Three ways to get new LLC filings, and when each one is right

Every state publishes new business filings. Getting at them in a usable form, every day, without a person doing it by hand, is where it gets awkward.

There are three realistic approaches. Which one is right depends less on your budget than on how many states you need and how quickly you need the record after it’s filed.

1. Search the registry by hand

Every Secretary of State runs a public search. Florida’s Sunbiz lets you browse by filing date. California’s bizfile has a full entity search. Most states have something comparable.

This works if you need one state and a handful of records a day. It stops working immediately after that. The interfaces aren’t built for bulk retrieval, several states meter or charge per search, and there’s no notification when something new appears — you have to go and look, every morning, forever.

2. Buy the bulk file from the state

Many states will sell you a data extract directly. This is legitimate and often cheap, and for a single state it can be the right answer.

The difficulties show up at the second state. Every registry has its own schema, its own field names, its own entity type vocabulary and its own delivery mechanism. One state ships a pipe-delimited file over SFTP; another emails a fixed-width extract; a third has a portal you log into. Nothing matches anything. You will spend more engineering time reconciling formats than you expected, and that cost recurs every time a state changes something.

You’ll also get everything — including the agent-formed entities that wreck a lead list, which you’ll then need to identify yourself.

3. Buy a normalized feed

The third option is to have someone else absorb the schema problem. That’s what we do: one column order across every state, delivered as a daily CSV or over an API, with agent-formed entities removed before you see them.

It’s the right answer when you need more than about two states, when you want the record within a day of filing, or when the engineering time to maintain parsers is worth more than the subscription. It’s the wrong answer if you need one state and don’t mind a manual process — buy the state file and save your money.

Whichever route you take, move fast

The reason this matters at all is timing. A newly formed company has no bank, no bookkeeper, no insurance and no incumbent supplier, and that window closes in weeks rather than months. We wrote about the decay curve in the first two weeks after a company forms.

Choose states on what they actually publish, too — some registries name the owner and some name a law firm. And if you want to see what a parsed record contains before you commit to building one, the data page lists every field. Coverage for all fifty-one registries is on the states page.