In the US, a freight broker or shipper vetting a motor carrier typically checks the carrier's operating authority and safety record in Federal Motor Carrier Safety Administration (FMCSA) records, then compares those records with the carrier packet, the certificate of insurance and the W-9. The names, numbers, coverage and payment details should agree. A mismatch is where identity theft, a lapsed policy or double brokering usually shows up.
Vetting is not a one-time event. Authority and insurance can lapse after the carrier is approved, so a sound process re-checks them on a schedule and before each load is tendered. Software and AI can read the paperwork and compare it with the public record, but a person should decide what to do with a mismatch, which is a form of exception handling.