How to Access the Business Entities Registry

The Business Entity Registry provides for online searching and registration of Companies and Business Names. Here you can find information on how to create a business entity, other filing processes, how to search the registry, obtaining authority to submit filings for your business entity, and how to make payments for registry services.

As a public user without an account, you may conduct an Entity Search. Details provided via the free public search are limited to the following: entity name, status, type, registration number, date of registration, and registered office address. If you want additional details you will need to create an account and fund it via an accepted payment method. You may then view the entire record of the entity, including all filings submitted. Non-account visitors to the site can also see all of the “Help” information that is available.

To gain access to the additional features, select the Log In tab from the top navigation bar you already have an account, or follow the guide below to create an account.

1. How to create an account

   1. Click on the Create Account link in the main menu.
   2. Select the registry account type option setup a Company account.
   3. Read and agree to the terms and conditions.
   4. Enter the general information for the account.
   5. Press Save.
   6. The Registrar will review your application and, if all is in order, will approve your account. You will receive an email confirming this action.

2. Features of having a companies account:

   • Register and re-register a business entity.
   • Ability to search on the details and filing documents of the entities.
   • Obtain authority to manage an existing business entity.
   • Make payments.
   • Search entity name availability.
   • Search for directors, shareholders, and owners.
   • Search banned directors, liquidators, or receivers.

Viewing Details and Documents of an entity

Clients of the registry have the ability to see full details for entities and order documents relating to the entity. In order to see the entirety of an entity record a fee must be paid (there are various ways to pay, see Payments section). Documents available for purchase can include: Certificate of Good Standing, Certificate of Good Standing- Long Form and Certified Historical extract.

How to order details and documents

• 1. Once logged on, from the Business Entities home page, click the My Entities link under the category Manage My Work.
  2. Search for the Entity by using one or more of the following criteria:
     • Registration Number.
     • Entity Name.
     • Entity Type.
     • Entity Status.
     • Registration Date From.
     • Registration Date To.
  3. When you find the correct Entity, click on the Registration Number to view the Entity Profile.
  4. Click on the Order Documents button.
  5. From the Order Documents page, select the type of document you want to order from the dropdown menu, or to just view the records select View Entity Profile—Full Access.
  6. Click the Submit button to proceed to the payment page.
  7. Completed orders can be viewed from the My Orders link on the Business Entities home page.

More details about the types of documents

Certificate of Good Standing:

This certificate confirms the entity is registered and in good standing as of the date ordered. This is not available if the entity is currently not in good standing. Generally, an entity is in good standing if it is registered and it is current on its AR filing. The certificate states the entity is in good standing and provides the current name, all past names and their dates of expiration, initial registration date, entity type, entity status, entity registration number, and the registered office address.

Certificate of Good Standing- Long Form:

This certificate displays all the information on the certificate of good standing, plus includes the full current details of the company including all addresses, directors, shares, and shareholders. In essence, this is an extract of all current information about the entity.

Certified Historical Extract

This certificate contains all current information that is presented in the Certificate of Good Standing—Long Form, but also includes all historical information (such as past directors or shareholders).

How to change shareholder details, shareholder transfer, directors details and change of directors

Before attempting to lodge any change filings against an entity, you must have an account in the registry and have authority over the entity for which you wish to lodge a change filing. If you have entity authority, the entity will be listed on the My Entities tab on the Companies Home Page when you are logged in. If you do not already have authority to maintain the entity, Please see “How to Obtain Authority to Submit Filings for Companies” for more information regarding obtaining authority.

After logging into the registry, access the entity’s profile by clicking on it from the My Entities tab or by doing a company search and selecting it. From the entity profile, click the New Filings button. When the “Lodge Other Filings” page loads, you will be able to select a form category relevant to the type of form you wish to lodge. This will load another dropdown list from which you may select the form you wish to lodge.

The category C forms are used for Change of Entity Details and/or Shareholder Matters. The primary forms of interest regarding maintaining shares and shareholder information may be the C-3 and C-7 for Companies.

The category D forms are used for all Change of Director Details and Changes of Directors or Officers. The primary forms of interest for director changes may be the D-1 for Companies and D-4 for Overseas Corporations.

How to file annual returns

Only users that have authority to manage the company may file annual returns. If you do not already have authority, please see the guide, “How to Obtain Authority to Submit Filings for Companies”.

Annual returns may not be filed more than once a year. The form becomes accessible when the current date is within the designated month of the set annual return due date. To lodge an annual return, visit the entity’s profile. Click the “New Filing” button and select “Annual Return or Financial Position” from the drop down list on the Lodge Other Filings page. Once the form type is selected, the form will be initiated. Note: A penalty fee will not be applied unless the AR is received more than 6 months after the due date.

Making A Payment

Transactions completed for the Companies Registry may use prefunded amounts or payments made online at the time of purchase. All payments in the registry will be made in Australian Dollars. An account may be pre-funded with payments by credit card online, and cash or cheque deposits at the Ministry's office.

If the notice or search incurs a fee, on the bottom of the filing it will show the amount due and the balance available on the account. There are two option buttons: Pay By Credit Card or Pay Remainder From Client Balance ($ available funds). Select either option.

To view your Account Balance and Transaction History, you can view your Client Account Statement by clicking on the Account Profile link on your account home page, then click the Financial tab.

Fund Account via Credit Card

1. Login and click on the Account tab in the top navigation menu.
2. From the Account Home Page, click the Fund Account/Payment link.
3. This will open a page with the option for payment with Credit Card.
4. If there are multiple accounts, click the Search for the Account to add Funds to button.
5. Enter the account search criteria and press the Search button.
6. Select the chosen account.
7. Enter the amount to fund, and press Submit.
8. Enter the credit card details on the hosted payment gateway page and submit. No credit card information is ever relayed over the registry server environment.
9. Once the payment is complete, a transaction receipt will display to confirm the payment.

Fund Account via Cash or Cheque

1. You can add funds to your account by making a payment at the Companies Office, located at the Ministry.

Managing a Business Entity

Logged in users will see the business entities over which their account has the authority to manage on their client account dashboard. Most filings, including amendments and annual returns can only be filed by users that have authority to manage the company. If you don't already have authority, please see the How to Obtain Authority to Manage an Existing Business Entity guide.

1. General Management Steps

   1. Begin on the Business Entities home page as a logged-in user.
   2. Under the Manage My Work, select the My Entities link.
   3. Search for the entity by using the search options or scrolling through the available items displayed below.
   4. Select the registration number.
   5. This opens to the Entity Profile.
   6. From the Entity Profile, management options include:
      • View the filing history, addresses, director/ officers, entity authority, shareholders/ subscribers.
      • Lodge a new filing by clicking the + New Filing button.
      • See below for further instructions.

2. Submit Filings from the Entity Profile Page

   1. Click the + New Filing button.
   2. Select an option from the Form Category dropdown menu.
   3. Select an option from the Forms Available to File dropdown menu. This will contain the forms that are possible to lodge.
   4. Click the Submit button to redirect to the selected form.
   5. Enter the required information and click the Submit button.

3. View the Current Status of Filings you manage

   1. Begin on the Business Entities home page.
   2. Under the Manage My Work, select the My Filings link.
   3. The active filings list displays all filings you have lodged.
   4. If your account has authority to complete the workflow step, select the blue icon to open and complete a draft filing.
   5. Select the green icon to view the entire history of the filing.

4. Determining Filing Fees

   1. Select or hover over the Help option in the top navigation menu.
   2. Select Fees.
   3. The filing name and transaction fees are listed in a table.
   4. Search for a service by entering a key word into the search box.
   5. The entries may be sorted by Service or Service Fee by pressing the arrow icons.

Obtaining Authority To Manage a Company

You must have authority over a registered entity in order to submit change filings against it. Having authority also allows you free access to view all the information regarding the entity that is not available for free to the public. For newly created companies and societies the person submitting the application is automatically granted. That person, the applicant, can then give out authority to other persons. For example, an applicant might be a director. Other directors can request authority from the original director with authority. The requestor will search for the entity, open the entity profile, select the Request Entity Authority button, and then submit the reason that authority should be granted to them.

For existing entities, no person will have authority at the commencement of the new online registry. Therefore, a person who wishes authority must submit a request to the Registrar. The Registrar will review the request and either grant authority or else ask for additional information to make certain the grant of authority is made to a proper person.

The registrar and the person first granted authority over an entity may revoke authority for any other person, and other users may revoke their own authority. When the authority is revoked, the user with the revoked account can no longer manage the entity.

The authority of a client account over an entity can be obtained and revoked.

1. Steps for Obtaining Authority

   1. Begin on the Business Entities home page.
   2. Under the Searches menu, click the Entity Search link.
   3. Enter the entity name or registration number and press the search icon.
   4. Select the Id for the Company.
   5. Click the Request Entity Authority button.
   6. Enter a reason as to why the request for authority is being made and any additional information (such as, "I am a director").
   7. Click on the Request button.
   8. Wait for approval of the request.
      • If the requesting user has the same email address as a director on the entity, the user will be granted authority automatically by the system.
      • Otherwise, the current authorities on the entity will be sent an email notification advising them of the request for authority. In the "My Tasks" list, a pending task will be created for them to approve or reject the request.
      • For entities that have no person with authority over them, the request will be sent to the Registrar.

2. Revoking Authority

   This removes a client account's authority over an entity.

   1. Begin on the Business Entities home page.
   2. Under the Manage My Work menu, click the My Entities link.
   3. Enter the search criteria to find the Entity.
   4. Select the Registration Number.
   5. Click on the Entity Authority tab.
   6. Click on the Revoke button.

How to register an entity (Local Company, Overseas Company or Business Name)

To file an online application to incorporate a new company or register an overseas company you must first have a client account with the company registry. To set up a new account, please see the How to Access the Companies Registry guide or click the Create Account link.

Once you have created your account, you can complete your online application to incorporate a company or to register an overseas as the same process applies. After logging into the registry, select Companies from the top navigation bar. Under the Create or Update a Company section, click the link for the type of company you want to register: Register A Company or Register An Overseas Company.

Selecting the entity type ( company or overseas company) will cause the correct application form to appear for you. The entity registration forms have tabs for the types of information that you must provide. After all information is collected, you will be able to review your work before it is submitted for the Registrar to review.

1. Download and complete paper form

   • Download the correct form: All relevant paper forms can be found uncer the Forms for download link.
   • Complete the paper form: Complete all mandatory information.
   • Prepare any supporting documents: Review the checklist on the paper form to ensure you have all relevant documentation to support your application.
   • Save document as a PDF: Save the document as a PDF so that it can be uploaded to the register.

2. Submit to Ministry

   • Log on to register: All users must have an account on the register. See 'Create an account' for more details.
   • Select formation type: Once logged in, select the entity type on the left hand menu. From there, select the formation type you wish to file.
   • Upload paper form and any supporting documents: Upload the paper form and any supporting documents.
   • Make payment: All registration forms require a fee. Please see Payment details for more information on how to make payment or Fee Schedule for the fee amounts.

3. Receive Your Certificate of Incorporation

   • After your application has been submitted, it will be sent to the Registrar for review. Upon approval of your application, a Certificate of Incorporation will be emailed to you. If there are any questions about your application the Registrar will contact you via email.

Re-Registering a Business Name

Re-Registering an Existing Company

The new Act gives all local and overseas companies one year to re-register under the new law. Failure to re-register will cause your company to be removed from the register.

To file an online application to re-register an existing company you must have a client account. To set up a new account, please see the How to Access the Companies Registry guide or click the Create Account link. You must also have authority to submit filings for the company. If you don't already have authority, please see the How to Obtain Authority to Manage an Existing Company guide.

1. Collect Required Information

   • Directors: Provide the name, residential address, postal address, and nationality of each director.
   • Shares: Total number of shares issued and if there is more than one class of shares upload a page describing the different classes.
   • Shareholders: Number of shareholders, identification, and number of shares issued.
   • Addresses: Registered office in the and postal address.
   • Constitution: Tick a box indicating the local company accepts one of the new model constitutions, or upload the company’s own customised constitution.
   • Primary Business Activity: Principal activity of the company.

2. Complete the Online Application

   • Each page contains instructions for properly completing each section listed below.
   • Click the Save Draft button if you need to stop.
   • When all of the categories are filled in, click the Complete button.

Searching the Business Entities Registry

The Entity Search feature allows a user to search the Registry for information on active as well as inactive entities. The Search feature is free to all public users and logged in users. Without an account, the search features are limited to the Entity Search using an entity name or registration number. With an account, the search features are expanded to include the Entity Name Availability Search and Person Search Search.

How to upload files

Contents TBC

1. TBC - Supporting Document 

   1. TBC

2. TBC - Error messages

   • PDF is encrypted