Indonesia Company Search and Verification: AHU, NIB, UBO, and Signer Checks

Verify the company through official records and source documents

Start with the legal-entity identity shown by the deed and AHU approval, then use the AHU company profile search to check the current corporate profile. Separately obtain and validate the NIB and licensed activities through OSS . A company number, NIB, tax number, deed number, and license number serve different functions; one cannot be used as proof that every other record is current or that a particular transaction is permitted. For the company search review, the immediate acceptance point is to confirm corporate identity against the documented legal entity, deed history, boards, and shareholders.

Match the exact legal name, registered address, establishment and amendment data, directors, commissioners, shareholders, UBO information, NIB, KBLI, project location, risk level, licenses, tax identity, bank account name, and person signing the transaction. Save the search date, official output, source URL, and any access limitation. If a public search does not reveal a field, request the underlying official document and verify it with the issuing system or professional responsible for the record. Within the company search review file, the responsible officer should preserve NIB, KBLI, location, risk, and licensing outputs as evidence for the decision to confirm operating scope.

Before releasing a deposit, founders can use independent AHU, OSS, tax, and bank document checks to test the provider's claimed progress against official evidence.

Validate the NIB against the live company and activity facts

A PDF headed NIB is not enough for an investment, contract, payment, lease, or supplier decision. Check that the company name and identifier match the deed and AHU record; the responsible persons and address are current; the relevant five-digit KBLI and project location appear; the risk level and scale fit the actual business; and every certificate, license, verification, or supporting permission required for that activity is active. A QR code or system result proves only what the source currently displays, not facts outside its scope. For the company search review, the immediate acceptance point is to match the transaction against the documented KBLI, location, risk, and scale.

Read the NIB within the risk-based system under Government Regulation 28 of 2025 and BKPM Regulation 5 of 2025 . Save the document and the supporting OSS outputs with the date and account used. Reconcile them to AHU, tax, premises, sector approvals, contracts, and the first planned transaction. Escalate mismatches before funds move; do not ask the counterparty merely to produce a newer screenshot. Within the company search review file, the responsible officer should preserve certificate, license, status, and conditions as evidence for the decision to confirm operational permission.

Keep beneficial ownership records aligned with real control

Indonesia's beneficial ownership framework under Presidential Regulation 13 of 2018 looks beyond the registered shareholder to the natural persons who ultimately own or control a company. A PT PMA should document direct and indirect percentages, voting or appointment rights, economic benefits, control through agreements, and the reasoning used for each identified UBO. The public-facing AHU beneficial owner search is a verification aid, not a substitute for the company's complete evidence file. For the company search review, the immediate acceptance point is to keep filings and KYC consistent against the documented dated trigger and cross-system update log.

Trigger a UBO review when shares, parent entities, trusts, control agreements, directors, funding arrangements, or group ownership change. Reconcile the AHU disclosure with the deed, shareholder register, organization chart, source-of-funds file, bank KYC, tax records, and transaction documents. If an institution applies a different threshold or asks for a broader control explanation, preserve that institution-specific analysis without overwriting the legal filing basis. Within the company search review file, the responsible officer should preserve direct and indirect percentage calculation as evidence for the decision to identify natural persons.

Trace signing power from the deed to the specific transaction

A director's title does not answer every authority question. Start with the Indonesian Company Law , the articles of association, current AHU record, shareholders' or board resolutions, reserved matters, transaction thresholds, joint-signature rules, conflicts, and any lender, license, or shareholder-agreement condition. Then identify the legal act: an ordinary contract, property commitment, financing, guarantee, bank instruction, employment action, notarial deed, tax filing, OSS declaration, or delegated power can require different evidence. For the company search review, the immediate acceptance point is to use current corporate evidence against the documented deed, AHU record, and reserved matters.

Prepare an authority certificate for material transactions that states the company, current directors, relevant constitutional clause, approval body, resolution date, signatory combination, financial limit, validity, and exclusions. Compare it with the counterparty's original or independently verified corporate documents. A specimen signature, business card, email, or possession of a company stamp is not enough. Where authority is delegated, inspect the power of attorney, authentication, substitution right, expiry, revocation, and whether the principal retained the power to grant it. Within the company search review file, the responsible officer should preserve board or shareholder resolution and limits as evidence for the decision to match the transaction.

Build an accepted shareholder and authority file

The filing team needs usable evidence for each shareholder, authorized signer, director, commissioner, address, and declared business activity. Foreign individuals typically provide passport and contact data, while foreign corporate shareholders need constitutional and authority records that identify the entity and the person empowered to sign. The accepting notary should confirm the exact document, legalization, apostille, translation, and validity requirements. For the company search review, the immediate acceptance point is to confirm the shareholder can subscribe against the documented charter, registry proof, and signer mandate.

Build a document register with issuer, document date, expiry or freshness rule, language, certification route, signatory, original location, and accepting institution. Indonesian company formation is processed through notarial and AHU business-entity services workflows, so a scan that looks complete to a provider may still require a different form or supporting authority. Resolve discrepancies in names, addresses, dates, and ownership before execution. Within the company search review file, the responsible officer should preserve pOA, legalization, and translation path as evidence for the decision to obtain notarial acceptance before signing.