Document signing with QES

1. 01

   Signing from an invoice: the print form, the organisation's file key, our signer and the counterparty who will receive the signing link.

2. 02

   The signing request shows how many signatures our side and the counterparty have made, how the document was delivered and which method we sign with.

3. 03

   Inbox for signing: delivery notes and acts from suppliers in one list with status and counterparty.

4. 04

   An incoming delivery note from a supplier with the document PDF: our director signs it with the "Sign" button.

• Invoice: invoice to a customer

• Delivery note: shipment to a customer

• Quote: offer to a customer

• Purchase order: purchasing

• Contract: lease contract

1. 01

   Generate and sign

   In the document you click "Sign" (Підпис), choose the print format, the QES key and the signer on your side. If the counterparty's signature is needed, their name and EDRPOU are filled in from the document.

2. 02

   Signing with the organisation's key

   The signature is applied right away with the file key uploaded to the system. Signers go in turn: your side first, then the counterparty.

3. 03

   Automatic verification

   Each signature is checked against the PDF: whether it matches the document, who the certificate holder is, RNOKPP or EDRPOU, KNEDP, signing time and whether the certificate was valid. If something is wrong, the signature is rejected and you see the reason.

4. 04

   Stamped PDF and archive

   The document gets a "Signature sheet" (Аркуш підписів) as its last page. Next to it are stored the p7s files of each signer and a ZIP archive: original, signatures, stamped PDF and verification report.

1. 01

   Uploading a key

   A .dat, .jks or .pfx key file and a password. The module reads the certificate right away: holder, RNOKPP, EDRPOU, KNEDP, serial number and validity period.

2. 02

   Encrypted storage

   The key and password are stored encrypted in the system. Only the head of accounting and the administrator can upload keys.

3. 03

   Who can sign

   For each key you set a list of users allowed to sign with it. Everyone else sees the document but cannot sign it with this key.

4. 04

   Protection against mistakes

   A key with an expired certificate will not sign a document. A key of a different organisation than the document's company will not sign either.

5. 05

   KNEDP certificates

   If the key file has no certificates, the module will prompt you to add .cer files from your KNEDP's website.

6. 06

   Document changed after generation

   If the document was changed or cancelled after the PDF was generated, the request shows a warning, and a cancelled document cannot be signed.

1. 01

   Incoming for signature

   The counterparty sees the document in their ERP under "Incoming for signature", checks your signature and signs with their key or declines with a reason.

2. 02

   Signed by both

   The counterparty's signature comes back to you and is verified against your PDF. The request gets the status "Signed by both" (Підписано обома), and the signature sheet and archive are updated.

3. 03

   Incoming document in one click

   From the received document the counterparty creates a draft purchase invoice or purchase receipt. The supplier is found by EDRPOU, items by supplier code, code or name. Nothing is posted without a person.

4. 04

   What is transferred

   The document and signatures travel between your systems, and each side checks that the PDF has not been changed.

Updated: 27.10.2026