operations
The 90-Day Roadmap: From Site Visit to Fully Operational in Sri Lanka
90 Days Is Achievable — With Parallel Execution
“How quickly can we get up and running in Sri Lanka?” is the question we hear most often from Chinese tech and gaming companies exploring offshore options.
The honest answer: a team of 10–30 people can go from first site visit to fully operational in 90 days — but only if you run the workstreams in parallel. The companies that take six months are the ones who wait for registration before starting recruitment, wait for recruitment before finding an office, and wait for the office before applying for visas.
The companies that hit 90 days treat it like a product launch: define the timeline, identify the dependencies, and run everything that can run concurrently.
This guide breaks the 90 days into four phases, with concrete actions, key milestones, and the traps that most commonly push timelines out.
The Four-Phase Overview
| Phase | Days | Primary Goal |
|---|---|---|
| 1: Site Visit and Decisions | D1–D15 | Validate the location, commit to structure, initiate legal prep |
| 2: Entity Registration and Visas | D16–D45 | Incorporate, open bank account, file visa applications |
| 3: Team and Office | D46–D75 | Recruit, fit out office, deploy systems |
| 4: Full Operations | D76–D90 | Onboard, train, launch business processes |
Phase 1 (D1–D15): Site Visit and Structural Decisions
What You’re Trying to Accomplish
Two weeks in-country should produce actionable decisions, not just impressions. Every day should have a defined output — a shortlisted office, a confirmed legal adviser, a documented understanding of the local talent market.
Day-by-Day Priorities
D1–D7: On the Ground
- Tour 3–5 office candidates across the target neighborhoods (Colombo 2/3/7/10 each have different profiles)
- Meet with at least two local HR or recruitment firms for a market rate briefing
- Interview 2–3 law firms or compliance service providers — not just one
- If possible, visit an existing offshore team in Colombo to get an unfiltered operational view
- Assess commute patterns, transport infrastructure, and the neighborhood ecosystem around each shortlisted office
D8–D15: Commit and Initiate
- Select your entity structure (see decision framework below)
- Confirm initial headcount plan and role mix
- Appoint a local legal adviser — sign an engagement letter
- Start collecting and notarizing shareholder/director identity documents (this is the most common delay point — see below)
- Lock a preliminary office shortlist to two candidates
The Three Structural Decisions That Drive Everything Else
Decision 1: Pvt Ltd vs BOI-Registered Entity
| Private Limited (Pvt Ltd) | BOI-Registered Entity | |
|---|---|---|
| Registration timeline | 2–4 weeks | 8–12 weeks |
| Corporate tax | 30% standard rate | Eligible for tax holidays (varies) |
| Minimum investment | Low | BOI minimum threshold applies |
| Best for | Fast launch, lean initial team | Long-term scale, tax optimization |
For teams wanting to be operational in 90 days, Pvt Ltd is the only viable path. BOI registration can follow once the entity is operational, if the business case justifies it.
Decision 2: Serviced Office vs Traditional Lease
A traditional lease with fit-out takes 4–8 weeks from signing to occupancy. Serviced and co-working spaces can be occupied within days. For an initial team of under 20, starting in serviced space and transitioning to a dedicated office at month 4–6 is a practical approach that keeps Day 90 achievable.
Decision 3: Foreign Assignee Visa Strategy
If one or more Chinese executives will be based in Colombo long-term, the visa process must start by Day 15 at the latest. Business visas cover short-term visits; Residence Visas for long-term stays take 4–8 weeks to process. Do not assume this can be sorted after registration.
Phase 2 (D16–D45): Entity Registration and Banking
Company Incorporation
Standard Pvt Ltd incorporation flow:
- Name reservation (D16–D18) — Submit proposed name to the Registrar of Companies (ROC); confirm availability
- Document preparation (D18–D25) — Draft Articles of Association; compile director/shareholder ID documents with notarization and apostille
- ROC submission (D25–D35) — File the full incorporation package; await the Certificate of Incorporation
- Post-registration registrations (D35–D45):
- IRD registration for corporate income tax and APIT employer withholding
- EPF employer registration with the Central Bank
- ETF employer registration with the ETF Board
The apostille bottleneck: Foreign directors and shareholders must provide notarized copies of passports and other identity documents, with apostille certification recognized under the Hague Convention. In China, this process — notary, Ministry of Foreign Affairs authentication, and in some cases embassy legalization — takes 3–4 weeks and cannot be expedited significantly. It must start before the site visit ends, not after.
Bank Account Opening
Open at minimum two accounts: a local LKR account for payroll and domestic expenses, and a USD account for receiving intercompany transfers from the parent.
Banks with foreign corporate client experience in Colombo include the Bank of China Colombo branch, Commercial Bank of Ceylon, and several international banks with local presence. Most banks require:
- Certificate of Incorporation
- Articles of Association
- Certified copies of director/shareholder passports
- Proof of registered address
- Business purpose declaration
- Initial deposit
Account opening typically takes 1–3 weeks, but KYC reviews for foreign-owned entities can extend this. Apply to two banks simultaneously to avoid single-bank delays becoming a critical path blocker.
Visa Applications (Foreign Assignees)
File all visa applications as early as possible in this phase:
| Visa Type | Suited For | Expected Processing Time |
|---|---|---|
| Multiple Entry Business Visa | Short-term visits, early-stage operation | 1–2 weeks |
| Residence Visa (non-BOI) | Long-term expat assignees | 4–8 weeks |
| BOI-endorsed Work Permit | Staff in BOI-registered entities | 6–10 weeks |
File at D20–D25. Do not wait until the office is ready — visa processing is independent of physical infrastructure.
Phase 3 (D46–D75): Recruiting and Office Readiness
Start Recruiting at D30, Not D46
This is the most important scheduling note in this entire guide. Job posting to signed offer to start date typically takes 6–8 weeks when you account for screening, interviewing, reference checks, offer negotiation, and notice period. If you start posting at D46, your team will not be ready at D90.
Start posting jobs at D30, in parallel with the registration process.
Building the Initial Team: A Recommended Structure
For a 20-person launch team:
| Role | Headcount | Priority |
|---|---|---|
| Local HR / Admin Manager | 1 | Highest — this person manages all subsequent local hiring |
| Team Lead / Operations Supervisor | 1–2 | High — builds your local management layer |
| Customer Service Agents | 8–12 | High — core delivery capacity |
| IT / Systems Support | 1–2 | Medium — ensure tech infrastructure runs |
| Finance / Payroll Admin | 1 | High — statutory compliance cannot slip |
Where to source candidates:
- Local job boards: TopJobs.lk, JobsNet.lk
- LinkedIn (strong penetration in professional and tech roles in Colombo)
- University career fairs (University of Colombo, University of Moratuwa for tech roles)
- Local recruitment agencies (for supervisor-and-above positions)
- Referral networks via your setup partner
On salary offers: Err slightly above the local midpoint for your initial cohort. The candidates who accept below-market offers in the first months tend to leave as soon as the market offers them the correction. A 10–15% premium over median for your first 20 hires costs less than the turnover and disruption of starting below market.
Office Fit-Out Timeline (Traditional Lease)
| Week | Actions |
|---|---|
| D46–D50 | Finalize design, sign fit-out contractor agreement |
| D50–D63 | Construction: partitioning, electrical, structured cabling |
| D63–D70 | Furniture delivery, IT hardware installation |
| D70–D75 | Systems testing, network validation, security access control |
Technology infrastructure essentials:
- Primary fiber internet (100 Mbps minimum) + 4G/5G failover
- VPN connection to parent company internal network
- UPS / backup power (Sri Lanka occasionally experiences power interruptions)
- VOIP and video conferencing aligned with parent company systems
- Endpoint management and device policy
- Access control (physical entry and IT system permissions)
Phase 4 (D76–D90): Launch and Full Operations
Onboarding Week 1 (D76–D82)
- Company overview: mission, values, operating model
- Role-specific training: process walkthroughs, system access
- Compliance training: data protection, information security, workplace conduct (non-negotiable for Day 1)
- Shadow / supervised practice runs before going live
Onboarding Week 2 (D83–D90)
- Supervised live operations with active feedback loops
- KPI and performance management framework communicated
- Establish the regular cadence with the parent company (daily standup, weekly review, etc.)
- First payroll run — confirm all mechanics work before the statutory deadlines arrive
Operational Cadences to Establish by D90
| Cadence | Frequency | Owner |
|---|---|---|
| Operational metrics report | Daily / weekly | Local supervisor |
| Monthly financials | Monthly | Local finance |
| EPF / ETF / APIT filing and payment | Monthly (by statutory deadline) | Local finance |
| Staff pulse survey | Quarterly | Local HR |
| Parent company alignment call | Bi-weekly | Team lead |
The Five Delays That Derail 90-Day Plans
1. Not starting the apostille process early enough
Identify this as your critical path item on Day 1 of the site visit. Three to four weeks of processing time in China cannot be compressed.
2. Sequential thinking: waiting for registration before recruiting
Registration and recruitment can run in parallel. The job posting does not require a registered company — it requires a clear brief and a decision to hire.
3. Underestimating bank account opening timelines
Apply to two banks at D30. One will move faster than the other; having a backup prevents the first bank’s KYC review from holding up your payroll launch.
4. Office fit-out overrun
Contractors in Colombo, as everywhere, run over. Build a two-week buffer into your fit-out schedule, and have a serviced office option as a backup if the primary space isn’t ready by D75.
5. First-month cash flow planning
The first payroll cycle requires: employee salaries, EPF/ETF employer contributions, APIT withholding remittance, and outstanding registration/legal fees. All of these may fall in the same 30-day window. Ensure the company bank account has at least three months of operating expenses funded before the team’s first day.
Key Milestones at a Glance
| Milestone | Target Day |
|---|---|
| Site visit complete, structure decided | D7–D10 |
| Apostille process initiated in China | D10 |
| Legal adviser engaged | D15 |
| Name reservation filed with ROC | D18 |
| Office shortlist down to one | D25 |
| Incorporation package submitted to ROC | D25–D28 |
| Recruiting launched (job postings live) | D30 |
| Office lease / serviced office agreement signed | D32 |
| Certificate of Incorporation received | D38–D42 |
| Bank accounts open and funded | D45–D50 |
| Tax and social security registrations complete | D45 |
| Key hires at offer-accepted stage | D50–D55 |
| Visa/residence permits approved for expat assignees | D55–D65 |
| Office IT infrastructure tested and live | D72–D75 |
| First employees onboarded | D76–D80 |
| Full team operational | D90 |
Final Thought
The 90-day timeline is real, but it requires treating the setup like a project — with an owner, a timeline, clear dependencies, and someone on the ground in Colombo who knows how to move things forward. Without that, what should take 90 days stretches to five or six months.
The companies that execute well at this stage build an offshore operation that feels like a real, high-functioning extension of their team. The ones that underinvest in the setup phase spend the following year patching problems that should have been designed away before Day 1.
MMD provides end-to-end offshore setup services in Sri Lanka — company registration, visa processing, recruitment support, office readiness, and ongoing operations management. If you’d like a customized 90-day execution plan for your specific team size and function, reach out directly on Telegram: @MMD_BPO
FAQ
- How long does company registration in Sri Lanka take?
- A standard Private Limited Company (Pvt Ltd) can be registered in 2–4 weeks if documents are in order. BOI-registered entities require a longer review period — budget 6–10 weeks. The main bottleneck for foreign founders is obtaining notarized and apostilled identity documents from their home country.
- Can we realistically hire a team of 20 within 90 days?
- Yes, for most CS and operations roles in Colombo, a 20-person initial team is achievable in 90 days — provided recruiting starts no later than Day 30. The Colombo talent market is active, and well-structured job postings attract candidates quickly.
- What is the single most common cause of delay?
- Underestimating the lead time for notarized and apostilled documents from China. This step is required for foreign directors and shareholders and can take 3–4 weeks domestically. It must be initiated before the site visit concludes, not after.
- Should we start with serviced office space or a traditional lease?
- For teams under 15 people, a serviced office lets you move in within days rather than weeks, avoiding the 4–6 week fit-out timeline of a traditional lease. A common approach is to launch in serviced space and transition to a dedicated office once the team stabilizes.