Entity Identity
Legal name, DBA, formation state, formation document reference, and current status so reviewers can confirm the entity's legal existence and standing.
A current profile reduces repetitive document requests, supports accurate legal review, and shortens transactional cycles by providing standardized entity details and evidence of authority. It also helps centralize risk controls for contracting and regulatory reporting.
A maintained profile minimizes repeated requests and centralizes authoritative information for both internal and external workflows.
Legal name, DBA, formation state, formation document reference, and current status so reviewers can confirm the entity's legal existence and standing.
Federal EIN, state tax IDs, payroll account numbers, and any backup withholding status that affect tax reporting and payer obligations.
Names, titles, specimen signatures, and resolution or board minutes authorizing signature authority so counterparties can accept executed documents.
Active business licenses, professional licenses, state registrations, and expiration dates required to lawfully perform regulated activities.
Policy types, limits, carrier contact information, and certificate references to verify financial responsibility and contractual insurance requirements.
Pending litigation, judgments, liens, UCC filings, or material claims that materially affect risk assessment or contract terms.
| Field | Configuration |
|---|---|
| Document upload | Require PDF or DOCX; set file size limit and accepted types. |
| Signer authentication | Use email + SMS code or stronger KBA for high-risk signers. |
| Conditional fields | Show additional fields when entity type or state requires them. |
| Retention policy | Automate storage duration and archival per legal requirements. |
Ensure the chosen platform supports your compliance needs and retention policies, and that it can export audit reports for legal review.
Update within 30 days of ownership or management changes
Conduct a full verification at least annually
Replace documents before license or bond expiration
Provide updated profile when opening accounts or changing signers
Confirm EIN and backup withholding status before year-end reporting