Use case · Verification teams
Jakub Wujec
Last reviewed: 30 July 2026
Carrier verification for verification teams before carriers enter your approved list
Internal verification teams need the same register checks on every approval, in the same order: company status, transport licence, VAT, insurance, and contact fit. Consistency across shifts matters more than heroics. Keep a dated record of what was reviewed before a carrier gets load details.
Key checks before you assign the load
- Standard register set per country, not a personal bookmark list.
- Verification outcomes that ops and legal can read without opening KRS manually.
- Plate-triggered insurance where UFG, AIDA, or ČKP apply.
- Timestamped result when a carrier moves from pending to approved.
- PDF and API output for TMS or compliance archives.
- Same checks on re-approval after ownership or contact change.
Who this page is for
In-house carrier compliance teams, transport verification desks, and risk functions at forwarders, brokers, and shippers who maintain an approved carrier list.
You write the policy. Ops expects a clear pass, review, or stop before pickup details go out. This page is for teams tired of reconciling email screenshots across countries.
The operational problem
Verification teams drown in links. Poland wants KRS and KREPTD. Romania wants ANAF and ARR. Slovakia adds ORSR and JISCD. Each analyst opens a different subset depending on experience.
When shift B approves what shift A would have blocked, you have a process problem, not a people problem. Spreadsheets of URLs do not scale and do not produce a carrier approval workflow audit trail.
What needs to be checked
Your carrier compliance team policy should map to these five checks in a fixed order. You still own escalation and list management.
| Check | Why it matters | Possible risk signal |
|---|---|---|
| Company register | Confirms the legal entity exists and can contract for haulage today. | Dissolved, in liquidation, or recent owner or board change without explanation. |
| Transport licence | Proves the operator may haul goods on the lane and vehicle type you booked. | Missing licence, suspended status, or scope that does not cover your route. |
| VAT (VIES and local lists) | Shows the tax ID is active and matches the name on the invoice. | Inactive VIES status, name mismatch, or VAT on a dead company. |
| Vehicle MTPL | Confirm active cover for the booked plate on pickup day. Bureau output may include the insurer, policy number and vehicle description, depending on the country. | Inactive plate cover, missing record, or passenger-car class on a freight booking. |
| Cargo/CMR liability | Verify policy holder, dates, limits and territorial scope from the policy document. | Policy holder differs from the contracting carrier, expired dates, or limits too low for the load. |
| Email and domain | Contact details should fit the register address and company age. | Brand-new domain, freemail on a large fleet, or email that does not match KRS or CEIDG. |
Where manual processes fail
Verification teams feel manual failure as inconsistency and missing files, not always as fraud.
- Senior analyst skips UFG; junior analyst treats it as mandatory. Same company, two outcomes.
- Re-approval after owner change uses last month's extract because the carrier is "already on the list".
- No central record when a warning was cleared by phone.
- Country-specific steps documented in Word but not followed under Friday volume.
- TMS holds approved flag; nobody knows which register version backed the approval.
Example verification order
Typical carrier approval: new Polish carrier submitted by ops with NIP, email, and plates.
1. Registers and licence
KRS or CEIDG, RAR if needed, then KREPTD for licence scope on booking day.
2. VAT, insurance, contact
VIES and VAT whitelist, UFG with plates, then email and domain versus the register. Document who cleared any warning.
Red flags and common mistakes
Inconsistent standards between shifts
Same carrier, different outcome depending on who checked. A fixed verification process reduces that drift.
Approved list without dated register proof
Carrier approved years ago with no re-check after liquidation filing. Schedule re-verification on material changes.
Warning cleared verbally, not in file
Ops remembers the call; compliance cannot reconstruct it six months later.
API or TMS gap
Approved flag in TMS but verification happened in a personal browser session with no export.
Country playbook ignored under volume
Romanian carrier vetted with only VIES because the desk knows Poland better.
PDF treated as the workflow
Team waits for a report file instead of acting on live verification results before approval.
When you do not want to repeat this for every load
One register bundle per country code, fetched in parallel every time. Your carrier compliance team gets the same verification outcomes whether the request comes from ops at 09:00 or 21:00.
Warnings and blocks are labelled clearly for escalation. The PDF attaches to the carrier file when legal or insurers ask what was checked on approval day.
- Same verification process for company, licence, VAT, insurance, and domain.
- Web app for manual queue; API for TMS-triggered carrier approval workflow.
- Supported countries: Poland, Romania, Slovakia, Lithuania, Latvia, Bulgaria, Czechia, Estonia, France, Slovenia, and Serbia.
- Audit-friendly output: sources fetched, risk signals, timestamps on each run.
Certica
Don't want to do this on every booking?
Certica pulls data from the same registers, checks it, and shows a clear result: what is OK, and what needs clarifying before loading.
Official sources
- EU VIES VAT validation (European Commission)https://ec.europa.eu/taxation_customs/vies/
- Polish National Court Register (KRS)https://wyszukiwarka-krs.ms.gov.pl
- Polish CEIDG sole trader registerhttps://aplikacja.ceidg.gov.pl/CEIDG/CEIDG.Public.UI/Search.aspx
- Polish KREPTD transport register (GITD)https://kreptd.gitd.gov.pl
- Polish court filings register (RAR)https://rar.ms.gov.pl/rar/wyszukiwanie
- Polish National Debtor Register (KRZ)https://krz.ms.gov.pl/
- Romanian ANAF VAT payer registerhttps://www.anaf.ro/RegistruTVA/
- Romanian ONRC insolvency bulletin (BPI)https://myportal.onrc.ro/
- Romanian road transport licences (ARR)https://licente.arr.ro/publica
- Romanian RCA insurance database (AIDA)https://www.aida.info.ro/politerca/cautare
- Czech ARES business registerhttps://ares.gov.cz/ekonomicke-subjekty
- Bulgarian Road Transport Agency (RTA)https://www.rta.government.bg/bg/672
- Latvian open government data portalhttps://data.gov.lv
FAQ
Can we map Certica outcomes to our internal risk grades?
Use verification outcomes as inputs. Your carrier compliance team still sets policy on which signals stop booking.
How does this fit a carrier approval workflow in our TMS?
Call the API on new carrier creation or status change to pending. Store the returned decision and PDF link on the carrier record before approval.
Do we replace our checklist?
No. Certica covers live registers and risk signals. Your checklist may still include payment terms, references, and client-specific limits.
What when verification returns a warning signal?
That is a risk signal requiring review, not automatic rejection. Document why ops or compliance cleared it before load assignment.
Which countries are in production today?
Today we cover Poland, Romania, Slovakia, Lithuania, Latvia, Bulgaria, Czechia, Estonia, France, Slovenia, and Serbia. Each country has different registers. See Documentation for the current list per country.