05

DGTAX Handbook

Financial Statements and Company secretarial

Complete guide to preparing, approving, and filing financial statements, with integrated management of corporate compliance requirements at the Chamber of Commerce.

HANDBOOK 05

FINANCIAL STATEMENTS AND CORPORATE SECRETARIAL

Preparation and filing with the Chamber of Commerce

1. SERVICE DESCRIPTION

Our “Financial Statements and Corporate Secretarial” service encompasses all necessary activities for the preparation, approval, and filing of annual financial statements, alongside the management of related corporate compliance obligations with the Chamber of Commerce.

This essential process guarantees the company’s transparency, accounting accuracy, and regulatory compliance. Furthermore, it provides shareholders, supervisory bodies, and public authorities with a true and fair view of the firm’s economic and financial position.

DGTAX supports clients through every stage: from the drafting of statutory financial statements, the preparation of the Notes to the Financial Statements (Nota Integrativa) and the Management Report (Relazione sulla Gestione), to assistance with the convocation of the approval meeting and the electronic submission to the Register of Companies (Registro delle Imprese).

The service also includes comprehensive corporate secretarial management, such as updating corporate books, drafting meeting minutes, and assisting with mandatory corporate communications.parency in relations with both the payees and the Italian Revenue Agency.

2. ACTIVITIES

The service comprises a structured set of activities designed to ensure the accurate preparation and filing of the financial statements:

  • Collection and verification of year-end accounting balances;
  • Drafting of the statutory financial statements in XBRL format, in accordance with current regulations;
  • Preparation of the Notes to the Financial Statements, the Management Report, and the Report of the Supervisory Body (where applicable);
  • Preparation of the complete dossier for approval by the shareholders’ meeting;
  • Support in drafting and formalizing the minutes of the financial statement approval meeting;
  • Electronic filing of the financial statements and their related attachments with the competent Chamber of Commerce;
  • Updating of mandatory corporate books (shareholders’ register, minutes of shareholders’ meetings, minutes of the Board of Directors);
  • Assistance for any extraordinary corporate obligations (appointments, statutory amendments, changes of registered office or share capital).

DGTAX coordinates the entire process, ensuring that every document complies with accounting standards and legal deadlines.

3. REQUIREMENTS AND DEADLINES

The following are the standard deadlines for the financial statement process:

  • Financial Year-End: Generally, December 31st of each year;
  • Drafting of Financial Statement Project: Within 30 days of the financial year-end;
  • Approval by the Shareholders’ Meeting: Within 120 days of the year-end (180 days in specific cases);
  • Filing of Financial Statements with the Chamber of Commerce: Within 30 days of approval;
  • Updating of Corporate Books and Minutes: Concurrently with the financial statement approval.

Failure to meet these deadlines may result in monetary penalties levied against the company and its directors. DGTAX guarantees continuous monitoring to ensure punctual compliance with all statutory deadlines.

4. WHAT THE CUSTOMER SHOULD DO

The client must actively cooperate by undertaking the following:

  • Provide the complete and reconciled final accounting position (trial balance);
  • Transmit all necessary supporting documentation (contracts, inventory reports, internal schedules, and statements);
  • Share management decisions regarding the allocation of profit or coverage of loss;
  • Timely approve the draft financial statements and the text of the meeting minutes;
  • Communicate any corporate changes or statutory amendments that occurred during the year.

Active and punctual collaboration allows us to guarantee a smooth and risk-free filing process.

5. WHAT WE DO

DGTAX handles the complete drafting of the statutory financial statements and the preparation of all supporting documentation.

We perform the reclassification of accounts, verify the valuation criteria, and carry out the automated compilation of the XBRL schedules in accordance with Ministerial guidelines.

Our team prepares the dossiers to be submitted to the administrative and shareholder bodies, coordinates the digital signing of documents, and proceeds with the electronic filing at the Chamber of Commerce.

For the corporate secretarial component, we manage the drafting and preservation of minutes, the updating of corporate books, procedures for the appointment of corporate officers, and any required notification of changes.

We also provide a bilingual document portal (Italian/English) where the client can consult, approve, and digitally archive financial statements and corporate acts. This portal is fully compliant with Italian regulations and the GDPR.

6. Outputs PROVIDED

Our clients receive the following key documents and reports as part of the service:

  • Annual Financial Statements in XBRL and PDF format (English version available upon request);
  • Notes to the Financial Statements and Management Report (or Directors’ Report);
  • Shareholders’ Meeting Minutes and Approval Resolutions;
  • Electronic Filing Receipt from the Chamber of Commerce;
  • Updated Register of Shareholders and Corporate Officers (or Company Bodies);
  • Summary Report detailing completed corporate deadlines and compliance obligations.

All documents are made available in a digital format through the secure client portal in a private access area.

7. NOTES AND RECOMMENDATIONS

To ensure maximum efficiency in the closing process, it’s advisable to plan the collection of financial statement data in advance and maintain up-to-date accounting records throughout the year.

It is also recommended to verify any extraordinary transactions or corporate changes that may affect the structure of the financial statements or the compliance requirements with the Chamber of Commerce.

DGTAX offers continuous assistance for the management of corporate communications and updates, ensuring that every document filed accurately reflects the company’s situation.

8. REGULATORY REFERENCES AND USEFUL LINKS