Indonesia Company Verification Before Contracting: Corporate, Licence, and Bank Evidence

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 pre-contract company check, 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 pre-contract company check file, the responsible officer should preserve NIB, KBLI, location, risk, and licensing outputs as evidence for the decision to confirm operating scope.

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 pre-contract company check, 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 pre-contract company check file, the responsible officer should preserve certificate, license, status, and conditions as evidence for the decision to confirm operational permission.

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 pre-contract company check, the immediate acceptance point is to verify before commitment against the documented signer, joint rules, and power of attorney.

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 pre-contract company check file, the responsible officer should preserve deed, AHU record, and reserved matters as evidence for the decision to use current corporate evidence.

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.

Translate director authority into a bank-accepted mandate

Corporate authority and bank authority must be reconciled, not assumed. A bank can review the deed, AHU profile, board composition, resolutions, specimen signatures, UBOs, tax data, business purpose, and individual KYC before deciding who may open or operate the account. The current BCA corporate current-account requirements , for example, describe corporate representatives, powers of attorney, individual-customer data, and supporting documents; another bank may apply a different process. For the pre-contract company check, the immediate acceptance point is to identify accepted representatives against the documented current deed, AHU data, and board resolution.

Prepare a mandate matrix for account opening, transfers, beneficiaries, foreign exchange, loans, cards, cash-management platforms, token custody, limit changes, and closure. Compare single and joint signing, transaction limits, maker-checker roles, temporary powers, and revocation. The final bank forms and system setup should match the approved corporate resolution, and access should be tested before the company receives customer money or makes a material payment. Within the pre-contract company check file, the responsible officer should preserve signing rules, limits, maker-checker, and tokens as evidence for the decision to configure account access.

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 pre-contract company check, 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 pre-contract company check file, the responsible officer should preserve pOA, legalization, and translation path as evidence for the decision to obtain notarial acceptance before signing.