{"id":1915,"date":"2026-08-28T14:15:14","date_gmt":"2026-08-28T14:15:14","guid":{"rendered":"https:\/\/www.anydb.com\/blog\/?p=1915"},"modified":"2026-08-29T21:28:01","modified_gmt":"2026-08-29T21:28:01","slug":"how-to-verify-a-new-vendor-before-they-enter-your-supply-chain","status":"publish","type":"post","link":"https:\/\/www.anydb.com\/blog\/how-to-verify-a-new-vendor-before-they-enter-your-supply-chain\/","title":{"rendered":"How to Verify a New Vendor Before They Enter Your Supply Chain"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Most vendor onboarding processes are built around collecting information. Tax forms, insurance certificates, banking details, compliance declarations. The assumption is that if the paperwork is complete, the vendor is legitimate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">That assumption can create a gap that vendor fraud exploits.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Vendor-provided documents are evidence to verify, not verification itself. A fraudulent entity can provide convincing paperwork. Independent checks make it much harder for a false identity or inconsistent business information to survive the onboarding process. In many cases, the weakness in a compromised onboarding process is not a complete absence of controls. It is that the controls verified paperwork without independently verifying the entity behind it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">According to the Association of Certified Fraud Examiners, Certified Fraud Examiners estimate that organizations lose approximately 5% of their revenue to occupational fraud each year. Although this estimate covers occupational fraud broadly, vendor-related schemes are one part of the risk organizations need to manage, particularly when procurement and payment processes rely heavily on vendor-supplied information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Building a basic verification layer into onboarding can be straightforward, although the appropriate checks will vary by jurisdiction, industry, and vendor risk.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 1: Confirm the Legal Entity<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The first check is confirming the vendor is a registered legal entity in the jurisdiction they claim to operate from. This means independently checking the relevant public registry, not asking the vendor to provide their registration number and accepting it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In the United States, business registration is handled at the state level. Most states publish their registry databases online, and searching them is straightforward. An entity that cannot be found in the state they claim to be registered in, or whose registration details do not match what they have provided, warrants immediate follow-up before the relationship proceeds.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For UK vendors, Companies House provides free public access to company registration records including current status, directors, and filing history. For EU entities, national registries vary by country, but most are publicly accessible. A failed registry check should trigger investigation, not automatically produce a fraud finding. There may be a legitimate explanation. The point is to find out rather than assume.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 2: Verify Tax Identity Where Applicable<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">For US vendors, a federal tax ID can provide another layer of verification. An Employer Identification Number is issued by the IRS and is required for many business structures and tax situations, including corporations, partnerships, and businesses with employees. Some sole proprietors and other business types may not be required to have one, so the absence of an EIN is not by itself evidence that a vendor is illegitimate.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Where an EIN is provided, confirming that it corresponds to the entity being onboarded can help identify inconsistencies before payments begin. <a href=\"https:\/\/einsearch.com\/\">EINSearch<\/a>, a business verification platform specializing in EIN and TIN lookups, can help organizations compare tax identification information with the business name provided. Any mismatch should be investigated before the vendor is approved, although a discrepancy does not automatically indicate fraud.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For UK vendors, HMRC&#8217;s VAT number checker can confirm whether a VAT number is valid and returns the registered business name and address. The EU&#8217;s VIES system validates VAT numbers for EU member states and Northern Ireland, though a valid VIES result confirms VAT registration status rather than overall business legitimacy.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 3: Check Ownership and Control<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Confirming that a business exists is not the same as understanding who controls it. Depending on the risk level of the relationship, identifying beneficial owners, directors, parent companies, and controlling entities adds a layer of due diligence that registration checks alone do not provide.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This matters particularly for sanctions risk, conflicts of interest, and shell company arrangements. A vendor that checks out at the entity level may be controlled by a sanctioned individual or a related party that creates a conflict the surface-level check did not reveal. The depth of ownership verification appropriate will depend on the jurisdiction, the value of the relationship, and the sector in which the vendor operates.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In the UK, the Persons of Significant Control register on Companies House provides beneficial ownership information for most UK entities. Equivalent registers exist in many other jurisdictions under beneficial ownership disclosure frameworks.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 4: Cross-Check Names, Addresses and Payment Details<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Once registration and tax identity have been independently confirmed, cross-referencing the details the vendor has provided against those registries identifies inconsistencies worth exploring.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The business name on the invoice should correspond to the registered entity. Where a trading name differs from the legal name, documentation of that relationship should be on file. Address discrepancies should be explained and evidenced rather than assumed.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Payment account details warrant particular attention. The payment account should be attributable to the vendor or to a documented entity authorized to receive payment on its behalf. Businesses may legitimately use trading names, subsidiaries, treasury accounts, or payment processors, so a literal name match is not always required. What is required is a clear, documented line between the account and the approved vendor.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 5: Screen Against Sanctions and Relevant Watchlists<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Before completing onboarding, the entity and its principals should be screened against applicable sanctions lists. For organizations subject to US sanctions rules, OFAC&#8217;s Sanctions List Search covers the SDN list and other OFAC-administered lists. The appropriate screening scope depends on the organization&#8217;s jurisdiction, activities, and applicable sanctions requirements and should not be limited to the SDN list alone.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">UK organizations should screen against the UK Sanctions List, which is now the official source for all UK sanctions designations. EU entities should screen against the applicable EU consolidated sanctions list. Depending on the industry, jurisdiction, and transaction type, additional screening may also be required.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 6: Independently Verify Payment Instructions<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An approved vendor can still become a payment fraud risk after onboarding. Bank-detail change requests are one of the most commonly exploited vectors for mandate fraud.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Any request to change payment details should trigger independent verification through a contact already on file for the vendor, reached through a channel already established, not through the contact information contained in the change request itself. A phone number provided in an email requesting a bank change is not an independent verification. The number you already have on file is.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This step is often missing from vendor verification frameworks because it sits downstream of onboarding. Building it into the vendor management process as a standing control rather than a case-by-case judgment removes the human decision-making that fraud relies on.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Making Verification Part of Approval<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Verification works best embedded in the onboarding workflow rather than treated as an optional step that gets bypassed under time pressure. Gating vendor approval on completed verification creates both a control and an audit trail.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In a connected vendor management system like <a href=\"https:\/\/www.anydb.com\/anydb-for-vendor-management\/\">AnyDB<\/a>, verification results can be stored alongside the vendor&#8217;s registration details, tax information, ownership records, documents, approval history, and payment instructions. Automations can route discrepancies for additional review, prevent incomplete vendors from being approved, and schedule future re-verification based on the vendor&#8217;s risk level.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The documentation standard matters as much as the checks themselves. The vendor record should capture the source checked, the result, the reviewer, the date, any exception or discrepancy identified, how it was resolved, and when re-verification is due. A vendor file should tell you not only who was approved, but what was checked, when it was checked, and why the result was satisfactory. That is the standard that holds up when the process is scrutinized.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>What to Do When Something Doesn&#8217;t Match<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Not every discrepancy identified through verification indicates fraud. Businesses trade under names that differ from their registered name, operate through multiple entities, and have complex corporate structures that don&#8217;t resolve neatly against a single registry check.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A legitimate vendor should generally be able to explain material discrepancies and provide appropriate evidence of its identity. An inability or unwillingness to do so should trigger additional review rather than an automatic approval or rejection.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">A failed check should prompt investigation. The output of that investigation, not the initial check result alone, informs the decision.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Re-Verify Important Vendors Periodically<\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Business circumstances change after initial onboarding. Entities are restructured, acquired, dissolved, or sanctioned. Periodic re-verification of significant vendors, aligned with contract renewals or annual supplier reviews, maintains the integrity of the vendor master file over time.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The frequency and depth of re-verification should reflect the materiality and risk level of each vendor relationship. A high-value, long-standing supplier warrants more regular review than a low-risk, low-value one.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Vendor verification is not a one-time onboarding task. It is an ongoing element of supply chain risk management that compounds in value the more consistently it is applied.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<p class=\"wp-block-paragraph\"><em>This article is for informational purposes. Organizations should seek specialist advice appropriate to their specific vendor verification and compliance requirements.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"Building a basic verification layer into onboarding can be straightforward, although the appropriate checks will vary by jurisdiction, industry, and vendor risk.","protected":false},"author":5,"featured_media":1916,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[18],"tags":[],"class_list":["post-1915","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-data-security-compliance"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.6 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Verify a New Vendor Before They Enter Your Supply Chain<\/title>\n<meta name=\"description\" content=\"Understand what it takes to verify a new vendor option before they 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