Your First Supplier Verification: What to Search, What to Pin, What the Results Mean

The first time you need to verify a supplier in Australia, the process can feel opaque. Which register do you check? What does an active ABN actually prove? And what do you do if something looks wrong? This guide walks through a first verification from start to finish.

Step 1: Search by name, ABN, or ACN

Start at the search bar. You can search by business name, ABN, ACN, state, or postcode. Gumshoe searches across 16.8 million ABN records and 3.4 million ASIC company records simultaneously. If you know the ABN, use it — it eliminates ambiguity. If you only have a name, type it in and look for matching entity types and registration states.

Results appear as a list inside the search card. Each result shows the entity name, ABN, entity type (company, trust, sole trader), and state of registration. Take a moment to confirm you have the right entity before proceeding — invoice fraud often relies on similarly-named entities.

Step 2: Pin the supplier

Click Add on the result you want to verify. It appears as a pinned bubble above the search. You can pin multiple suppliers and verify them together, or work through them one at a time. Pinning does not run any checks — it just holds the entity for verification.

Step 3: Select your checks

Below the search, you will see a row of check tiles. The eight free checks (ABN, GST, Web, WHOIS, Email, Address, Social, Trust) are included at no cost. Two premium checks — Phone Verify (A$2.00) and Street View (A$1.00) — are available as add-ons.

For a new supplier onboarding check, run all eight free checks. Add Phone Verify if the invoice value is significant or the supplier relationship is ongoing. Toggle the tiles you want, then hit Verify.

Step 4: Read the report

Results appear within seconds. Each check returns one of three outcomes:

• PASS — the check found what it expected and nothing concerning
• WARN — the check found something that warrants attention but is not conclusive
• FAIL — the check found a clear problem

The assurance score summarises the result as a percentage. Scores of 70% or above are displayed in green and indicate a supplier that passed verification. Scores between 40% and 69% are amber — proceed with caution and investigate the flagged checks. Scores below 40% are red and indicate significant risk that should be escalated before payment.

Click any tile to expand it and see the detail behind the result — WHOIS registration dates, insolvency register matches, email domain DNS records, and so on.

Step 5: Save the case

After verification, save the case to your dashboard. A saved case creates a permanent, timestamped audit trail of what was checked, when, and what result was returned. If a supplier is ever questioned — by an auditor, a fraud investigator, or your own finance team — the case record shows that due diligence was performed at a specific point in time.

Saved cases are searchable and exportable. You can add notes, flag cases for review, and share them with team members.

How to verify a supplier in Australia: the short version

Search by ABN or name → pin the supplier → select checks → verify → read the report → save the case. Eight checks run simultaneously against government registers and web signals in under ten seconds. The result is a structured, auditable record of what Gumshoe found — not a score from a black box, but an expandable report you can review and act on.

Uncommon Insights

When verifying a supplier in Australia, it's essential to understand that an active ABN does not necessarily prove the supplier's legitimacy. According to the ATO, an ABN is only a unique identifier for tax purposes and does not guarantee the entity's compliance with other regulatory requirements. Therefore, it's crucial to run additional checks, such as ASIC company records and credit checks, to gain a comprehensive understanding of the supplier's financial stability and regulatory compliance.

Under the Corporations Act 2001 (Cth), specifically section 588G, companies are required to maintain accurate and up-to-date records. When verifying a supplier, it's essential to check for any discrepancies in their records, such as inconsistent or outdated information. This can be done by running checks on their ASIC company records, which can help identify potential red flags, such as deregistration or insolvency.

ASIC's enforcement patterns suggest that they are increasingly focusing on combating invoice fraud and phoenix activity. As a result, it's essential for CFOs and accountants to be vigilant when verifying suppliers and to report any suspicious activity to ASIC. By doing so, they can help prevent financial losses and contribute to a more transparent and compliant business environment.

The ATO's Taxation Administration Act 1953 (Cth) requires entities to provide accurate and complete information when applying for an ABN. However, some suppliers may intentionally provide false or misleading information to obtain an ABN. When verifying a supplier, it's essential to check for any inconsistencies in their ABN registration, such as mismatched entity types or registration states. This can help identify potential risks and prevent financial losses due to invoice fraud or other malicious activities.