The problem
You write under several hats. As a private individual for a rent reduction, as a freelancer for an NDA, as the managing director of a UG for a supplier payment reminder. Until now, you had to correct the letterhead by hand on every AI letter — or you simply had it wrong.
The result: a GmbH payment reminder with a private sender may well have no effect. An NDA with the wrong contracting party is legally worthless. And the client ends up at the law firm with the wrong authority to act.
What we built
We have cleanly separated login, person and public identity:
- Login — your email address (
auth.users). Always stays the same. - Profile — you as a person (
profiles). Language, settings, verifications. - Account identity — the sender you present to the outside world (
account_identities). As many as you like: private individual, sole trader, freelancer, GbR, OHG, KG, UG, GmbH, AG.
You select the active identity in the top right — like switching profiles.
Where the letterhead now applies automatically
- AI legal letters (payment reminder, objection, termination, response to a warning letter) — the sender block is rendered from the active identity, including the address, legal form and, where relevant, representation.
- Contract drafts and revisions — the contracting party "client" / "provider" pulls the company name, registered office and VAT ID from the identity.
- Stripe invoices — the
customer_detailsare passed through one-to-one from the identity. Eligible for input VAT, with the correct legal form. - Handover to a law firm — the specialist lawyer sees immediately in the handover letter whether the mandate was granted privately or as a GmbH — decisive for the power of attorney and the fee.
What we deliberately no longer read
The old profile fields profiles.full_name, street, company_name, tax_id are deprecated. For invoices, letterheads and handovers we read exclusively the active identity. This makes it technically impossible for a private letterhead to end up on a GmbH letter by mistake.
Why this matters
- Liability clarity. An NDA with you privately is something different from an NDA with the UG. The wrong hat can render a clause invalid.
- Input VAT. An invoice made out to "Max Müller" is worthless for tax purposes for the UG. An invoice to "Müller Consulting UG, VAT ID DE…" is cleanly deductible.
- Authority to act. On handover to a specialist lawyer, it is immediately visible whether you are instructing privately or on business — and whether you are authorised to sign at all.
How to switch
- Open Identities in the account menu and create, for example, "Müller Consulting UG".
- Select the active identity in the top right.
- From the moment you switch, all AI letters, contracts, invoices and handovers run under the chosen identity.
→ Manage identities: /app/settings?tab=identities · Invoice to the company: /news/rechnung-an-firma-ug-gmbh
