7 Common SEC eSPARC System Errors and How to Fix Them

Nothing is more frustrating than being ready to register your business, only to be stopped by cryptic error messages on the SEC eSPARC system. After helping hundreds of entrepreneurs navigate these technical hurdles, we've compiled the most common errors and their solutions.

1. "Name Verification Failed" Despite Available Name

The Error: The system rejects your company name even though your search shows it's available.

Why It Happens: The SEC naming algorithm is notoriously strict. It checks for:

• Similar-sounding names (phonetic matching)
• Reserved words you might have accidentally included
• Formatting issues with suffixes like "Inc." or "OPC"

The Fix:

• Add a distinctive word to make your name more unique
• Ensure proper spacing before "Inc." or "OPC"
• Avoid generic terms like "General", "Universal", or "International"
• Check the SEC naming guidelines for restricted words

What Most People Don't Know: The system also flags names that are similar to dissolved companies from the past 3 years.

2. Document Upload Keeps Failing

The Error: "Upload failed" or the page refreshes without uploading your documents.

Why It Happens:

• Files exceed the 3MB limit
• PDF format issues (often from scanned documents)
• Browser compatibility problems
• Slow internet connection timing out

The Fix:

• Compress PDFs using online tools to under 3MB
• Save documents as PDF/A format
• Use Chrome or Firefox (avoid Safari)
• Upload during off-peak hours (early morning or late evening)

Pro Tip: Split large documents into multiple smaller files if needed – the system accepts multiple uploads for the same requirement.

3. "Session Expired" During Form Filling

The Error: You're kicked out mid-application and lose all your progress.

Why It Happens: eSPARC has a 30-minute inactivity timeout, but the timer isn't visible.

The Fix:

• Save your progress every 10-15 minutes
• Prepare all information in a separate document first
• Keep clicking "Save as Draft" if available
• Use a password manager to quickly re-login

Prevention Strategy: Set a timer for 25 minutes and save your work before it expires.

4. Payment Portal Not Accepting Payment

The Error: eSPAYSEC shows errors when processing credit cards or e-wallets.

Why It Happens:

• Bank security flags the transaction
• Daily transaction limits
• System maintenance (usually Sundays)
• Incorrect payment reference number

The Fix:

• Call your bank to pre-authorize the transaction
• Try different payment methods (GCash often works when cards don't)
• Pay via Landbank over-the-counter as backup
• Double-check you're using the correct assessment number

Hidden Fact: The system sometimes generates duplicate payment assessments – always use the latest one.

5. "Incorporator TIN Invalid" Error

The Error: System rejects your Tax Identification Number format.

Why It Happens:

• Entering TIN with dashes (should be continuous numbers)
• Using old TIN format
• Mixing up company TIN with personal TIN

The Fix:

• Enter TIN as 12 continuous digits (no dashes or spaces)
• For no TIN, enter "000000000000" and update later
• Foreign incorporators should use passport numbers

Important Note: Having no TIN won't stop SEC registration, but you'll need one for BIR registration later.

6. System Shows "Application Not Found"

The Error: You can't retrieve your application using the reference number.

Why It Happens:

• Entering reference number incorrectly
• System didn't properly save your application
• Database sync issues (common after system updates)

The Fix:

• Check your email for the correct reference number
• Try both with and without dashes
• Wait 24 hours if recently submitted
• Contact SEC helpdesk with proof of submission

Backup Plan: Screenshot every page and save all reference numbers immediately.

7. "Invalid Corporate Structure" for Simple Setups

The Error: System rejects your capital structure or shareholding setup.

Why It Happens:

• Math errors in share distribution
• Mixing par value and no-par value shares
• Subscription amount exceeding authorized capital

The Fix:

• Use simple round numbers (e.g., 1,000 shares at ₱1 par)
• Ensure subscribed amount is 25% or less of authorized capital
• All incorporators must subscribe to at least one share
• Double-check your math before submission

When All Else Fails

Sometimes the issue isn't you – it's the system. eSPARC undergoes maintenance, usually on weekends, and can be glitchy after updates. If you've tried everything:

1. Clear your browser cache and cookies
2. Try incognito/private browsing mode
3. Switch to a different device
4. File during off-peak hours (6-8 AM is ideal)

The Hidden Cost of DIY Registration

While these fixes can help you push through the technical hurdles, consider the hidden costs:

• Time lost: Each error can add days to your timeline
• Opportunity cost: Hours spent troubleshooting instead of building your business
• Stress factor: Technical issues on top of legal complexity
• Risk of errors: One wrong entry can delay your registration by weeks

Why Philfile Makes Sense

After reading this, you might be thinking, "There has to be a better way." There is.

At Philfile, we've registered thousands of businesses and know every quirk of the eSPARC system. We:

• Navigate around system errors before they happen
• Have direct communication channels with SEC for faster resolution
• Complete registrations in 5-7 business days (vs. weeks of DIY troubleshooting)
• Handle all technical issues so you can focus on your business

The bottom line: Your time is worth more than the registration fee. Let us handle the technical nightmares while you build your dream business.

Get Started with Philfile →

Disclaimer: System behaviors described are based on user reports as of December 2024. The SEC regularly updates eSPARC, which may resolve some issues or create new ones.