How it works for your firm
Most firms are set up within a week. You add clients, they verify themselves online, and from then on their post and notifications come to you.
Getting started
What happens from the first call to the first notification.
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1
A call and a trial account
We talk through how you handle post and notifications today, then set up your firm with a few clients so you can try it properly before rolling it out.
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2
Add your clients
One at a time in the dashboard, by uploading a CSV, or through the API. You choose which adviser looks after each client.
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3
Clients verify and authorise
Each client gets an email, with your firm’s name on it if you like, asking them to verify their ID and sign the authorisation. For Spanish notifications they grant us representation through the Registro Electrónico de Apoderamientos. It takes them about five minutes.
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4
Clients switch their address
Each client gets their own reference at our address. For companies, updating the domicilio social or fiscal is work your firm can carry out and bill for as usual.
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5
We receive and collect
Paper post is scanned the day it arrives. Every working day we check each client’s Spanish notifications and open new ones as their representative.
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6
Your team gets it
Each item appears in the dashboard against the right client, is emailed to the responsible adviser if you’ve set that up, and is sent to your software by webhook.
What happens to a notification
An example: Hacienda issues a requerimiento to one of your SL clients on a Wednesday morning.
| 09:12 | The AEAT makes the notification available in the DEHú. |
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| 09:30 | Our daily check finds it. We open it as your client’s representative, so the 10-day window no longer matters and the response period starts today. |
| 09:31 | It appears in your dashboard under the client, with an English and Spanish summary, the response deadline and the PDF. |
| 09:31 | The responsible adviser gets an email, and your practice software receives a webhook. |
| Later | The adviser assigns it, replies to Hacienda and marks it handled. Every step is logged against the item. |
What your team sees
- All clients in one list, with new items and the next deadline for each
- Filters by client, sender, adviser, deadline and status
- Assignment, notes and a handled/not handled status on every item
- Access limited to each adviser’s own clients if you want
- A full log of who opened, downloaded or forwarded what
What your clients see
- An onboarding email and form, with your firm’s name if you like
- Their own login to read their post, if you choose to give them one
- Or nothing at all: you can keep everything inside your firm
- A simple way to ask for an original to be forwarded
Questions from partners
- Who is the contract with?
- With your firm. Your clients also accept our short terms for the address service when they verify, because the law requires us to know who we receive post for.
- We already hold apoderamientos for our clients. Does that matter?
- No. Your existing representation stays in place. Adding Hola Post as a representative for notifications doesn’t replace it, and you can keep checking portals yourself if you want to.
- Do clients have to use your address?
- Only for the paper post side. If a client only needs Spanish digital notifications collected, they can keep their own address.
- What happens when a client leaves our firm?
- You remove them in the dashboard. We forward any post that arrives for the next 30 days, then their authorisation ends.
- Is there a minimum term?
- No. Partner plans are monthly. There’s a minimum monthly invoice, shown on the pricing page.
- How is data protected?
- We act as your data processor under UK GDPR and the EU GDPR and sign a data processing agreement with your firm. Scans are encrypted and stored in the EU.
See if it fits your firm.
A 20-minute call is usually enough. We’ll look at how you handle clients’ post and notifications today, and set up a trial account with a few of your clients.
Book a call