Before you sign a contract with a California company, hire a contractor working through an LLC, or check on your own business, you probably want an answer to one question: is this entity actually in good standing? California makes the basic lookup free. But the state runs two separate systems for tracking business status, and they don’t always agree with each other. Here’s how to search properly, and where the free tool stops being enough.
The official tool: bizfile Online
The California Secretary of State runs business entity search through bizfile Online, at bizfileonline.sos.ca.gov/search/business. It’s free, it doesn’t require an account, and it covers LLCs, corporations, limited partnerships, and most other registered entity types in the state.
To run a basic search, type in the entity’s name (or part of it), or its entity number if you already have one, and search. If the name is common, narrow the results with filters for entity type, status, or filing date.
What the free search actually tells you
A basic bizfile search returns:
- The entity’s legal name and entity number
- Its filing status with the Secretary of State (Active, Suspended, Dissolved, and so on)
- The registration date
- The agent for service of process on file, meaning the person or company authorized to receive legal documents on the entity’s behalf
What it doesn’t give you: certified copies of the actual filed documents, like the Articles of Organization or Statements of Information, and nothing about the entity’s tax standing. Those are separate requests, covered further down.
The trap: "Active" at the SOS doesn’t always mean active
This is the part most guides skip. California tracks business standing through two separate agencies, and a clean result from one doesn’t guarantee anything about the other.
The Secretary of State tracks filing compliance: whether the LLC submitted its Articles of Organization and has kept its Statements of Information current. The Franchise Tax Board, a completely separate agency, tracks tax compliance on its own, and it can suspend an LLC without the Secretary of State’s involvement, most commonly for not paying the $800 minimum annual franchise tax.
The result is that an LLC can show "Active" in a bizfile search while it’s actually FTB-suspended. A suspended entity loses its rights, powers, and privileges to do business in California, which can affect contracts and its ability to defend itself in court while the suspension is in place.
If you’re vetting a company before doing business with it, a clean SOS status by itself isn’t proof of much. Confirming FTB standing takes a separate check, since it isn’t part of the free bizfile search.
How a California LLC gets suspended
The FTB suspends LLCs mainly for failing to pay the $800 annual franchise tax or for not filing required tax returns. Separately, the Secretary of State can flag an entity for a late Statement of Information, which carries its own $250 penalty (collected by the FTB on the SOS’s behalf). Either failure on its own is enough to knock an entity out of good standing.
This is worth knowing if you’re forming a new LLC in the state too: the $800 tax is due starting in the entity’s first year, not after some grace period, which is a detail our California LLC formation guide covers in more depth.
Reinstating a suspended LLC
Reviving a suspended or forfeited LLC means dealing with the FTB directly, not the Secretary of State. The process:
- File FTB Form 3557 LLC, the Application for Certificate of Revivor
- Pay every outstanding balance: back taxes, the $800 minimum franchise tax for each year missed, plus penalties and interest
- File any delinquent tax returns
- Once the FTB issues the Certificate of Revivor, it notifies the Secretary of State, which updates the entity’s status back to Active
This isn’t quick. Processing a revivor commonly takes four to eight weeks, sometimes longer if several years of returns are missing. If you’re relying on a vendor’s or seller’s LLC status and you find a suspension, budget for that delay before assuming it’ll be resolved fast.
Ordering a Certificate of Status or certified copies
If you need official proof of an entity’s standing, for a lender, a landlord, or an out-of-state filing, you can order a Certificate of Status (also called a Certificate of Good Standing) through bizfile Online for $5, or $15 if requested in person. Certified copies of filed documents cost extra and are ordered the same way. Paid expedite options exist if you’re on a deadline; check current pricing on the portal before you file, since state fees change without much notice.
Frequently asked questions
Is the California business search free?
Yes. Looking up an entity’s name, number, status, and agent for service of process through bizfile Online costs nothing. You only pay if you order a certified copy or an official Certificate of Status.
Why does my LLC show as active with the state but I heard it’s suspended?
Because the Secretary of State and the Franchise Tax Board track different things. The SOS tracks filings, the FTB tracks taxes, and a clean SOS status doesn’t confirm FTB standing or vice versa. Checking both is the only way to be sure.
How long does it take to reinstate a suspended LLC?
Typically four to eight weeks after filing FTB Form 3557 and clearing every outstanding balance, though it can run longer if multiple years of returns are missing.
Can I reserve a business name before filing an LLC?
Yes, name reservations go through the same Secretary of State business programs, separately from the free search. If you’re forming a new California LLC, our step-by-step guide covers the full filing process, current fees, and the franchise tax rules that catch a lot of new owners off guard.
