Custom Software for Compliance and Governance in the UAE
Custom compliance software for UAE groups and corporate service providers - UBO registers, data protection, tax evidence and multi-entity control.
Why Compliance in the UAE Needs Purpose-Built Software
UAE compliance obligations are operational, not paperwork. UBO registers must be updated within 15 days of a change, data-subject requests answered to deadline, corporate tax and transfer-pricing evidence assembled, Emiratisation tracked, and e-invoicing readied. A policy document does not run any of these. Across a group of entities, spreadsheets stop being enough.
Obligations are operational
UBO updates, data-subject requests, tax evidence and Emiratisation are running jobs with deadlines, not documents that sit in a drawer. They need a system that does the work and keeps the clock.
Multi-entity multiplies the load
One entity is manageable by hand. A group, a family office or a corporate service provider running dozens of entities has that load multiplied, and no single current view of any of it.
Evidence is the deliverable
When a registrar, an auditor or a regulator asks, the firm has to show the obligation was met on time. Clean, current evidence is the point, and it is what manual working fails to produce.
How Much of Your Compliance Runs on Spreadsheets?
If you recognise more than a few of these, the manual load has outgrown the tools.
The Daily Reality of Running Compliance in the UAE
The recurring failures when compliance runs on goodwill and spreadsheets rather than a system.
UBO, shareholder and nominee registers fall behind as ownership changes, and the 15-day notification window passes before anyone updates the record.
Data-subject requests, filings and notifications each carry a clock, and across many entities a deadline slips before it is noticed.
The proof that an obligation was met on time sits across spreadsheets, inboxes and shared drives, so an audit becomes a reconstruction job.
Compliance data for dozens of entities lives in separate files, so no one holds a single, current picture of the group's position.
When a registrar, auditor or regulator asks, the firm assembles the answer by hand under pressure rather than exporting it from a live record.
A firm has the policies and the named contacts, and still runs the actual obligations on memory, because a document does not do the work.
Start with a Discovery Phase
Before any build, a Discovery Phase maps how your compliance runs today, across how many entities, and where the deadline risk and manual work sit. It produces a current-state map, a gap analysis, a recommended scope and a fixed-price proposal, for AED 42,000 for the complete Discovery Phase.
Four sides of UAE compliance, held as one system
Compliance for a UAE group is not one job, it is several running at once. A custom platform holds them together, each producing evidence as it runs. We build for what you actually carry, not a generic template.
Registers and records
Beneficial owner, shareholder and nominee registers per entity, kept current and registrar-ready.
Each entity's registers held together and kept current, so the full ownership picture is in one place.
A change starts the 15-day window, with the update and registrar notification tracked to the deadline.
A record of what changed, when, and when it was notified, so maintenance can be shown, not asserted.
Register data in the shape the licensing authority expects, so filing is an export rather than a rebuild.
Data protection
The operational side of the UAE PDPL, DIFC and ADGM regimes, run as workflow rather than policy.
A living record of processing, purposes, data and retention, kept current as the business changes.
Data-subject requests logged, verified and tracked to the statutory deadline across the systems that hold the data.
Incidents assessed and recorded with the clock, the decision and any notification captured.
Processor commitments, reviews and retention actions tracked on a schedule rather than by memory.
Tax and finance evidence
The finance-side records UAE corporate tax and VAT depend on, assembled as you go rather than at filing.
A VAT audit and evidence file kept current and reconciled to the ledger, ready for the FTA.
Related-party and transfer-pricing records held per entity for UAE corporate tax.
E-invoicing readiness across the group, aligned to the UAE rollout.
Evidence tied back to the ledger, so the numbers reconcile rather than being asserted.
Workforce and governance
Emiratisation tracking and the governance evidence a group needs to show it runs cleanly.
Emiratisation status tracked against MoHRE targets, visible before a deadline rather than after.
Policy and approval records held per entity, current and retrievable.
An audit trail across compliance actions, so the group can show how it ran.
Renewals and reviews on a schedule, not left to memory across many entities.
Built to Sit on Top of What You Already Run
Compliance software is only useful if it connects to where your data actually lives: your ledger, the government portals you file through, your HR and payroll, and your documents. We integrate rather than ask you to replace tools that work.
is the window to update a UBO register and notify the registrar after a change. Across many entities, a policy document does not keep that clock; a system does.
How Compliance Changes When It Runs on a System
The shift is not theoretical. Groups that move from spreadsheets to one platform describe a consistent change in how compliance actually runs day to day.
across every entity is what separates a calm UAE audit from a scramble. The firms that export clean, current evidence on the day it is asked for are the ones who built the system early.
How Each Role Feels the Change
Compliance touches several roles across a group. Custom software earns its place when it reduces friction for each one, not just the compliance team.
Company secretary
Every entity's registers current in one place, with the 15-day clock tracked rather than remembered.
Compliance and DPO
A living record and a real evidence trail, so compliance is something the group can show, not just claim.
Finance
Corporate tax and VAT evidence assembled as work happens, so filing is an export rather than a scramble.
Group and family office
One current picture of compliance across the whole portfolio, not dozens of spreadsheets.
Why a UAE Group Builds Rather Than Buys
Off-the-shelf compliance tools exist, and for a single entity with simple obligations they are often enough. The custom case appears when compliance stops being one clean job.
Standard Platforms
- Built for one company in one jurisdiction
- Rarely fit a group of many entities
- Gaps bridged back on spreadsheets
- Rented, and slow to change with the rules
Built for Your Group
- Holds the entities you actually have
- Connects to your ledger and the portals you file through
- Runs the specific obligations you carry
- Owned, and changes as the group and rules change
A clear word on what we build. We build software. We are not a law firm, a licensed compliance adviser, a data protection officer service, a registrar, an auditor, or a tax agent. We do not interpret the law for you, make filings, or decide questions of compliance. Those stay with you and your qualified advisers. What we build is the operational system that runs the work and produces the evidence, so that when your advisers, a registrar or a regulator need an answer, it is there and it is current.
We do not give compliance advice or make filings. We build the system that runs the work and holds the evidence, so your advisers and regulators get a current answer instead of a rebuilt one.
Common Compliance Problems in UAE Groups - and What Causes Them
Expand each problem to see the operational detail. These are the patterns we see across groups, family offices and corporate service providers in the UAE.
Registers drift out of date
When UBO, shareholder and nominee registers live in separate spreadsheets per entity, they fall behind as ownership changes. A share transfer or a change of a UBO's details starts a 15-day notification window, and across dozens of entities that window passes before anyone updates the record. The register is then wrong exactly when a registrar or auditor might look at it.
Deadlines are missed quietly
Data-subject requests, filings and notifications each carry their own clock. Handled across email and shared drives, with no single view of what is due, a deadline slips before it is noticed. The failure is rarely dramatic; it is a date that passed while everyone was busy with something else.
Evidence is scattered
The proof that an obligation was met on time, the change log, the notification, the request response, the breach assessment, sits across inboxes, spreadsheets and drives. When someone asks for it, the firm reconstructs the story from fragments rather than exporting it from one place, and reconstruction under pressure is where gaps appear.
Multi-entity spread
Compliance data for many entities held in separate files means no one holds a single, current picture of the group. A question as simple as which entities have a change pending, or which are overdue, cannot be answered without opening a dozen spreadsheets and hoping each is up to date.
Audit becomes a scramble
When a registrar, auditor or regulator asks, a firm on spreadsheets assembles the answer by hand, under time pressure, checking each entity in turn. A firm on a system exports it. The difference is not the quality of the underlying compliance; it is whether the evidence is held in a way that can be produced on demand.
Policy is not practice
Most firms have the policies and the named contacts. What they lack is the system that runs the obligations day to day. A policy states what should happen; it does not update a register, track a deadline, or log a breach. That operational gap, between having a policy and running it, is where risk quietly accumulates.
Twenty entities, each with registers, requests, tax evidence and deadlines, is a system. The line is crossed sooner than most groups think.
One View of Compliance Across the Group
Every platform is different. Here is an example of what a group compliance dashboard looks like.
How We Work with Compliance Clients
Same process across all verticals. The details are specific to compliance.
A Structured Path from First Conversation to Live Platform
We do not start with a quote. We start with a fixed-price Discovery Phase that maps your compliance, identifies the deadline risk, and produces a prioritised roadmap. You decide what happens next.
Discovery Phase
We map how compliance runs today across your entities, and where the manual work and deadline risk sit.
Scope and proposal
A current-state map, gap analysis, recommended scope and a fixed-price build, with no obligation to proceed.
Build and handover
We build the highest-risk area first, extend from there, and hand over a system your team owns.
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Read more →Frequently Asked Questions
How long does a compliance platform take to build?
It depends on scope and entity count. A Discovery Phase comes first and produces a fixed-price plan. Most groups start with the highest-risk area, registers or data protection, live within weeks of the build starting, then extend from there.
Does it replace our existing accounting or HR systems?
No. It sits on top of them and integrates. It draws on your ledger, your HR and payroll and the government portals you file through, rather than replacing tools that work. The integration approach is scoped during Discovery.
Is BY BANKS a law firm or a compliance adviser?
No. We are an independent software engineering company. We are not a law firm, a licensed compliance adviser, a DPO service, a registrar, an auditor, or a tax agent. We don't interpret the law, make filings, or decide compliance questions. We build the system that runs the work and holds the evidence; the judgements stay with you and your advisers.
Which obligations does the platform cover?
Whichever you carry. Common ones are UBO registers under Cabinet Decision 109/2023, data protection under the UAE PDPL, DIFC or ADGM regimes, corporate tax and transfer-pricing evidence, VAT and e-invoicing readiness, and Emiratisation. It's built to your group's actual obligations, not a fixed template.
We run many entities. Does it handle that?
Yes, and that's the main reason groups build. It holds all your entities in one system with one current view, so registers, requests, tax evidence and deadlines are tracked across the whole portfolio rather than in separate spreadsheets per entity.
Can our advisers and auditors access it?
Yes. Access can be granted to your corporate service provider, legal advisers or auditors at the level you choose, so they work from a clean, current record rather than a manual export. You control who sees what.
Does it handle DIFC and ADGM as well as the mainland?
Yes. A group with entities across the mainland, commercial free zones and the financial free zones can hold everything in one system. The specific obligations differ by jurisdiction, and the platform is configured to each, but the interpretation of which regime applies stays with your advisers.
Can we start with one area and add others later?
Yes, and most groups do. You start with the highest-risk area, register maintenance or data protection, prove it, then add tax evidence, Emiratisation or e-invoicing in sequence. The platform is built to extend rather than be replaced.
Does it produce the evidence for an audit or filing?
Yes. Producing clean, current evidence is the point. When a registrar, auditor or regulator asks, the answer is exported from a live record rather than rebuilt by hand. The system doesn't make the filing; it produces what you and your advisers file.
What does it cost?
A Discovery Phase is fixed at AED 42,000 and produces a current-state map, gap analysis, recommended scope and a fixed-price build proposal. Build cost varies by scope and entity count, so a bracket isn't published; Discovery gives you a fixed price with no obligation to proceed.
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Meydan Free Zone, Dubai, UAE
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