Xendit Registration Documents for Indonesian Merchants: Legal Entity and Business Evidence

Choose the applicant entity before collecting documents

Select the company that will actually contract with customers and receive the merchant service. Xendit’s account-creation documentation separates an account in Test Mode from an approved business able to transact live. An email-verified login is therefore a preparation milestone, not evidence that the merchant has passed review.

For an Indonesian PT PMA, use the Indonesian corporate checklist: Xendit expressly groups PT, CV and PMA together. Its registered Perseroan Perorangan route has different formation records. Do not select the foreign-entity route merely because a shareholder is foreign; that route concerns the applicant entity. Check the category against Xendit’s Indonesian entity list .

If the applicant company still needs to be formed, company formation in Indonesia is the upstream task. Keep that company’s issued records separate from the overseas parent’s documents; mixing the two can leave the reviewer unable to identify the applicant.

An unregistered individual is a separate case: Xendit’s Indonesia documentation limits individual applications to XP subaccounts. Do not assume a personal trading profile qualifies for the registered company route.

Foundations and cooperatives have separate categories: Xendit’s list adds TDY for foundations and a PSE certificate for cooperatives. A foreign-incorporated applicant has a home-country registry, incorporation and licence evidence route with passport and company tax records. Use the relevant recipient checklist; these category entries do not establish universal Indonesian licensing rules.

Assemble the Indonesian corporate records Xendit lists

For an Indonesian corporate merchant, Xendit lists the following legal documents; additional licences depend on business activity. The table reflects its published corporate checklist checked on October 20, 2026. The preparation notes help organize the pack rather than add mandatory documents.

A newly formed company without amendments may submit its establishment deed and Ministry evidence. A registered Perseroan Perorangan instead has an establishment statement and registration certificate. Establishment records may also be requested later for re-verification. These are entity-dependent alternatives , not interchangeable names for one certificate.

Xendit’s NIB guidance includes a document issue-date criterion of no more than five years. Treat that as a recipient-specific document check ; it does not establish a statutory five-year NIB expiry. If your issued file is older, resolve its acceptability with Xendit rather than changing its date or asserting that the registration has expired.

Legal existence, current authority and real business activity answer different questions. Keep the three evidence streams separate until you compare the information they share.

Prove who can submit and commit the merchant

The person completing onboarding must be empowered to act for the merchant. Xendit’s verification policy treats the authorized representative as the person entitled to submit business information and accept commitments. An employee who can operate the dashboard does not acquire that authority simply by having access.

Under the representative requirements , collect the requested personal, contact, nationality, residential-address and role information, together with valid identity evidence. Where the ID lacks a residential address, the stated additional proof must show the representative’s name and address and be a digital download. Where the person’s legal role does not establish authority, formal authorization is required; a letter from a legally authorized director is one listed example.

For preparation, write down who is applying, who grants authority and which record connects them. Check the scope of any authorization against onboarding and acceptance of the merchant terms. Do not copy a global board-resolution example into an Indonesian company file without checking that the company’s actual governance supports it.

Schedule the representative’s face verification as part of the submission handover. Xendit says the application does not reach final review until the scan and final submission are completed. Uploading files alone does not complete submission.

Connect the storefront to the business being verified

Business evidence should make the merchant’s actual products or services understandable. Xendit’s website and app criteria call for a live, accessible channel matching the business; they prefer a catalogue with a purchase flow and also recognize relevant company websites, business social-media or marketplace links. Mobile-app merchants should supply the store listing. A personal social profile is not an eligible business substitute.

Before upload, open the proposed link without being signed in. Check whether a reviewer can see what is sold, who sells it and how a customer proceeds. A working home page with empty product pages leaves an avoidable gap between the stated activity and the evidence.

Where the trading brand differs from the legal company name, prepare a short factual explanation linking the brand, channel and applicant. For a group website, identify which entity supplies the Indonesian customer. This is an editorial consistency recommendation, not a claim that Xendit requires a particular footer, disclaimer or website design.

Use the business activity you actually conduct when comparing the storefront with the application. A retail catalogue, an intermediary marketplace and a software subscription can tell different commercial stories. Escalate an unexplained difference rather than selecting a category merely because its document list looks shorter.

Use a five-field reconciliation sheet before upload

Create one working sheet before anyone uploads files. The sheet below is an internal preparation tool, not an additional Xendit form. Its purpose is to turn a vague “documents complete” message into specific comparisons and assigned corrections. Record the exact source file or URL, the person responsible and the date checked alongside each row.

Give every discrepancy a disposition: correct the dashboard entry, replace an incomplete copy, obtain the current source record, or request Xendit’s decision on a genuine policy ambiguity. Avoid “fixed” as a status without attaching the replacement or recording what changed. Otherwise a colleague may upload the obsolete copy from an earlier email thread.

For a director change, for example, a clear scan of the old appointment does not resolve the current-authority question. For a brand-name difference, replacing every legal name with the brand would create a new inconsistency. Correct the record that is wrong; preserve legitimate distinctions with a concise explanation.

The discipline used in organizing corporate records for bank review can support the company’s master file, but a bank pack and a Xendit submission have different recipients. Reuse current source records while following each recipient’s own fields and acceptance instructions.

Submit the pack and preserve the verification trail

Use the dashboard’s Verify Business route and supply the business, identity and proof-of-business information requested. Xendit’s submission instructions describe review followed by approval, a correction request or rejection. They also describe the approval email and access to live transactions; keep those outcomes distinct from the first account-registration email.

1. Freeze a dated submission index listing the applicant, uploaded filenames, public URLs and representative.
2. Complete the representative step and final submission; retain the dashboard status and confirmation received.
3. Assign one owner to monitor the registered email and dashboard for requests, deadlines and resubmission instructions.
4. Retain each requested correction, its replacement evidence and the later review outcome.

Xendit’s document-quality guidance excludes unreadable, obscured, incomplete, outdated or unrelated records. Check the file you will actually upload, not only the original in the company folder. A scan preview, page count and clear filename can expose a missing attachment before it becomes a follow-up request.

Release the Xendit document pack only after mismatches close

Submit when the selected entity route, current corporate records, representative authority and accessible business evidence support the same merchant. Close contradictory names, directors or activities first, then preserve one controlled submission set and a named follow-up owner.

Pause if the evidence belongs to another company, the representative cannot establish authority or the public channel describes a materially different business. Resolve the specific source record or obtain an applicant-specific answer from Xendit. A well-organized file makes the question clearer; approval remains Xendit’s decision.