Work Completion (Services Acceptance) Certificate: How to Sign Online Without Printing and Scanning

You have completed a project, but the client does not pay because he «has not seen the act». Does this situation sound familiar? Acts of completion are a key document without which no payment can be made.

Errors and delays in the execution of certificates not only slow down cooperation between partners but also create a risk of loss of profit. That is why entrepreneurs are increasingly issuing certificates of work performed and services rendered in electronic form.

In this article, we will look at why the exchange of certificates in electronic form is not just a convenience, but a necessity for any business — from individual entrepreneurs to large companies.

What is a work completion (service acceptance) certificate?

Work completion and service acceptance certificates are primary accounting documents that confirm the fact of work completion or service delivery. For the customer and the contractor, they become the basis for mutual settlements.

In various business sectors, a certificate of completion is required for

  • official confirmation of the fact of performance of work or provision of services: as evidence that the work has been performed or the services have been provided in full and in accordance with the terms of the contract;
  • financial settlements: on the basis of the act, the customer pays the contractor for the work performed or services provided;
  • proof in court: the act has legal force — in case of litigation, it can be used as evidence.

The certificate of completion and the certificate of services acceptance are often used interchangeably. However, they have some differences. The main ones are listed in the table below.

Criterion Work Completion Certificate Services Acceptance Certificate
Industry Construction, repair IT, marketing, consulting
Report form Approved form (e.g., KB2) Free form
Quality control Based on technical documentation Based on subjective assessment

Mandatory details of the act

Article 9 of the Law of Ukraine «On Accounting and Financial Reporting in Ukraine» defines the mandatory details that a work completion (service acceptance) certificate must contain. In particular:

  1. The name of the document — «Work Completon Certificate» or «Service Acceptance Certificate».
  2. The date of execution.
  3. Name of the institution on whose behalf the act was drawn up.
  4. Content and scope of the business transaction, unit of measurement of the business transaction.
  5. Positions of persons responsible for the performance of the business transaction and the correctness of the act.
  6. Personal signature or other data that allow to identify the person who performed the business transaction.

Why to convert acts to electronic format

Work completion (service acceptance) certificates can be drawn up both in paper and electronic form. Today, more and more companies are using electronic certificates to optimize their business processes.

In large companies, a separate accountant handles the circulation and storage of certificates of work performed and services rendered. If acts are drawn up on paper, they are often lost or re-created and signed due to errors. In such circumstances, a separate employee is needed to organize the work with the certificates.

Companies that order work or services usually entrust the execution and sending of certificates to contractors. For individual entrepreneurs and small service companies, a large volume of paper certificates creates significant difficulties:

  • long time for paperwork;
  • costs for printing and sending acts;
  • storage costs.

Certain industries also have their own peculiarities in working with certificates. For example, construction and logistics companies often draw up and sign certificates «in the field». The contractor hands over paper docs to the customer at the construction site, warehouse, etc. After that, they are handed over or mailed to the accounting department. The documents are often lost on the way to the head office.

Drawing up certificates in electronic form helps to solve these problems. Electronic certificates have a number of advantages for both the customer and the contractor. In particular:

  1. A certificate does not need to be printed out. This saves a lot of time for employees — especially if the company regularly draws up many certificates.
  2. A certificate can be signed with an electronic signature from a smartphone. This allows you to draw up acts from anywhere in the world. In particular, you can engage freelancers who are abroad.
  3. Both parties can sign the a certificate immediately upon completion of the work. The contractor receives payment much faster.
  4. Electronic certificates are easy to store. Users can easily find the document they need in the electronic archive. Cloud storage is accessible from anywhere in the world and is protected from unauthorized access.

Переваги електронної форми актів

Does an electronic sertificate have the same legal force as a paper one?

The Law of Ukraine «On Electronic Documents and Electronic Document Management» gives legal force to electronic certificates. It is identical to a paper deed, provided that it contains all the necessary details and the parties have signed it with electronic signatures.

Modern electronic document management services provide convenient signing and sending of electronic certificates. For example, in the Vchasno.ODE service, you can sign documents with the Vchasno.QES cloud e-signature in the mobile application. You can apply an electronic signature in a few clicks. Both services are part of the Vchasno ecosystem of services and the likelihood of technical errors is minimized.

How to sign and send a certificate in Vchasno.ODE

The user-friendly interface of the Vchasno.ODE service helps you quickly generate, sign and send electronic certificates online. To do this, you need to:

  1. Create an act template or upload a document in .pdf or .doc format from your computer.
  2. Sign the act with a qualified electronic signature Vchasno.QES or a qualified electronic signature of another qualified electronic trust service provider. The entire signing process takes place in the Vchasno.ODE interface, no need to switch between programs.
  3. Send the act to the counterparty for signature.

Signing of electronic acts
After both parties have signed the certificate, it receives the status «Signed by all» in the service. After that, it is stored in the Vchasno.ODE archive. If necessary, it can be found in a few seconds.

Electronic certificates in Vchasno: sign online without printing and scanning

Electronic certificates of work completion and services acception are no longer just a convenience, but an urgent need for modern business. They optimize business processes, save time and money, speed up payments, and avoid the risk of losing or misplacing paper documents. Accountants no longer need to spend hours on paperwork, just a few clicks in an electronic document management service.

Electronic acts have full legal force. They provide fast data exchange and reliable storage, which is critical for any business — from individual entrepreneurs to large corporations. With solutions such as Vchasno.ODE, you can forget about printing, scanning, and courier services and focus on what matters most — growing your business.

Don’t waste time on outdated methods! Prepare acts online and sign them with Vchasno.QES for free to make sure you enjoy all the benefits of electronic document management.

Try to draw up your first certificate online — without paper and unnecessary costs. You can do it for free in Vchasno.EDI.

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FAQ

Does the law regulate the template of the certificate of completion?

There is no single form of the certificate of completion. It is drawn up in any form, unless otherwise provided for in the contract. In this case, a certificate must contain all the details provided for in Article 9 of the Law of Ukraine «On Accounting».

Do I need to keep the act template up to date?

Yes, it is. Although the act can be drawn up in any form, the template must:

- contain all the necessary details;
- take into account changes in accounting and tax legislation;
- be consistent with current contract templates and internal company policies.