Here’s a practical, everything-you-need-to-know guide (Philippine context) on retrieving a forgotten NBI Clearance reference number—where it usually lives, how to pull it back without starting over, what to do if you’ve lost access to your email/phone, and fallback options if nothing turns up.

quick disclaimer: This is general information, not legal advice. Policies and app interfaces change. Always follow the instructions of the NBI help desk at the branch you’ll visit.

What exactly is the “reference number”?

It’s the unique NBI Clearance Reference Number generated by the NBI online application.
It ties together your appointment, payment posting, and branch processing.
Don’t confuse it with a payment transaction ID from GCash/Maya/bank or a 7-Eleven/MLhuillier receipt number—those are different, though they may display the NBI reference as the “subscriber” or “biller reference.”

The 8 fastest places to recover it (in order)

Your NBI Online Account → “Transactions”
- Log in, open Transactions (or Appointments/History in some layouts).
- You’ll see your Reference Number, status (Unpaid/Paid/Scheduled/For Releasing/Completed), date/time, and branch.
- Use Print Application Form/Reprint to get a page with a QR/barcode and your reference number.
Email confirmation
- Search your inbox (and spam) for “NBI” + “clearance” + words like Reference, Application, Appointment, e-Receipt.
- The email typically shows your reference number, appointment details, and payment instructions.
SMS notifications
- Check your messages for NBI or your payment partner’s text. Many e-payment channels echo the NBI reference in their SMS advice.
GCash/Maya/Bank e-payments
- Open the exact bill payment entry for NBI.
- Look at fields labeled Biller Ref, Subscriber Ref, Account Number, or Reference—that usually mirrors the NBI reference number you entered at payment.
Over-the-counter receipts (7-Eleven CLIQQ, Bayad Center, ECPay, MLhuillier, etc.)
- Your customer copy often lists the NBI reference as “Subscriber/Reference.”
- If you lost the paper slip, return to the outlet with date/time, amount, and ID—some partners can reprint or confirm details.
Downloaded/printed forms on your device
- Check Downloads, Recent Files, or your printer history for Application Form, e-Form, or e-Receipt PDFs/printouts.
Employer/agency file (if they booked for you)
- HR or the recruitment agency often keeps the PDF with the barcode and reference number.
Photo gallery / screenshots
- Many applicants screenshot the payment page or barcoded form—search your gallery for “NBI,” “barcode,” or the month you applied.

If you lost access to the email or forgot your password

Use “Forgot Password” on the NBI online portal (it sends a reset to your registered email).
If you no longer control that email, you can still log in if you remember your credentials; otherwise you may have to:
- (a) Create a new account (your old transaction won’t be visible there), or
- (b) Visit the NBI branch and ask the help desk to look up your existing paid appointment using name, birthdate, and valid ID (they can see it in their system even if you can’t see the email). Data privacy rules mean they won’t give it out over the phone.

Can the branch process me without the reference number?

If your payment is posted and you have valid ID(s), many branches can locate your booking on-site and proceed, especially if you also show proof of payment (e.g., GCash receipt/transaction screen or OTC official receipt).
If you haven’t paid and you can’t retrieve the reference, it’s faster to create a new transaction in your online account and book a fresh appointment.

Status-specific playbook

A) UNPAID (you made an appointment but didn’t pay yet)

Retrieve the ref via Account → Transactions or email/SMS.
If it’s really gone, simply set a new appointment; the old unpaid booking lapses and won’t charge you.

B) PAID (payment already posted)

You must recover the ref or have the branch locate you on-site.
Bring:
- Valid ID(s) (primary).
- Proof of payment (app receipt/screenshot or printed OTC receipt).
- Any email/SMS showing the ref (if you find it later).
If you want to reprint the form at home: log in → Transactions → Print Application Form (the ref appears on that page).

C) MISSED APPOINTMENT (paid but didn’t show up)

Check Transactions: options like Reschedule or status notes may appear (availability varies).
If rescheduling isn’t available online, go to your chosen branch with ID + payment proof; the help desk can advise your next step and may honor the payment for a new slot per current policy.

Common pitfalls (and how to avoid them)

Mixing up numbers. A GCash/Maya transaction ID isn’t your NBI reference. Look for fields labeled Biller/Subscriber Reference—that’s the one you entered from NBI.
Multiple accounts. If you created two NBI accounts, a transaction on Account A won’t appear in Account B. Try logging into the older account (think: which email did you use the first time?).
Mismatched name/birthdate. If the counter can’t find you, double-check how your name (Jr./III, hyphens, “Ma.”) and birthdate are stored in your NBI profile.
Deleted email/SMS. Set your mail app to keep messages, and star the NBI email.
No screenshots. Make it a habit: screenshot the reference number and the barcoded application form immediately after booking.

What to bring to the branch if you still can’t find it

At least one valid primary ID (bring two if you have them).
Proof of payment (digital or printed).
Your old NBI ID number (if you’ve had clearance before), any application printouts, and passport-sized photo (not always needed, but helpful if instructed).
Politely ask the Information/Help Desk to search your booking by name + birthdate and confirm your payment/appointment in their system.

Quick templates you can use

A. Message to HR/Agency

Hi [Name], I misplaced my NBI reference number for my appointment. Could you please resend the PDF/printout or the email/SMS that shows the NBI Reference Number and appointment details? Thank you!

B. Message to payment partner (if you lost the OTC slip)

Date/Time of payment: [], Amount: [], Channel/Branch: [____]. I paid for NBI Clearance and need the Biller/Subscriber Reference printed on my receipt. Here’s my ID for verification: [attach]. Kindly assist with a reprint/confirmation.

Preventive checklist for next time

Screenshot the booking page (ref visible).
Download/print the Application Form with barcode.
Star or label the email; pin the SMS.
Save the ref in a notes app and your calendar event (title it “NBI – [Ref]”).
Keep the payment receipt (paper or PDF) until you pick up the clearance.

Bottom line

Your NBI Online Account → Transactions page is the fastest way to recover a forgotten reference number, followed by your email/SMS and payment receipts (which often echo the biller reference).
If you’ve paid and still can’t retrieve it, bring your ID and payment proof to the branch; staff can usually locate your booking on-site and process you.
When in doubt (and especially if unpaid), it’s perfectly fine to create a fresh transaction—but don’t pay twice for the same booking unless instructed by the branch.