Keeping a client's SAM.gov registration current: what a bookkeeper or office manager can do in Firmenza

If the client watches their own registration, their watch card has Who else gets reminders, where they can add up to three more people, such as whoever handles SAM.gov for the business now. They enter your email address, a name only they see, and the language of your emails, English or Spanish.

You get one email with a link to confirm, and nothing else until you confirm. After that you get that registration's reminders and status emails, even while the client's own alerts are paused. Every email you get carries its own link to stop, which stops that registration's emails to you and nothing else, and the client can remove you from the list at any time.

The two routes work together. On your own list, you choose what to watch and which days to be reminded on; as someone the client added, you get the same reminders they get for that registration, in the language they chose for you.

The free health check needs no account. You type the client's legal name or UEI and the report reads the public SAM.gov record: whether the registration is active, when it expires, whether it could be found, and what is missing or needs attention, most important first. The report says it is a rules-based check of public SAM.gov data and contains no AI-generated text.

Under Share, print, or save this report, Copy link gives you the report's address to send to the client, and Email me this report sends the link to an address. The report can be printed or saved as a PDF from the same place, with the expiration date added to a calendar. The link is not indexed by search engines, and the report reads the same for the client as it does for you. What the Firmenza health report checks lists every finding.

Two things to say to a client before they read one. When the public record cannot be found, the report says the registration was not found or opted out of public display, and it never says a business is unregistered. And a report shows only the public record. A registration or renewal still in review, the certification answers, tax and bank details, size status and anything inside the SAM.gov account are not in it, and the report says so in What this report can and cannot tell you.

From 75 days before the expiration date, the dashboard and the watch list show a short checklist, Get ready to renew, and the reminders in that window link to it. It lists things to check with the client. They are a change to the business since the last registration, whether the business's Entity Administrator is still with it, and that the legal name and physical address still match the formation documents where the business has them. Then that the taxpayer name and number match what the IRS holds, the banking details, the points of contact and the NAICS codes. Beside several of them it shows what the public record said on our last read, with the date. The ticks are your own notes, and nothing is asked for.

The renewal itself belongs to the business. Its owner gives their answers and signatures in Firmenza, and we complete the renewal from those answers. How renewal works says what a renewal involves, in the business's own terms, and Letting someone help says what a helper can and cannot do for them.

If you use Ask Firmenza, the AI assistant on every page, your account page's How the assistant answers you has a choice that fits this work, I'm helping someone else with their business's registration. The choices ask the assistant to change how it words its answers to you, not what they say.

The client's Login.gov username, password, a code from their phone, or a one-time passcode SAM.gov emailed them. Nothing in Firmenza asks you for any of those, and a request for them from anyone else tells you enough about the person asking. The same holds the other way: your own sign-in to Firmenza is a link emailed to you, and there is no password of yours to share.

Somebody who offers to be the business's Entity Administrator is offering something the role does not allow, because it has to be held inside the business. A helper keeps the registration watched, keeps the client informed, and keeps the client's own records ready; the business's answers and statements stay the business's.