the state (e.g., C1234567 in California or a file number in Delaware).
Business legal name
The official name of your business as registered with the government. It appears on legal documents such as your business registration, tax filings, and incorporation paperwork (e.g., ABC Holdings LLC, or Smith & Co Inc.).
Examples in Canada (CA) | Examples in the United States (US) |
Articles of incorporation, Business Registration Certificate, Master business license, federal registry (Corporations Canada), provincial business registry, etc., | Articles of incorporation, Certificate of Formation, business license, registration with Secretary of State, state business registry, etc., |
Business number (BN/EIN) or Tax ID
The business number is a 9-digit issued by the CRA (in Canada), and issued by the IRS (in the US). This is also known as a Tax ID.
In Canada, it's on the CRA registration documents or your CRA My Business Account.
-If you do not have a Canada registration number, your GST number can be entered.
In the US, it's on IRS documents, such as the EIN (Employer Identification Number) confirmation letter.
Place of Business
The physical location where a business carries out its main operations or conducts its core activities. This may include a storefront, office, warehouse, or any premises where business is regularly conducted.
For Canada and the U.S., this is often where employees work, goods or services are sold, or customers are served.
A business can have multiple places of business, but typically one principal place of business is designated for official use.
Registered Business Address
The official address provided to government authorities when registering the business. It is used for legal and tax correspondence and may differ from the operating location.
In Canada, this is the address registered with Corporations Canada or a provincial corporate registry.
In the U.S., it is the address listed with the Secretary of State in the state of incorporation or registration.
This address must be a physical location (not a P.O. box) and may belong to a registered agent or legal representative.
Signatory
A signatory is an individual authorized to act on behalf of a business in legal or financial matters. This person has the authority to:
Sign contracts and agreements
Open or manage bank accounts
Complete regulatory or compliance forms (e.g., KYC checks)
In Canada and the U.S., a signatory is typically an owner, director, officer, or someone granted signing authority by the business. Their name may appear in official corporate records or authorizing documents such as meeting minutes or a resolution.
State Registration Number
A State Registration Number is a unique identifier assigned to a business when it registers with a state-level government agency in the United States. It is often issued by the Secretary of State and confirms that the business is legally registered to operate in that state.
This number may also be referred to as:
Entity Number
File Number
Charter Number
It is typically required for legal, tax, and administrative purposes and may be found on the business’s formation documents, such as a Certificate of Incorporation or Certificate of Formation. Unlike a federal Employer Identification Number (EIN), the state registration number is specific to the state where the business is registered.
FAQ
1. How do Amilia and Adyen work together?
Amilia Payments is powered by Adyen, a global payment processor and licensed financial institution. While Amilia is your main point of contact, Adyen handles the movement of funds—including processing transactions, settling payouts, and storing payment information securely.
Here’s how the relationship works:
Amilia provides the software you use to manage your programs, participants, and payments. We handle your onboarding, support, and payout configuration.
Adyen operates in the background to process your payments and move funds to your bank account. They are also responsible for regulatory compliance, which is why you’re asked to complete a KYC (Know Your Customer) verification.
By working together, we’re able to offer a seamless payment experience that’s secure, fast, and built into your SmartRec platform.
2. What is the KYC process and why is it required?
As part of onboarding to Adyen for payment processing, you must complete a Know Your Customer (KYC) process.
In Canada, this is a standard requirement under the Proceeds of Crime (Money Laundering) and Terrorist Financing Act (PCMLTFA), enforced by FINTRAC (Financial Transactions and Reports Analysis Centre of Canada), which is the national financial intelligence unit.
In the United States, this is a standard requirement under U.S. banking and anti-money laundering regulations, including the USA PATRIOT Act, Bank Secrecy Act (BSA), and Customer Due Diligence (CDD) Rule issued by FinCEN (Financial Crimes Enforcement Network).
These laws require financial institutions and their partners (like Adyen) to collect and verify information about the Legal Entity (your organization) and the individuals who control or have significant responsibility for managing the entity, such as Controllers, Treasurers, CFOs, or other senior officials.
3. What is a KYC link, and how do I get one?
The KYC (Know Your Customer) link is a secure URL sent by Amilia that allows the designated signatory to access the hosted onboarding platform provided by Adyen.
This platform is where you’ll verify your identity and provide the required information for your merchant account setup.
The link is valid for 30 days and requires you to confirm your contact information (email and/or mobile number) each time you log in. Be sure to have your mobile phone nearby to receive the 6-digit verification code.
If your link has expired, contact the Amilia team member who originally sent it to you. If you're unsure who that is, reach out to your CSM or email support@amilia.com for help.
4. Why is personal information needed from individuals?
We are required by law to identify at least one individual with significant responsibility to control, manage, or direct the entity (e.g., Controller, CFO, Executive Director). This individual is referred to as the Authorized Representative or Controlling Person.
To help prevent financial crimes such as money laundering, terrorist financing, and fraud, we must collect:
• Full legal name
• Date of birth
• Home address
• A valid form of government-issued photo ID (e.g., driver’s license, passport)
Who receives and processes this information?
Personal and business information submitted during the onboarding process is:
• Securely collected via Adyen’s Hosted Onboarding Page (HOP)
• Used solely by Adyen to fulfill their regulatory obligations
• Not visible to Amilia (we never see personal ID or sensitive personal details)
Adyen is a licensed and regulated financial institution and follows strict security and data protection standards (including PCI-DSS and SOC 2 compliance). The information is not shared outside of Adyen and is used exclusively for identity verification purposes.
5. Why do I have to upload documents?
Adyen tries to verify your business based on the required verification information that you provide. However, in some cases, the automatic verification might fail. This could be due to incorrect data or the data cannot be verified.
In these cases, you may be asked to provide additional documents, such as a passport or a bank statement.
6. What is PLAID?
Plaid is a secure service that connects your bank account to apps like SmartRec. When you use Plaid, you log in with your online banking credentials so the system can verify your account and routing numbers—this helps link your bank account quickly and safely without needing to upload documents manually.
7. Who do I contact for help with the merchant onboarding form?
For questions, comments, or help with the merchant onboarding form (hosted on Adyen’s Balance platform), contact the Amilia team member who sent you the KYC link.
If you are unsure who that is, email us at support@amilia.com or start a chat.
8. Why aren't my answers saving on the form?
Your answers may not save if your session has timed out. This can happen if you:
Refresh the page
Click your browser’s back button
Stay inactive on the form for several minutes
If your session times out, you’ll need to use the KYC link emailed to you by Amilia to access the portal again. You’ll be prompted to verify your contact information and enter a new 6-digit code to log in.
* Last updated in August 2025