When initiating a new credit application, use the search bar to look up the applicant company. You can search by company name or registration number. Make sure the Company tab is selected (not Person) and the correct country is set.

APPLICATION INITIATION — COMPANY SEARCH

ⓘ Tip: Searching by registration number returns more accurate results than searching by name, especially if the company name has slight spelling variations.

If the applicant company does not appear in the search results, the Can’t find it? Add it now button will appear at the bottom right of the search panel. Click this button to proceed with manually adding the company.

NO RESULTS — ADD IT NOW BUTTON

⚠ Note: Before adding a new company, double-check your search. The company may exist under a slightly different name or registration number format. Duplicates can cause processing delays.

You will be redirected to the Subject Details screen. Complete all required fields for the applicant company:

SUBJECT DETAILS — FORM SCREEN

ⓘ Tip: Provide all available company details upfront. Incomplete information at this stage can delay Subject Assignment, which can take up to 24 hours. Set this expectation with the applicant early.

Once all details have been completed, the final screen will prompt you to confirm the submission. Review the information and click Submit to proceed. Once submitted:

• The company will be mapped and the application will automatically move to the next stage
• The application will be sent to the applicant for completion
• You can track progress in Workflow Overview

CONFIRM & SUBMIT

ⓘ Tip: After submission, monitor the application stage in Workflow Overview. If the applicant does not receive their completion link, verify their email address and resend from the Confirmed Subject Details stage.

When a company is added manually using the Can’t find it? Add it now route, the application will enter the Bureau Confirming Company Details stage (also known as Confirm Subject Details in the system). This is an optional, automated stage managed by Trade Shield — no action is required from you or the applicant.

During this stage, Inoxico (Trade Shield’s bureau data provider) works to locate, verify, and map the company you submitted to their database. This stage is most commonly triggered for entities that are not standard CIPC-registered companies, including:

What to expect during this stage:

WORKFLOW OVERVIEW — BUREAU CONFIRMING COMPANY DETAILS STAGE

⚠ Note: This stage only appears when a company was added manually via Can’t find it? Add it now. Standard CIPC-registered companies that are already in the Inoxico database skip this stage entirely.

✓ Provide Complete Company Information Upfront

Obtain full and accurate company details (registration number, VAT, trading name) from the applicant before initiating the application. Incomplete information at the Subject Details step delays the process.

✓ Double-Check for Existing Records Before Adding

A company may already exist under a slightly different spelling or registration number format. Search by registration number first — it returns more accurate results than a name search.

✓ Notify the Applicant About Possible Delays

The Subject Assignment step can take up to 24 hours. Setting this expectation upfront with the applicant reduces follow-up queries and avoids unnecessary support tickets.

This typically occurs when the company has never been onboarded before, or the stored data is incomplete. Use the Can’t find it? Add it now option to create a new company profile.

Q: What information do I need to complete the Subject Details screen?

You will need the following from the applicant:

• Company Name
• Trading Name
• Registration Number
• VAT Number
• Contact Information (name, email, phone)

Providing complete details helps prevent delays in Subject Assignment.

Q: What happens after the company is assigned?

Once the company is successfully mapped, the application automatically moves to the next workflow stage and the applicant receives a completion request.

Q: Can I track the status of the Subject Assignment?

Yes. The current application stage will display in Workflow Overview, allowing you to monitor progress at any point.

Q: What if the applicant says they didn’t receive the completion request?

Verify the applicant’s email address and confirm the application has passed the Confirmed Subject Details stage. If it has, resend the application completion link. If the issue persists, please contact Support.