Business Registry Data
A modular foundation for business data Leapware Business Essentials isn't a single-purpose lookup tool, it's a modular platform where you subscribe to the data modules your business actually needs, all inside the same HubSpot integration:
- Business Registry Domestic, official company data for a single country: the KvK register for the Netherlands, and (in future) the CBE register for Belgium.
- Additional modules for broader geographic coverage and other data types are planned as the platform grows.
Today, only Business Registry Domestic (Netherlands) is live. The rest of this guide covers that module. Future modules will get their own documentation as they become available.
Searching
Searching and matching a company - 1/2
The card searches the KvK register directly from the company record, no need to leave HubSpot.
Searching
Searching and matching a company - 2/2
If a company record doesn't have a country set, the card shows: "We need a country to search for this company. Add a country to this company record to enable search." This uses HubSpot's standard Country/Region Code property (for example, nl), not an LBE-specific field.
Searching
Setting the country code
The country code can be set by looking up the propery Country Region Code in the View All Properties list in HubSpot.
Searching
Review the matches
When multiple matches are found press Show Results to view the Companies that are a match for the given Company.
How the search actually works: Business Essentials sends the company's name, plus any address details already on the record, like postal code and house number, straight to the KvK register's own search service, the same one behind kvk.nl. The matching happens on KvK's side, not inside Business Essentials. A name alone is often enough to return multiple real companies with similar names, which is why more than one result is normal, not a sign anything went wrong.
Searching
Make a selection
This opens the Business Registry Domestic (NL) wizard, a two-step flow: Select Company → Confirm Company. Results show Name, Address, and Registry No. for each candidate, with a Select button. An Advanced search option is available if the default results don't include the right match.
Searching
Verify the company preview
Before anything is written to the record, you get a full preview: Name, Registry number, Source (KvK), Type (e.g. Headquarters), Status, Street, Zip, BAG address validation (Valid/Invalid), Country, and Branch number. Your remaining credit balance for the current cycle is shown right next to the Confirm company button, so you know the cost before you commit.
If the match isn't right, go Back to results and pick a different candidate instead of confirming.
Searching
Confirm the match
Before anything is written to the record, you get a full preview: Name, Registry number, Source (KvK), Type (e.g. Headquarters), Status, Street, Zip, BAG address validation (Valid/Invalid), Country, and Branch number. Your remaining credit balance for the current cycle is shown right next to the Confirm company button, so you know the cost before you commit.
If the match isn't right, go Back to results and pick a different candidate instead of confirming.
Custom properties
Four Property groups
Business Essentials creates and maintains custom properties for the Company Object. These are divided over 4 groups:
LBE - Business Registry - Identification
ID fields, including lbe_registration_number (kvk nummer)
LBE - Business Registry - Core Data
Data on start (end) ate of the business, SBI Codes, employee count
LBE - Business Registry - Contact
All address related data
LBE - Business Registry - Provenance
Properties related to the source of the data (for NL: KvK) and when a report was requested.
For a complete list of the custom properties check our blog post: https://leapware.app/resource-center/the-leapware-business-essentials-data-structure-in-hubspot
Custom properties can be used in building segments, creating workflows and other HubSpot functionality.
Workflow actions
Automatch workflow action
Looks up a Company in the KvK register by name and address, and stores its registration number on the record when the evidence resolves to exactly one company. This action uses no credit and retrieves no report, it only establishes which company a record matches.
Fields:
- Company name (required)
- Postal code (optional)
- Street address (optional)
- LBE Registration number (optional). If a registration number is already supplied, it is checked against the register before anything else is searched.
Workflow actions
Automatch workflow action
How Automatch matches a company
Automatch runs up to four searches against the KvK register, in order, and stops at the first one that identifies exactly one company:
- Existing registration number. If one is supplied, it is confirmed against the register.
- Name, plus postal code and house number when both are available. Any result here, one match or several, ends the search.
- Postal code and house number alone. Only runs if step 2 found nothing. A result only counts as a match if that candidate's name also matches the CRM company name exactly.
- Name alone. Only runs if an address was available to narrow step 2 with, and step 3 did not produce a match.
If none of these steps lands on exactly one company, the result is either "Multiple matches found" or "No match found", depending on whether any candidates were seen along the way.
Workflow actions
Automatch workflow action
Automatching status and properties
Every completed Automatch run writes to the LBE - Business Registry - Provenance property group on the Company record:
| Property | Written when |
|---|---|
| LBE Automatching status | Every completed run |
| LBE Registration number | Only when the status is "Success - one match found and stored" |
| LBE Automatch timestamp | Every completed run, including errors |
LBE Automatching status is one of four values:
- Success - one match found and stored
- No match found
- Multiple matches found
- Error
"Multiple matches found" and "No match found" both require a manual check. Open the Business Registry Data card on the Company record and use Show results to review the candidates KvK returned.
"Error" means the register could not be reached, not that no match was found. No credit is charged in this case. If an error continues to pop up, reach out to our support team.
Workflow actions
Automatch workflow action
Retrieve new data
Fetches an official KvK report for a Company and stores it on the record. This is the same retrieval used by the Business Registry Data card's own search, made available as a workflow action.
Fields:
- LBE Registration number (required)
- LBE data source (required)
- LBE report language (required only when the register publishes reports in more than one language; an ISO 639 alpha-2 code, for example
nl)
It is best to use the properties lbe_registrationnumber, lbe_data_source and lbe_report_language for these parameters.
If just the registrationnumber is populated, or the kvk nummer is in a different field, one can also set a value of "KvK" for the data source and "nl" for the report language.
Each run uses one Business Registry credit, charged only if the report is retrieved successfully.
Workflow actions
Automatch workflow action
Retrieve new data: failure reasons
If a run cannot complete, the workflow history shows one of the following reasons instead of a generic failure message:
| Reason | Message |
|---|---|
| Invalid registration number | No valid registration number was given. Fill in the LBE Registration number field. |
| Invalid data source | No valid data source was given. Fill in the LBE data source field with KVK or CBE. |
| Missing report language | This registry publishes reports in several languages. Fill in the LBE report language field. |
| Invalid report language | The report language must be an ISO 639 alpha-2 code, such as nl or fr. |
| Company not found | The business registry holds no company for this registration number. |
| Registry unavailable | The business registry could not be reached. No credit was charged. |
| Sync failed | The report was retrieved but could not be written to the company record. |
| Ingest failed | The business registry report could not be ingested. |
These messages are also shown in Dutch, matching the portal's language setting.
