Verify a Ugandan supplier before you pay: URSB, TIN, licence

The three free public checks to run before paying

A supplier invoice is not evidence of a legitimate business. Before you release payment to a Ugandan vendor you have not worked with before, run three independent public checks: the URSB business registration, the URA TIN, and the trading licence. These are free, take minutes, and protect against the most common pre-payment fraud and contract disputes. If the supplier resists any of these checks, treat that as a signal in itself.

1. Search the URSB register by business name or registration number to confirm the legal entity exists and is active.
2. Search the URA TIN by taxpayer name, TIN, or company registration number to confirm tax status and that the registered name matches.
3. Confirm the trading licence for the supplier's actual activity and location; check that it is displayed or at least available on request.

Check 1: URSB business registration

The Uganda Registration Services Bureau registers all business entities in Uganda under the URSB Act Cap 217. Its free URSB eRegistry search covers companies, business names, NGOs and SACCOs; you can search by entity name or registration number. A full company profile should show the entity's status, registration date, registered address, directors, shareholders and paid-up capital. A Business Registration Number is numeric, such as 80010000033952, often shown with a UG prefix. If you need a certified record for a formal contract, URSB charges UGX 25,000 for a company register search and UGX 35,000 for a business-name register search.

Check 2: URA TIN search

A Taxpayer Identification Number is a 10-digit identifier issued free by the Uganda Revenue Authority. Use the public Search TIN page on ura.go.ug; it requires no login and accepts a NIN, passport number, driving permit, company registration number, or the TIN itself. The result should show the TIN, taxpayer name, registration type (individual or business), and status (active or inactive). The AskURA mobile app also allows a taxpayer search by NIN and Business Registration Number.

Check 3: Trading licence and sector-specific licences

Under the Trade (Licensing) Act Cap 101, anyone trading in goods or running a scheduled business must hold a trading licence; in Kampala, KCCA assesses and issues these licences, and they must be displayed at the premises. A supplier can be legally registered at URSB and still lack the licence required for its activity. Some activities carry additional sector licences, for example, a minerals dealer also needs a Mineral Dealer's Licence from the Directorate of Geological Survey and Mines. Ask for the trading licence before payment, not after.

Mismatch and red-flag signals that should stop payment

When the three checks intersect, look for mismatches. A URSB registered name that does not match the URA TIN registered name is a common sign of a reused document or an impersonation attempt. An inactive TIN is another immediate stop. An entity registered but without the trading licence for the activity may be trading unlawfully. Also watch for suppliers who send only WhatsApp screenshots or PDFs and resist independent verification, and for very new entities, registered days or weeks ago, claiming a large contract.

• URSB name differs from URA TIN taxpayer name
• TIN status is inactive
• Entity lacks the trading licence for the activity
• Supplier only sends WhatsApp screenshots or PDFs and resists independent verification
• Very new entity claiming a large first contract

Fraud is frequent in Uganda, and independent document verification is advised before transacting.

Add the EFRIS check for expenses that must be deductible

If the supplier falls in an EFRIS-mandated sector, a valid e-invoice or e-receipt with a QR code is required for the expense to remain deductible for income tax. Before you pay, confirm that the supplier can issue an EFRIS-compliant document. If they cannot, you may still decide to proceed, but the tax cost of a non-deductible expense should be part of the calculation. This is one of the procurement mistakes Ugandan businesses make when they separate payment from tax compliance.

What to do when something doesn't match

Pause the payment. Ask the supplier to reconcile the mismatch with an independent source, not a document they send back. If a name differs between URSB and URA, call the supplier to explain; a legitimate business will usually be able to point to a filing error or merger. If they cannot, or if they pressure you to pay quickly, walk away. This is not about distrusting every supplier; it is about building a defensible, repeatable pre-payment routine. For a fuller low-tech process, see our vendor management playbook for Ugandan businesses.