Purpose of the onboarding protocol
Before accepting an engineering assignment, Systems Studio verifies the identity and legal status of the client, the authorization to request services for the project, and the billing information required for a valid offer, contract, and invoice.
Legal identification
Confirm whether the client is a private individual, company, association, public authority, or foreign entity.
Project authorization
Verify that the client is allowed to request engineering or design services for the property or project.
Contract protection
Define the scope, deliverables, payment terms, responsibilities, and limits of liability before work begins.
Onboarding process
The onboarding flow is divided into clear steps so that each project starts with verified information and a documented agreement.
Client profile creation
The client provides contact details, legal status, billing information, and project address.
Document upload and verification
Systems Studio verifies company data, authorization documents, project ownership, or mandate where applicable.
Scope and service selection
The requested service is defined: architectural design, MEP engineering, electricity, HVAC, technical consulting, or AI infrastructure.
Offer, contract, and payment validation
Work starts only after the offer or engagement letter is accepted and the required deposit or payment condition is fulfilled.
Documents for individual clients
For private clients, the requested information must remain proportional. Systems Studio only requests documents necessary for identification, project authorization, contract execution, invoicing, and fraud prevention.
| Required information / document | Purpose | Status |
|---|---|---|
| Full legal name | Contract and invoice identification | Required |
| Residential address | Contract, invoice, and legal notices | Required |
| Email address and phone number | Communication and project validation | Required |
| Project or property address | Technical study location and site coordination | Required |
| Proof of ownership or written authorization from the owner | Verification that the client may request services for the property | Required when applicable |
| Signed offer, service agreement, or engagement letter | Scope, price, liability, deliverables, and payment terms | Required |
| Identity verification | Fraud prevention or high-risk/high-value project verification | Optional / case-by-case |
Documents for company clients
For companies, Systems Studio verifies the legal existence of the entity, the identity of the representative, and the billing data needed for a valid commercial relationship.
| Required information / document | Purpose | Status |
|---|---|---|
| Official company name | Identification of the contracting party | Required |
| Enterprise number / company registration number | Verification through official company registers | Required |
| VAT number, if applicable | VAT treatment and invoicing | Required when applicable |
| Registered office address | Contract, invoice, and legal notices | Required |
| Project or site address | Technical study location and execution planning | Required |
| Contact person name, function, email, and phone | Operational communication and project follow-up | Required |
| Proof of signatory authority or company-domain validation | Verification that the person can legally order services | Required when needed |
| Purchase order or signed order confirmation | Payment control and internal company approval | Recommended / required for larger projects |
| UBO declaration | Additional due diligence for high-value, foreign, or risk-sensitive clients | Case-by-case |
Foreign companies and non-Belgian clients
For foreign clients, Systems Studio may require additional information to verify company existence, VAT status, signatory authority, and payment reliability.
EU companies
- Company registration extract from the national company register
- EU VAT number, where applicable
- Registered office address
- Proof of representative authority
- Signed engagement letter or service agreement
- Purchase order or advance payment for larger assignments
Non-EU companies
- Certificate of incorporation or equivalent company document
- Tax registration number, where applicable
- Proof of signatory authority
- Clear billing and payment details
- Advance payment before work starts
- Contract clause defining governing law and jurisdiction
Risk levels
The amount of verification depends on the type of client, contract value, project risk, and the reliability of the information provided.
Level 1
Standard private client. Basic identity, project address, signed offer, and deposit.
Level 2
Standard company. Company number, VAT number, CBE/company register check, representative details.
Level 3
High-value or foreign client. Signatory proof, stronger payment controls, and possible UBO declaration.
Level 4
Manual review or refusal. Inconsistent data, refusal to identify, suspicious payment, or illegal request.
When Systems Studio may refuse onboarding
Refusal or manual review triggers
- The client refuses basic legal identification.
- Company data does not match official registers.
- The representative cannot prove authorization.
- The client requests work for a property without ownership or mandate.
- The client refuses contract terms or payment validation.
- The client asks Systems Studio to falsify, backdate, or manipulate technical documents.
Work-start condition
Engineering work, technical studies, CAD/BIM production, calculations, site coordination, and deliverable preparation start only after onboarding approval, accepted scope, signed agreement, and payment validation where applicable.
This onboarding protocol is an operational guideline and does not replace legal advice. Requirements may vary depending on the type of project, client, jurisdiction, and contractual risk.