RFQ & Quote Tools
Supplier Identity Evidence Worksheet
Use this worksheet to identify which company name appears at each stage, where the information came from and which differences still need to be resolved.
What this worksheet helps you decide
The useful question is not whether several names look similar. It is whether the website, quotation, contract, invoice, payment beneficiary, production role and public record can be connected for the specific order.
Published: 11 August 2026. This worksheet organises evidence; it does not label a supplier safe, trusted or approved.
Identity fields to record
For every row, add the value found, source, reviewed date, status and the difference or question that remains.
| Field | What to record | Value found | Source | Reviewed date | Status | Difference / question to resolve |
|---|---|---|---|---|---|---|
| Website name | Name displayed on the website or in its footer/legal page | |||||
| Website domain | Domain reviewed and the page where the name appears | |||||
| Quoted company name | Legal or public name shown on the quotation | |||||
| Contract entity | Company proposed as the contracting seller | |||||
| Invoice entity | Company expected to issue the invoice | |||||
| Payment beneficiary | Account beneficiary named in the payment instruction | |||||
| Factory name | Entity or site described as performing production | |||||
| Brand name | Brand used on the product, packaging or website | |||||
| Registry / filing name | Legal name shown in the relevant registry or filing | |||||
| Registration number | Company number, Unified Social Credit Code or other scoped identifier | |||||
| Address | Registered, operating, factory or contact address, labelled by type |
Use restrained status language
| Status | Meaning |
|---|---|
| Matched | The reviewed names or identifiers align for the stated scope. |
| Different | The records show different values; record both and resolve the relationship. |
| Not found | The field was not found in the sources reviewed. This does not mean it does not exist. |
| Needs confirmation | The available material does not support a final conclusion for the order. |
Pause conditions
- The proposed contract entity or payment beneficiary changes without a documented explanation.
- The quotation, contract and invoice use different names and the relationship is not supported.
- The claimed factory or manufacturing role cannot be connected to the quoted product and legal entity.
- A brand, English website name or marketplace account is treated as a legal entity without supporting records.