Internal Launch Industries documentation. Do not share outside the team.
SOPs
Registered Agent
Service Setup (Internal)

Registered Agent Service Setup

What happens internally when a new client pays for Launch's Registered Agent service. This SOP covers the full handoff from "Stripe payment lands" to "client is on file with the WA Secretary of State with Launch listed as their Registered Agent."

Related SOPs: Onboarding RA Clients covers the client-facing communication and intake workflow. SOS Registration covers the actual WA SOS filing. This SOP is the connective tissue.

Service summary (what they're paying for)

The RA service is $150/year flat. That covers:

  • WA registered office address (Launch Industries, PO Box 16288, Seattle, WA 98116)
  • Same-day document scanning + encrypted email forwarding
  • Annual report reminders
  • License renewal reminders
  • Client portal access (when shipped)

It does NOT include:

  • New entity formation (separate Startup Support fee, ~$200 IRS + service fee)
  • DOR registration (bundled into Startup Support if engaged together)
  • Annual report filing (separate fee, billed when filed)
  • Statement of Change (separate fee, billed at cost + filing time)

Trigger: Stripe payment received

The setup workflow starts when Stripe notifies us of a successful $150 charge under the "Registered Agent — Annual" product. The webhook lands in Slack and ClickUp.

Setup procedure

Confirm payment + create ClickUp task

When the Stripe webhook fires:

  1. ClickUp auto-creates a task in the "Registered Agent — New Setup" list from the template (if the template is wired; otherwise create manually using the template's checklist below)
  2. Assign to whoever's on RA rotation that week (default: Monica)
  3. Set due date: 5 business days from payment (the SLA we promise)

Confirm we have intake info

The client should have submitted the intake form during purchase. Confirm we have:

  • Legal entity name (full, exact)
  • UBI if existing entity; or "new entity, please form" if not
  • EIN if existing
  • Principal office address (physical)
  • Mailing address
  • Member / officer names + emails + phone
  • Reason for switching — new business / switching from another RA / current RA quitting

If anything's missing, send the Intake Gap email template (in Gmail, label "RA · Intake Gap") and pause the workflow until we have it.

Decide the next move

Three common paths based on intake:

Client situationNext move
New entity, no SOS filing yetBundle with new SOS filing — see SOS Registration. Bill new-formation fee separately.
Existing entity, switching from another RAFile Statement of Change — the entity already exists at WA SOS; we're just updating the RA on record. $30 state fee, billed through.
Existing entity, already has Launch as RA from prior yearRenewal only. No filing. Confirm address on file is current; renew client portal access.

Send the consent + welcome email

While the SOS-side work is happening, send the client the RA Welcome email template (Gmail, "RA · Welcome"). The email includes:

  • Confirmation of the address they should use as Registered Agent on any filings
  • The mailing address for any postal mail going to the entity
  • The Launch RA service guarantees (response time SLAs, document forwarding cadence)
  • A request for them to sign the RA Consent letter (PDF template in Legal Drive (opens in a new tab)) — required for the SOS Statement of Change filing
  • Onboarding doc with their portal access (when portal ships)

File with WA SOS

Once we have signed consent:

  • New formation: file Certificate of Formation per SOS Registration SOP, listing Launch Industries as the RA
  • Existing entity, switching: file Statement of Change of Registered Agent (CCFS → entity → Amendments → Statement of Change). $30 state fee. Approval typically 2–5 business days.
  • No SOS filing needed: skip this step (renewal-only)

Confirm + close out

Once the WA SOS approves:

  1. Download the filed cert / Statement of Change confirmation PDF — save to Drive → Government → [Client Name]/RA Service/
  2. Update the client's Supabase record:
    • registered_agent_status = "active"
    • registered_agent_renewal_date = today + 365 days
    • wa_ubi = <ubi>
  3. Add the Annual Report due date to the client's compliance calendar (1 year from formation date, or as noted on the cert)
  4. Send the RA Confirmed email (Gmail, "RA · Confirmed") with a copy of the filing and the renewal date
  5. Mark ClickUp task complete

Set the recurring reminders

Add to the client's compliance calendar:

  • Annual Report due — 1 year from formation, then yearly
  • RA renewal due — same date as Annual Report typically; $150 invoice
  • City business license renewal — December 31 if Seattle; check city for others
  • WA DOR Annual Return — if assigned annual filing frequency; due April 15

The reminders fire 60 days, 30 days, and 7 days before due.

ClickUp template checklist (the task auto-generates from this)

☐ Stripe payment confirmed
☐ Intake info complete (entity name, UBI/no-UBI, addresses, members)
☐ Welcome email sent (RA · Welcome template)
☐ Consent letter signed by client
☐ Path decided: new formation / Statement of Change / renewal-only
☐ SOS filing submitted (link the filing receipt)
☐ SOS filing approved (link approved doc)
☐ Drive folder created for client + filing PDFs uploaded
☐ Supabase record updated (RA status, renewal date, UBI)
☐ Compliance calendar populated (Annual Report, RA renewal, BL renewal, DOR)
☐ Confirmation email sent (RA · Confirmed)
☐ Closeout: ClickUp task marked complete

SLA expectations

  • First response to client (intake confirmation): same business day
  • Welcome email sent: 1 business day
  • SOS filing submitted: 3 business days after consent received
  • Full setup complete (filing approved + everything captured): 5 to 10 business days from payment

If we're going to miss any of these, email the client proactively — never let them ask "where's my service?"

What can go wrong

  • Client name conflict at SOS — they picked an LLC name that's already taken. Pause and have them pick a new name; we re-file.
  • Member listed at SOS doesn't have signing authority — Statement of Change can only be filed by an authorized signer. Confirm before filing.
  • Old RA contests the change — rare, but if the prior RA refuses to acknowledge the switch, the client may need to send a formal notice. We provide a template.
  • Client lapses on renewal — automated reminders + 15 days past the renewal date we send a manual "service ending in 30 days" email, then formally resign as RA via a Statement of Change ($30) if no response in another 30.
⚠️

v1 draft. Verify the ClickUp template path and Gmail template names against current setup before relying on this verbatim. Last updated 2026-05-27.

OverviewOnboarding (Client-Facing)