Harris County UCC Filings - Rejected Three Times for Debtor Name Issues
I'm at my wit's end here. Been trying to file a UCC-1 for our equipment financing deal and the Harris County clerk keeps rejecting it. This is my third attempt and I'm starting to panic because our loan closing is next week. The rejection notices keep saying 'debtor name does not match entity records' but I've triple-checked everything against the Secretary of State database. The business is 'Advanced Manufacturing Solutions LLC' on their charter documents, that's exactly what I put on the UCC-1. Anyone else having issues with Harris County UCC filings lately? Is there some specific formatting they want that I'm missing? I've done dozens of these in other counties without problems but this one has me stumped. The collateral description is straightforward - manufacturing equipment and fixtures at their facility. Really need to get this perfected before our funding deadline.
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Edwards Hugo
Harris County can be really picky about exact name matching. Have you checked if there are any commas, periods, or spacing differences? Sometimes the charter shows 'LLC' but the UCC system wants 'L.L.C.' or vice versa. Also worth checking if they have any DBAs on file that might be interfering.
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Dylan Fisher
•Good point about the punctuation. I used 'LLC' without periods. Let me check their charter again to see if it shows 'L.L.C.' somewhere. This is so frustrating when you're working against a deadline.
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Gianna Scott
•Been there! Harris County rejected mine twice last month for similar reasons. Turned out the entity had amended their name slightly and I was using the old version.
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Alfredo Lugo
This happened to me last year with a Harris County filing. The issue wasn't the name format - it was that the entity had a name reservation that expired and they refiled with a tiny variation. Have you run a current entity search to make sure 'Advanced Manufacturing Solutions LLC' is still their active registered name? Sometimes companies make small changes during corporate updates that don't get communicated to lenders.
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Dylan Fisher
•Oh wow, I didn't think to check for recent name changes. I pulled their charter info about 3 weeks ago when we started the loan process. I'll run a fresh search right now.
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Sydney Torres
•This is exactly why I always do entity searches within 48 hours of filing. Corporate records change more often than people realize.
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Dylan Fisher
•Just checked - the name is still active and unchanged. But I noticed their registered agent address is different from what I have. Could that be causing the rejection even though it's not supposed to matter for UCC filings?
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Kaitlyn Jenkins
Harris County has been having system issues with their UCC portal lately. I had three rejections last month that made no sense, then the exact same filing went through on the fourth try with zero changes. Their error messages aren't always accurate. Have you tried calling their UCC department directly? Sometimes they can tell you exactly what's wrong.
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Dylan Fisher
•I tried calling twice but got voicemail both times. Their callback queue seems pretty backed up. Maybe I should just try resubmitting the exact same filing again if it's a system glitch?
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Caleb Bell
•Don't resubmit the same thing! If there's a real name issue you'll just get rejected again and waste more time. Better to figure out the actual problem first.
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Danielle Campbell
I've been dealing with this kind of document verification headache for months across different counties. Recently started using Certana.ai's UCC document checker and it's been a game changer. You just upload your UCC-1 and the entity's charter documents and it automatically flags any name mismatches or inconsistencies before you file. Would have saved me probably 6-8 rejected filings this year. The tool instantly cross-checks everything and shows you exactly where the discrepancies are.
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Dylan Fisher
•That sounds really useful right now. Is it pretty straightforward to use? I need something that can help me spot whatever I'm missing before I submit again.
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Danielle Campbell
•Super easy - just upload your PDFs and it does all the comparison work. Takes maybe 2 minutes and shows you side-by-side what doesn't match. Been using it for Charter→UCC-1 checks mostly but they have other workflows too.
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Rhett Bowman
•Never heard of Certana.ai but name-matching verification tools are definitely worth having. Manual comparison is where most of us make mistakes, especially when you're rushing to meet deadlines.
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Abigail Patel
UGH Harris County is the WORST for UCC filings! Their system is ancient and their error messages are completely useless. I've had filings sit in 'pending' status for weeks with no explanation. The staff doesn't know their own procedures half the time. You'd think they'd want to make it easier for people to file liens and generate revenue but nope.
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Edwards Hugo
•I feel your pain but Harris County actually processes most UCC filings pretty efficiently. The name-matching thing is frustrating but it's usually a real issue, not just system pickiness.
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Abigail Patel
•Maybe your experience has been better than mine. I've had multiple filings rejected for reasons that made no sense, then identical filings accepted later. Their consistency is terrible.
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Daniel White
Quick question - are you filing the UCC-1 under the exact legal name or are you using a DBA? I made that mistake once and got rejected repeatedly until I realized the company was doing business under a different name than their charter name.
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Dylan Fisher
•Using the exact charter name. I've been really careful about that since I know DBA vs legal name is a common issue. The rejection specifically mentions entity records so I think it's something about how their corporate info is registered.
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Nolan Carter
•Sometimes the issue is the entity type designation. Like if they're actually a 'Limited Liability Company' in the records but you put 'LLC'. Have you tried both variations?
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Natalia Stone
This exact thing happened to me in Harris County 6 months ago. Turns out the company had filed a name change with the Secretary of State but it hadn't updated in Harris County's system yet. The delay between state and county record updates can be several weeks. I had to wait for their systems to sync up before my UCC-1 would go through.
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Dylan Fisher
•But I checked and there's been no name change. The entity has been 'Advanced Manufacturing Solutions LLC' since they incorporated 3 years ago. Unless there's some other type of corporate filing that could affect this?
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Alfredo Lugo
•Could be a registered agent change, address update, or even a status change that's causing the mismatch. Harris County's system checks more than just the name sometimes.
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Tasia Synder
Have you double-checked the EIN on your UCC-1? Sometimes if the tax ID doesn't match their records it can trigger a name verification error even though the rejection notice doesn't mention it. Worth verifying the EIN against their SS-4 or tax documents.
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Dylan Fisher
•Good catch! Let me verify the EIN. I got it from their loan application but maybe there was a transcription error somewhere along the way.
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Tasia Synder
•EIN mismatches are sneaky because they don't always generate obvious error messages. Definitely worth double-checking against official tax docs.
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Sydney Torres
•This is why document verification is so important. Small errors in EIN, name formatting, or entity details can derail the whole filing process.
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Selena Bautista
I had the same issue with a Harris County UCC filing and it turned out to be a spacing problem. The entity name in their system had double spaces between words but I was using single spaces. Try looking at the exact formatting in their corporate database - sometimes it's tiny details like that.
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Dylan Fisher
•Spacing issues - that's something I definitely wouldn't have thought to check. I'll look at the exact character-by-character formatting in their records. These systems are so finicky about minor details.
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Edwards Hugo
•It's ridiculous that spacing can cause rejections but I've seen it happen. The automated matching systems are very literal about formatting.
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Mohamed Anderson
UPDATE: I used that Certana.ai tool someone mentioned and found the problem! The entity's charter shows 'Advanced Manufacturing Solutions, LLC' with a comma before LLC, but I've been filing it as 'Advanced Manufacturing Solutions LLC' without the comma. Such a tiny detail but that's what was causing all the rejections. Just resubmitted with the correct formatting and it went through immediately. Thanks everyone for the suggestions!
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Danielle Campbell
•Awesome! Those tiny punctuation differences are exactly what the document checker is great at catching. Glad it worked out and you made your deadline.
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Edwards Hugo
•Perfect example of why exact name matching is so important. A comma seems insignificant but it makes all the difference in automated systems.
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Sydney Torres
•Great resolution! This thread will definitely help other people having similar Harris County UCC filing issues. The comma thing is probably more common than we realize.
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Ellie Perry
•This is exactly why I always copy and paste entity names directly from official records instead of typing them out. Saves so much hassle with formatting issues.
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