Automatic Registry Verification
Optible automatically verifies applicant organisation details against official government registries. This built-in feature helps you confirm that organisations are legitimate and that the details they've provided are accurate. No setup required - verification happens automatically when applications are submitted.
How it works
When an applicant submits a grant application, Optible checks:
- Whether the organisation is registered in government databases
- Whether the registration details match what the applicant provided
- Whether there are any red flags (e.g., cancelled registration, suspended status)
The verification results appear on the applicant's profile and in your assessment view so you can make informed decisions.
ABN Lookup
The Australian Business Register (ABR) is the government database of all registered businesses and not-for-profit organisations in Australia.
What it verifies
When an applicant provides an Australian Business Number (ABN), Optible automatically checks:
ABN validity — Is the ABN format correct and registered?
Entity name — Does the organisation name match the ABR?
Business location — Does the address match the registered business address?
Business type — Is the entity a company, partnership, sole trader, not-for-profit, or government agency?
Registration status — Is the ABN active, suspended, or cancelled?
GST status — Is the organisation registered for GST?
Where to see results
ABN verification results appear on the applicant's profile:
Go to your grant programme
Click on an application
Click the applicant's name to open their profile
In the Header section, you'll see:
ABN verification status (verified, not found, etc.)
Registered entity name
Business location
Business type
GST registration status
Link to the ABN lookup on the ABR website
During assessment, the ABN status also appears as a badge next to applicant details so you can quickly check verification.
Using ABN results in your assessment
Use ABN lookups to:
Verify legitimacy — If an ABN is not found or cancelled, the applicant may not be a registered organisation
Cross-check details — If the applicant claimed to be in Melbourne but the ABR shows a Sydney address, follow up with them
Check eligibility — If your grant requires GST registration and the ABR shows they're not registered, they might not be eligible
ABN verification is a tool to help you make informed decisions. It doesn't automatically approve or reject applications — that's your decision.
Limitations
- Not real-time: Data is usually updated weekly or monthly
- Name variations: Organisations operating under multiple names might not match if the applicant used a trading name
- Partial matches: Sometimes the lookup returns a similar name with a different ABN, which usually means the applicant has provided slightly incorrect details
Managing verification
Verification happens automatically - no setup needed. It runs as soon as an application is submitted with an ABN or other registry identifiers.
Check verification status
To see verification results:
Open an application
Click the applicant's name to view their application details
Registry verification results are displayed there
Respond to mismatches
If there's a discrepancy between what the applicant claimed and what the registry shows:
Name mismatch: The applicant may operate under a trading name. Ask for clarification.
Address mismatch: They may have moved. Ask them to confirm their current address.
Registration status: If the registry shows the business is closed or suspended, ask if they're aware and why they're applying.
You decide whether discrepancies are acceptable or grounds for rejection.
Important limitations
Not real-time
Registry data is usually updated weekly or monthly. Very recent changes (e.g., a business registered today) may not appear yet.
Name variations
Some organisations operate under multiple legal names. A lookup might not find them if the applicant used a trading name instead of their registered name.
Partial matches
Sometimes a lookup returns a partial match (similar name, different ABN). This usually just means the applicant has provided slightly incorrect details, not that they're fraudulent.
Privacy
Verification is performed automatically and instantly. No personal information beyond what the applicant already provided is sent to government agencies. Lookup results are stored in Optible and only visible to your assessment team.
Troubleshooting
"Verification Failed" or "Unable to Connect"
Optible couldn't reach the government registry service. This is usually temporary.
What to do:
Refresh the application page
Wait a few minutes and try again
The system will retry automatically
If the error persists beyond 24 hours, contact Optible support
"ABN Not Found"
The ABN the applicant provided doesn't exist in the Australian Business Register.
Possible causes:
The ABN is incorrect (typo in the application)
The organisation isn't registered for an ABN (new business, non-registered partnership, sole trader without ABN)
The applicant provided the wrong number
What to do:
Ask the applicant to provide their correct ABN
If they don't have an ABN, ask why (they may not need one)
Check if there's a related ABN in the lookup results
Getting help
If you have questions about registry verification:
- ABN questions: Australian Taxation Office (ato.gov.au)
- ACNC questions: Australian Charities and Not-for-profits Commission (acnc.gov.au)