Complete Onboarding and Authentication on One Platform

Merchant Onboarding Process: An Easy Step-By-Step Guide

Table of Contents

Introduction

Merchant onboarding is a critical process for integrating new merchants into a payment platform or financial service. A streamlined onboarding process ensures compliance, mitigates risk, and enables merchants to start operations swiftly. This process not only sets the stage for the merchant’s transactions and interactions within a digital or physical commerce environment but also involves significant checks and balances to ensure security, compliance, and optimal functionality.

The core objective of merchant onboarding is to create a streamlined, secure, and user-friendly pathway for merchants to begin their operations quickly and efficiently. This involves several key steps such as application submission, identity verification, compliance checks, and setting up payment systems. The entire process can be significantly enhanced using automation, which brings numerous benefits like reduced processing times and lower operational costs.

Key Components Of A Successful Merchant Onboarding Process

Documentation and Data Verification

Thorough documentation and data verification are pivotal for compliance and security. Ensuring accurate and secure documentation and data verification is foundational to a robust merchant onboarding process. In India, this often involves verifying personal and business credentials against a backdrop of diverse regulatory requirements across states and sectors.

Advanced Document Handling Solutions:

  • Mobile Document Upload and Verification: Leveraging mobile technology to enable merchants to upload documents directly via smartphones, which are then processed using advanced image recognition and OCR technologies to verify authenticity within seconds.
  • Digital Document Handling: Utilize advanced digital solutions for document management that support document uploading, automatic categorisation, and secure storage in compliance with Indian data protection laws. These systems can use technologies like machine learning to improve document recognition accuracy over time.
  • Real-Time Document Verification: Implement real-time verification systems that cross-reference information from documents with national databases such as UIDAI for Aadhaar and the Ministry of Corporate Affairs for company registrations. This ensures that all documents are current and valid, reducing the risk of fraud.

Integration with Digital Infrastructure

Effective integration is crucial to ensure that the merchant can operate seamlessly within the digital ecosystem. This involves synchronizing various digital tools and platforms that the merchant uses, from payment processing to accounting and beyond.

Strategic Integration Initiatives:

  • Comprehensive API Frameworks: Develop and maintain robust API frameworks that allow for easy integration with a variety of digital tools and platforms, including new-age fintech services, traditional banking systems, and e-commerce platforms. Developing robust API ecosystems that allow for flexible integration with a range of third-party services including accounting software, CRM systems, and logistics platforms, tailored to the diverse needs of Indian merchants.
  • Customisable Middleware Solutions: Offer middleware solutions that can be customised for specific merchant needs, facilitating integration between disparate systems, such as connecting a merchant’s POS system with their e-commerce and inventory management systems.
  • IoT and Smart Devices: Incorporating IoT technology to enable smart devices such as POS systems to directly integrate with inventory and ordering systems, thus automating many tasks that would otherwise require manual input.

Training and Support for Merchants

Providing comprehensive training and support is essential to enable merchants to fully utilize the onboarding system and resolve any operational issues.

Innovative Training and Support Solutions:

  • Customised Learning Paths: Design learning paths tailored to different merchant roles within the organisation, incorporating interactive elements like gamification to increase engagement and retention of information.
  • Augmented Reality Training Tools: Integrate augmented reality (AR) tools to simulate real-world scenarios, helping merchants understand complex systems in a virtual environment, which can significantly enhance learning efficiency.

Support Infrastructure Enhancements:

  • Advanced Troubleshooting Portals: Develop advanced troubleshooting portals that use AI to diagnose issues and provide step-by-step guidance for resolution, potentially integrating these portals within the merchant dashboard for ease of access.
  • Community-Driven Support Systems: Establish a community-driven support system that includes forums and social media groups where merchants can seek advice from peers and share their experiences, fostering a collaborative environment.

AI and Automation in Streamlining Merchant Onboarding Processes

Artificial intelligence (AI) and automation are revolutionizing the merchant onboarding process by enhancing efficiency, accuracy, and scalability. These technologies are pivotal in transforming how businesses handle large volumes of data and complex processes.

  • Smart Document Processing: AI-driven systems employ techniques like machine learning and natural language processing to automate the extraction and interpretation of data from documents. This not only accelerates the process but also minimizes errors associated with manual entries.
  • Enhanced Decision-Making: Automation tools can quickly process a merchant’s financial history, assess credit scores, and automatically generate risk profiles. These capabilities enable faster and more accurate decision-making regarding merchant approvals.

Example of Implementation:

Consider how a leading payment gateway in India leverages AI to assess thousands of merchant applications daily. The AI system analyzes data points from credit histories, transaction volumes, and market trends to make instantaneous decisions about merchant onboarding, significantly reducing processing times and human error.

Steps Involved in Merchant Onboarding

The merchant onboarding process is a structured and detailed pathway that integrates a business into a financial system or an ecommerce network. This process is especially crucial in the Indian market, where compliance, security, and efficiency are paramount. Below, we detail each step, incorporating real-life scenarios and tables to enrich the description and provide clear illustrations.

1. Gathering Information

Objective: To comprehensively collect essential business and personal details.

Process: The initial step involves the merchant filling out detailed forms either online or on paper. For a business operating within India, this includes inputting details such as the business name, the type of legal entity, PAN, GST information, and the owner’s Aadhaar number. Automated solutions enhance this process by pre-populating fields and verifying the accuracy of the data through real-time checks with government databases.

Illustrative Table:

Required Information

Document Examples

Verification Methods

Business Name

Certificate of Incorporation

Database Matching

Type of Entity

Partnership Agreement

Manual Inspection

PAN

PAN Card

API Integration with Tax Authorities

GST Details

GST Registration Certificate

Real-time GST Network Check

Owner’s Aadhaar

Aadhaar Card

Biometric Verification

2. Submitting an Application

Objective: Formalize the merchant’s request to initiate service provision.

Process: The application serves as a formal request for service and includes provisions for the merchant to agree to terms of service and pricing structures. Automated merchant onboarding platforms can help by providing step-by-step guidance through this process, ensuring that merchants provide all the necessary documentation and understand the terms under which they are operating.

3. Identity Verification

Objective: Authenticate identity to mitigate fraud risk.

Process: This involves the verification of submitted documents, such as government-issued IDs (e.g., passport, driver’s licence) and proof of address documents. Advanced systems utilize technology such as biometric verification and artificial intelligence to validate document authenticity and the identity of the individual.

4. Credit and Risk Assessment

Objective: Assess the financial health and associated risks of the merchant.

Process: Credit scores are scrutinized alongside financial statements, merchant service histories and evaluating past merchant account histories. Automated risk assessment tools can rapidly process this data to provide a risk profile, which helps in deciding the terms of engagement with the merchant.

Illustrative Table:

Assessment Criterion

Tool Utilized

Purpose

Credit Score

Credit Score API

Evaluate Creditworthiness

Financial Stability

Financial Analysis Software

Assess Business Health

Past Merchant History

Fraud Detection Algorithms

Detect Historical Risk Patterns

5. Compliance Checks

Objective: Ensure all operations adhere to relevant laws and regulations.

Process: Automated systems compare merchant data against regulatory requirements, such as the RBI guidelines and local e-commerce regulations, to identify any discrepancies. This includes anti-money laundering (AML) laws, consumer protection standards, and specific industry compliance standards. This step is crucial for minimizing legal risks for both the merchant and the onboarding platform.

6. Setting Up Payment Systems

Objective: Seamlessly integrate merchant operations with payment processing infrastructure.

Process: Depending on the merchant’s sales volume, business model, and technical infrastructure, suitable payment processing solutions (like a PSP or payment gateway) are selected and integrated. This includes configuring the merchant’s point of sale (POS) systems, e-commerce sites, and mobile payment solutions for transaction processing.

7. Final Agreement and Onboarding

Objective: Conclude the onboarding process with formal agreements and account activation.

Process: The merchant reviews and signs service agreements, either digitally or on paper. Upon completion, their account is activated, enabling them to start transactions immediately.

Benefits of Automated Merchant Onboarding

Automated merchant onboarding systems transform the way merchants integrate into payment and e-commerce platforms, streamlining the process with precision and efficiency. Here we delve deeper into the impacts and benefits that automation brings to the merchant onboarding process, highlighting how these contribute to operational excellence and strategic advantage, particularly in a diverse and rapidly evolving market like India.

1. Faster Processing Times

Objective: Dramatically reduce the time frame from initial application to fully operational merchant status.

Impact:

  • Speed and Efficiency: Automated systems utilize advanced algorithms and data processing technologies to execute tasks that traditionally took days, within minutes or hours. This speed is crucial for businesses eager to capitalize on market trends or seasonal peaks without delay.
  • Enhanced Market Responsiveness: The ability to onboard quickly allows businesses to adapt to and exploit market dynamics rapidly, giving them a competitive edge in fast-moving sectors such as retail and services.

Illustrative Table:

Process Component

Traditional Duration

Automated Duration

Document Verification

3-5 days

Instant

Credit Assessment

1-2 days

Few hours

Compliance Checks

2-4 days

Same day

Account Activation

1-2 days

Immediate

2. Less Labor-Intensive

Objective: Reduce the human resources required for the onboarding process.

Impact:

  • Cost Reduction: By minimizing the need for manual labor, companies can significantly cut operational costs. Automation reduces the manpower required for data entry, verification, and administrative follow-ups.
  • Error Reduction: Human error can be costly, leading to delays and compliance issues. Automated systems standardize processes to ensure accuracy and consistency, which are critical for regulatory compliance and customer satisfaction.

3. Quicker Start for Businesses

Objective: Enable merchants to start business operations as quickly as possible.

Impact:

  • Immediate Revenue Generation: With faster onboarding, new merchants can begin transactions and revenue generation without the typical administrative lag, which is especially beneficial for startups and small businesses with limited financial runway.
  • Improved Merchant Satisfaction: Quick and efficient onboarding processes significantly enhance the merchant experience, leading to higher satisfaction and loyalty. This is critical for acquiring and retaining merchants in competitive industries.

4. Improved Compliance and Accuracy

Objective: Ensure adherence to regulatory standards and maintain high data accuracy.

Impact:

  • Stringent Regulatory Adherence: Automated systems are programmed to be updated with the latest regulatory changes, ensuring that every merchant onboarded is compliant with current laws and regulations. This is vital in a country like India where financial and data regulations are stringent and frequently updated.
  • High Data Integrity: Automation ensures that all merchant information is captured, processed, and stored accurately, reducing risks associated with data mismanagement and fraud. This is particularly important in maintaining trust and legal compliance.

5. Scalability

Objective: Facilitate the growth of the platform without proportional increases in overhead or complexity.

Impact:

  • Easily Manageable Growth: As the business grows, automated systems can easily scale to handle increased volumes of merchant applications without necessitating a corresponding increase in resources or costs. This scalability is crucial for businesses aiming for rapid expansion.
  • Adaptability: Automated systems offer the flexibility to quickly adapt to changing business environments or to integrate new features and services. This adaptability ensures that businesses can meet evolving market demands without significant overhauls or downtime.

Compliance Checks in Merchant Onboarding

Compliance checks are a fundamental aspect of the merchant onboarding process, ensuring that all regulatory requirements are met before a merchant can start transacting. This segment of onboarding is critical, particularly in a regulatory-intensive environment like India, where adherence to laws and guidelines directly impacts the operational legitimacy and reputation of both merchants and the platforms they engage with.

Importance of Compliance Checks

Compliance checks serve multiple crucial functions in the onboarding process:

  • Preventing Fraud: By verifying the legitimacy of the business and its owners, compliance checks help prevent fraudulent entities from entering the system.
  • Ensuring Legal Adherence: They ensure that the merchant operates within the legal frameworks set by various regulatory bodies such as the Reserve Bank of India (RBI), Securities and Exchange Board of India (SEBI), and other relevant authorities.
  • Protecting Consumer Rights: Compliance checks ensure that merchants adhere to consumer protection laws, which helps maintain trust and safety in the marketplace.

Key Areas of Compliance Checks

  1. KYC (Know Your Customer):
    • Objective: Verify the identity of the business owners and assess the legitimacy of the business.
    • Process: This involves checking government-issued IDs, business licenses, and other official documents. Automated systems can expedite this process by using optical character recognition (OCR) and other AI-driven tools to quickly extract and verify information from documents.
  2. AML (Anti-Money Laundering):
    • Objective: Prevent the business from being used as a vehicle for money laundering.
    • Process: Monitoring and analyzing transactions to detect patterns that might indicate money laundering or other illegal activities. This often involves setting up systems to flag unusual transaction sizes, frequencies, or other suspicious activities.
  3. Credit and Financial Checks:
    • Objective: Assess the financial stability of the business.
    • Process: Reviewing credit history, bank statements, and financial health indicators to ensure that the business is financially sound and poses minimal risk of default or bankruptcy.
  4. Regulatory Compliance:
    • Objective: Ensure adherence to specific industry regulations.
    • Process: Depending on the business type, different regulations may apply. For instance, e-commerce platforms need to comply with consumer protection laws, while financial service providers must follow RBI guidelines.

Compliance Process Flow

Here’s an illustrative table that outlines the typical workflow in automated compliance checks during the merchant onboarding process:

Compliance Area

Tools/Techniques Used

Key Checks Performed

KYC

OCR, Biometric Verification

Identity verification, Address proof

AML

Transaction Monitoring Software

Suspicious activity detection, Transaction vetting

Credit Checks

Credit Score APIs, Financial Analysis Tools

Credit history review, Financial stability assessment

Regulatory

Compliance Software

Industry-specific legal and regulatory checks

Impact of Effective Compliance Checks

Effective compliance checks have a profound impact on the merchant onboarding process:

  • Risk Mitigation: By ensuring that only compliant and legitimate businesses are onboarded, the platform minimizes its exposure to legal and financial risks.
  • Reputation Management: Strict adherence to compliance standards helps build trust with customers and regulatory bodies, enhancing the platform’s reputation.
  • Operational Efficiency: Streamlined and automated compliance processes reduce the time and resources spent on manual checks, allowing for quicker and more efficient onboarding.

The integration of comprehensive compliance checks within the merchant onboarding process is indispensable, especially in the complex regulatory landscape of India. Ensuring these checks are thorough and effectively automated can significantly enhance the efficiency and security of the onboarding process, fostering a safer and more reliable business environment.

Setting Up Payment Systems

The integration of payment systems is a crucial step in the merchant onboarding process, enabling businesses to handle transactions smoothly and securely. This stage involves selecting the appropriate payment service provider (PSP) or payment gateway, configuring the system to match the business’s operational needs, and ensuring that the setup is compliant, secure, and user-friendly.

Choosing the Right Payment System

Objective: Identify and integrate a payment system that aligns with the merchant’s business model, transaction volume, and customer base.

Factors to Consider:

  • Transaction Volume: High-volume businesses need robust systems that can handle large numbers of transactions without performance issues.
  • Business Model: Different business models, whether online, offline, or hybrid, require different types of payment integrations.
  • Market Reach: For businesses targeting international customers, multi-currency support and international payment options are crucial.
  • User Experience: Ensuring that the payment process is straightforward and seamless for the end-user to prevent cart abandonment.

Integration Process

  1. Technical Setup:
    • Objective: Seamlessly integrate the payment gateway with the merchant’s website, mobile app, or POS system.
    • Process: This involves API integration where developers use provided SDKs (Software Development Kits) or APIs (Application Programming Interfaces) to connect the merchant’s systems with the PSP. This technical setup must ensure that the integration supports all needed functionalities, such as processing payments, handling refunds, and managing transaction disputes.
  2. Security Measures:
    • Objective: Ensure that all transactions are secure and comply with data protection standards.
    • Process: Implementing security protocols like SSL (Secure Socket Layer) encryption, PCI DSS (Payment Card Industry Data Security Standard) compliance, and additional measures such as 2-factor authentication. These are crucial for protecting sensitive customer information and building trust.
  3. Testing the Integration:
    • Objective: Verify that the integration works correctly across all platforms and under various scenarios.
    • Process: Conduct thorough testing to ensure the payment gateway functions correctly, including testing for transaction processing, failure scenarios, and data security. Testing should cover all potential customer interactions to identify and resolve any issues before going live.
  4. Go-Live:
    • Objective: Launch the payment system for public use.
    • Process: After successful testing, the system goes live. This phase often includes monitoring closely for any issues that users might encounter in real-world scenarios and making necessary adjustments.

Compliance and Regulations

Ensuring that the payment setup complies with local and international regulations is vital:

  • RBI Guidelines: In India, adherence to RBI guidelines regarding digital transactions and payment systems is mandatory.
  • Global Standards: For international transactions, compliance with standards like GDPR (for European customers) and others must be ensured to legally and safely process cross-border payments.

Benefits of a Well-Integrated Payment System

  • Enhanced Customer Experience: A smooth and efficient payment process increases customer satisfaction and loyalty.
  • Operational Efficiency: Reduces manual intervention and streamlines transactions, leading to better management of financial flows and customer data.
  • Scalability: A well-chosen payment system can grow with the business, accommodating increased transaction volumes and expanding market reach without the need for significant changes.

Setting up payment systems correctly is crucial for the success of any merchant in today’s digital marketplace. It not only facilitates transactions but also ensures security and compliance, which are pivotal in maintaining customer trust and satisfaction.

Verifying Identity (KYC Process)

The Know Your Customer (KYC) process is a pivotal component in the merchant onboarding process, aimed at verifying the identities of the business owners and ensuring that the information provided is accurate and legitimate. This step is not only crucial for compliance with regulatory requirements but also serves as a safeguard against fraud and money laundering.

Importance of KYC in Merchant Onboarding

Objective: Ensure all merchants are verified and trustworthy to protect the platform and its users from fraudulent activities.

Benefits:

  • Risk Mitigation: Reduces the risk of associating with fraudulent entities, thereby protecting the business’s assets and reputation.
  • Regulatory Compliance: Meets legal obligations under anti-money laundering (AML) laws and other financial regulations that require thorough identity checks.

KYC Verification Process

  1. Document Collection:
    • Objective: Collect essential identity documents from the merchant.
    • Documents Required: Typically includes government-issued ID (like Aadhaar Card, PAN Card), business registration certificates, and proof of address.
    • Process: Merchants submit digital copies of their documents through a secure online platform. Automated systems can enhance this step by enabling document uploads via mobile or web applications.
  2. Document Verification:
    • Objective: Authenticate the documents and verify their validity.
    • Process: Use of technologies such as Optical Character Recognition (OCR) to extract data, and Artificial Intelligence (AI) to match document photos with database images or live capture comparisons. Verification also involves checking the documents against public and government databases to confirm their authenticity.
  3. Identity Authentication:
    • Objective: Confirm that the person submitting the documents is the actual individual they claim to be.
    • Process: Biometric verification (such as fingerprint or facial recognition) and video KYC processes where a live video call is made to verify the merchant’s identity. This is particularly useful in verifying that the person is not only real but currently alive and the rightful owner of the submitted documents.
  4. Background Checks:
    • Objective: Conduct a comprehensive background check to assess the merchant’s credibility.
    • Process: Includes checking the merchant’s credit history, past business activities, and any potential legal issues. This step is crucial to ensure there are no previous involvements in unlawful activities or significant financial troubles that could pose a risk.

Regulatory Framework

  • RBI Guidelines: In India, the Reserve Bank of India mandates KYC to be performed by all financial institutions to prevent identity theft, financial fraud, money laundering, and terrorist financing.
  • Global Standards: Compliance with international standards such as FATF (Financial Action Task Force) recommendations is also critical, especially for businesses operating in or dealing with partners/customers in other countries.

Challenges and Solutions in KYC

Challenges:

  • Complexity in Document Verification: Different documents may be required based on the type of business and its location.
  • User Experience: Maintaining a smooth and quick verification process while collecting and verifying extensive data can be challenging.

Solutions:

  • Technology Integration: Leveraging advanced technologies like AI and machine learning for document analysis and verification can streamline the process.
  • User Interface Optimization: Designing user-friendly interfaces for document upload and data entry can improve the overall user experience and reduce dropout rates during the onboarding process.

Ensuring thorough and efficient KYC checks during the merchant onboarding process is critical for establishing trust, ensuring compliance, and maintaining a secure operational environment.

Documentation and Reporting

  • Test Plans and Results: Maintain detailed documentation of all test cases, the results for each, and any issues identified during the testing process.
  • Issue Tracking: Utilize an issue tracking system to log and monitor any problems discovered during testing, ensuring they are addressed before going live.

Best Practices for Testing

  • Automate Testing: Where possible, use automated testing tools to increase the efficiency and coverage of tests.
  • Continuous Monitoring: Even after going live, continuously monitor the payment system to catch and resolve any issues that emerge during real-world operations.

Best Practices for Merchant Onboarding

1. Clear Communication Ensure transparent communication with merchants throughout the onboarding process. Provide clear instructions and support to help them understand each step.

2. Use of Advanced Technology Leverage advanced technologies such as AI, machine learning, and biometric verification to enhance the accuracy and efficiency of the onboarding process.

3. Continuous Monitoring Regularly monitor the performance and compliance of onboarded merchants. This helps in identifying and addressing any issues early, ensuring ongoing compliance and operational efficiency.

4. Personalized Onboarding Tailor the onboarding process to the specific needs of each merchant. This can include personalized training sessions and resources to help them integrate more effectively.

Conclusion

Merchant onboarding is a crucial process for integrating new merchants into payment platforms and financial services, ensuring compliance and reducing risks. By leveraging advanced technologies and best practices such as automation, clear communication, continuous monitoring, and personalized support, businesses can streamline the onboarding process, reduce costs, and enhance accuracy. This not only enables merchants to start operations quickly but also contributes to their satisfaction and success. Staying updated with regulatory changes and adopting scalable solutions will help businesses remain competitive and provide superior service to their merchants.

FAQs around Merchant Onboarding Process

Merchant onboarding is the process of enrolling a merchant into a payment processing system or e-commerce platform. It involves verifying the merchant’s credentials, integrating their business with the payment gateway, and enabling them to accept payments online or through other digital means.

Merchant onboarding is crucial for businesses in India as it allows them to accept digital payments, enhancing customer convenience and expanding their market reach. It also helps in complying with regulatory requirements and reducing the risk of fraud.

The typical steps in the merchant onboarding process in India include:

  • Application submission: The merchant submits an application form with required details.
  • Document verification: Verification of the merchant’s identity, business registration, bank details, and other necessary documents.
  • Business assessment: Evaluation of the merchant’s business model, products, and services.
  • Integration setup: Setting up the merchant’s payment gateway and integrating it with their website or point-of-sale system.
  • Testing and approval: Testing the payment processing system and obtaining final approval from the payment service provider.

For merchant onboarding in India, the following documents are typically required:

  • Business registration certificate (e.g., GST certificate, Shop Act license)
  • PAN card of the business or business owner
  • Bank account details and a cancelled cheque
  • Identity proof of the business owner (e.g., Aadhaar card, passport)
  • Address proof of the business (e.g., utility bill, lease agreement)
  • Website or app details if applicable

The duration of the merchant onboarding process in India can vary depending on the payment service provider and the completeness of the submitted documents. Generally, it can take anywhere from a few days to a couple of weeks.

Merchant onboarding is essential for various types of businesses in India, including:

  • E-commerce websites and online retailers
  • Brick-and-mortar stores looking to accept digital payments
  • Service providers such as travel agencies, ticketing services, and consultants
  • Freelancers and small business owners who need to accept online payments

Businesses with a poor credit history may face challenges during the merchant onboarding process. However, some payment service providers may offer solutions for such businesses, though they may impose higher fees or stricter terms. It’s best to discuss your specific situation with the provider.

Yes, there are usually costs associated with merchant onboarding in India. These can include setup fees, transaction fees, monthly maintenance charges, and any additional costs for payment gateway integration. It’s important to review the fee structure of the payment service provider before proceeding.

International businesses can undergo merchant onboarding in India, but they must comply with local regulations and provide the necessary documentation. They may also need to work with payment service providers that offer cross-border payment solutions.

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