How to Verify a Supplier Before You Pay: A Due-Diligence Checklist

To verify a supplier before you pay, confirm that the company legally exists, that it really makes or sells what it claims, that the people you talk to are who they say they are, and that the bank account you will pay belongs to the company. Then test the product with samples and start with a small order. This checklist turns that principle into steps you can follow for any new supplier, in any country.

Supplier verification is not about distrust. Most suppliers are honest. But international trade moves money across borders, and once a payment has left your bank it can be hard to recover. A few hours of due diligence is cheap compared with a lost deposit.

Step 1: Check the company exists

Ask for the full legal name, registration number, registered address and year of incorporation. Then check these against an independent source rather than only the documents the supplier sent you.

Search the official company register or business registry in that country, where one is public. Many countries have an online search, and some charge a small fee.
Compare the name on the registration, the website, the invoice and the bank account. They should match or have a clear, documented explanation.
Check how long the company has existed and whether its stated activities include what it sells.

This is your business licence check. Registries differ in what they show, so if you cannot interpret a document, ask a local adviser, a chamber of commerce or a professional inspection company to help.

Step 2: Check the address and the people

Look up the address on a map. Does it match the type of business? A factory should be somewhere with production space. Ask for a live video call, not a recorded one, and ask to see the building, entrance, signage, workshop and warehouse. Ask the person you are dealing with for their full name and job title, and look for them on professional networks. Check that the phone number and email domain match the company website. Be careful with free email addresses used for large deals, and with a website created very recently, though neither is proof of anything alone.

If you are unsure whether you are dealing with a factory, a trader or a distributor, read manufacturer vs trading company vs distributor.

Step 3: Ask for references and track record

Ask for two or three buyers in your region or industry whom you can contact, and for examples of similar orders. Call or message them with specific questions: Did the goods match the sample? Were deadlines met? How were problems handled? A supplier who refuses all references may have little to show. Do not accept only references that the supplier controls, such as a friend or an employee. Where possible, find other buyers independently through your own network.

Step 4: Check certificates and licences

Certificates should be in the supplier's own name, cover the actual site and product, and be within their validity dates. Examples include quality management certificates, product safety certificates and export licences, depending on the product. Contact the issuing body or check its public database to confirm. Be aware that fake certificates exist. Also remember that a certificate shows a standard was met at a certain time; it does not mean every shipment will be perfect. For a related topic, see our explanation of ISO 9001 for manufacturers and buyers.

Step 5: Test with samples

Order samples of the exact product. Compare them with the specification, and if the product is regulated, send them for testing. Check that packaging, labels and documents are what you need. Treat samples as a test of the supplier's behaviour too: How fast did they answer? Did they send what they promised? Did they hide problems?

Step 6: Review the payment details carefully

Payment is where most supplier fraud takes place. Follow these rules:

Pay only to a bank account in the exact legal name of the company you verified.
If bank details change, stop. Call a known number (not one in the new email) and confirm with a person you have already spoken to.
Be very careful if you are asked to pay to a personal account, to a third country with no connection, or in cryptocurrency or gift cards.
Avoid paying the full amount in advance to a new supplier. Split payment, such as a deposit and a balance against inspection or shipping documents, where possible.
Use payment methods that leave a clear record. For a comparison of options, read how to pay overseas suppliers safely.

Step 7: Consider an inspection or audit

For larger orders or new suppliers, an independent inspection company can visit the factory, confirm that it exists, check capacity and review quality systems. See our factory audit checklist for what to ask for. Even a basic third-party visit costs far less than a failed order.

What verification badges do and do not prove

Many platforms show badges such as "verified". These are useful signals, but you should understand what they mean. A badge usually means the platform reviewed some documents or information at a point in time. It does not usually mean that every product is perfect, that every order will be on time, or that you can skip your own checks. Read the platform's description of what its verification covers. On Comilmart, companies go through a verification review, and suppliers carry tiers such as Verified and Verified Pro; see the Trade Assurance page and the seller policy for details. Use these as part of your process, not as a replacement.

A due-diligence summary you can copy

Legal name, registration number and address confirmed through an independent source.
Live video call completed, with a tour of the premises.
Staff names and roles confirmed.
Two or three references contacted.
Certificates checked with the issuing body.
Samples tested against the specification.
Bank account name matches the legal name.
Contract or purchase order with clear terms signed.
Payment split, with the balance linked to inspection or documents.
Small first order before volume.

Warning signs that should stop you

Stop and check again if you see any of these: pressure to pay fast, prices far below the market with no reason, a refusal to do a live video call, changed bank details, inconsistent names, stolen photos, or a supplier who avoids direct answers. Read more in supplier red flags and B2B sourcing scams, and review Comilmart's scam alert page.

Frequently asked questions

How do I check if a supplier is legitimate? Verify the registration in an official registry, hold a live video call, speak to references, check certificates with the issuer, test samples and confirm that the bank account is in the company's name.

Is a verified badge enough? No. It is a useful signal but not proof of quality or performance. Complete your own checks proportionate to the order value.

What is a supplier background check? It is a review of a company's legal status, history, ownership, financial standing, reputation and any known disputes. Professional agencies offer these reports; you can also do a basic version yourself.

Should I visit the factory? For large or long-term deals, yes, or send a representative or a third-party inspector. For small first orders, a live video tour and samples may be enough.

How long does supplier due diligence take? A basic check can take a few days. A full audit may take longer. Plan for it before your launch date.

What if the supplier will not share documents? Treat it as a reason to pause. Honest companies usually understand that buyers need to verify.

Getting started

Pick one supplier you are considering and run the ten-point summary above this week. If you need to find more candidates, post a sourcing request on Comilmart or browse verified manufacturers. Comilmart connects buyers with verified sellers across Africa, and there are no listing fees to get started. This is general information; confirm legal and tax matters with a lawyer or the relevant authority.